What information should the booking confirmation that hoteliers send to their customers contain? e-mails and/or text messagesMany people running tourist facilities are grappling with these issues, especially recently, when GDPR came into effect. A valid hotel reservation form and hotel confirmation template are highly sought after these days, and the NFHotel team is here to provide expert advice.
In short: all the necessary information about the property and the stay - from the hotel's contact details, through information about booked rooms, to the bank transfer details for the deposit. Or, even more conveniently for the customer: a button for instant online paymentsIt would also be useful to consider the capabilities of modern mobile devices. For example, launching car navigation by tapping a map in a message. Of course, don't forget to complete formalities, such as providing the terms and conditions as a link or attachment. When it comes to the client's personal data in the confirmation, it's generally sufficient to limit yourself to the name and surname of the person making the reservation or the guest, and the number (and possibly age groups) of participants.
Of course, the source of all this information are the customers themselves, who use online bookings - the so-called booking engine - or contact the reception. NFHotel Channel Manager has direct connections with the largest booking portals
It is important to be aware that when it comes to hotel booking confirmation, there is no perfect formula - everyone has their own idea of the optimal arrangement of individual elements in an email.
For some, the specifics of the reservation will be most important, while others would prefer to have information about the hotel first. While the visual design of a hotel, guesthouse, apartment, or vacation rental confirmation template will be highly individual, the entire tourism industry has a common need for receptionists to complete message templates. In this regard, NFHotel offers a great tool that generates ready-made emails based on customer and reservation data once saved in the program. Hotel staff simply need to take a look and click "Send." This way, messages are automatically generated in multiple languages simultaneously. In other words, NFHotel has a ready-made hotel reservation confirmation template in Polish, German, and English. And it comes with an invoice attached, if needed.
And all this internet and media panic about the GDPR introduced by the European Union is nothing to worry about. Especially in the context of messages sent by hotels, guesthouses, apartments, holiday cottages, and other accommodation and tourist facilities, booking confirmations for the customer. Practically nothing changes. The key here is the concept of data necessary to provide the service. This concept is extremely vague, but first name, last name, phone number, email address, and age certainly fall within it (incidentally, photocopying ID documents will no longer be acceptable). Much depends on the facility's price list. Regardless, including such personal data in the hotel booking form and confirmation is perfectly justified. If only to allow the customer to check if everything is correct and avoid unpleasant surprises like "we have a reservation, but for a completely different person."
In this post you will find answers to the questions:
From the hotel industry's perspective, GDPR means, above all, that access to guest information will have to be more strictly monitored. A notebook left on the reception desk can cause unnecessary problems; a better solution would be hotel program with different user permissions. Simply instill in staff the need to log out of the system when leaving the reception desk. Furthermore, they must comply with the obligation to provide information about the collection and processing of personal data, and the possibility of its complete deletion at the customer's request. This influences the booking confirmation's appearance, as long as the terms and conditions must be properly formulated and included in the message.
