🔷 FORMAL (10 Conversations)
Context: Business trips, professional calls, official emails, luxury hotels.
1. Business Reservation via Phone
Receptionist: Good afternoon, thank you for calling the Grand Central Hotel. How may I assist you?
Caller: Good afternoon. I’d like to make a reservation for a business associate visiting next week.
Receptionist: Certainly. May I have the guest’s full name and dates of stay?
Caller: Yes, Mr. Richard Lee from April 10th to April 14th.
Receptionist: Noted. Would you prefer a standard or executive suite?
Caller: Executive, please. He’ll need access to the business center.
Receptionist: Absolutely. Your reservation is confirmed. You’ll receive a confirmation email shortly.
Caller: Perfect. Thank you for your assistance.
2. Reservation by Email for a Conference
Subject: Hotel Reservation for Conference Attendance
Dear Sir or Madam,
I would like to book a room at your hotel from June 3rd to June 6th as I will be attending the Global Health Conference nearby.
I require a quiet room with a desk and high-speed internet access. Kindly confirm the availability and rates.
Thank you in advance.
Best regards,
Dr. Amanda Clarke
3. Calling from Abroad – Embassy Visit
Receptionist: Hotel Royal, good evening.
Guest: Good evening. I’m calling from Canada and would like to reserve a room for my embassy visit in May.
Receptionist: Certainly. May I ask which dates you’ll be staying?
Guest: From the 12th to the 19th of May.
Receptionist: We have availability. Would you like to include breakfast?
Guest: Yes, and preferably a quiet room on an upper floor.
Receptionist: Noted. We look forward to welcoming you.
4. Booking for a Client – Assistant on Behalf
Assistant: Hello, this is Emma from ClearTech Inc. I’d like to reserve a room for our CEO.
Receptionist: Certainly. What are the dates?
Assistant: From October 5th to 9th. He will need airport transfer as well.
Receptionist: Noted. We’ll arrange an executive car. Anything else?
Assistant: Early check-in if possible.
Receptionist: I’ll make a note of it. Confirmation will follow by email.
5. Hotel Inquiry with Detailed Needs
Guest: Hello, I’m planning a business trip and looking for a hotel with a fitness center, laundry services, and conference facilities.
Receptionist: We do offer all of those amenities. May I ask for your travel dates?
Guest: August 15–20.
Receptionist: Let me check availability for those dates. Would you like a deluxe room or suite?
6. Confirming Reservation Details Formally
Receptionist: Thank you for choosing Silver Plaza. May I confirm your booking?
Guest: Yes, please. It’s under Michael Thompson, from September 2nd to 7th.
Receptionist: One deluxe room, airport pickup, breakfast included. Correct?
Guest: That’s right.
Receptionist: Everything is in order. We look forward to your arrival.
7. Formal Cancellation by Email
Subject: Reservation Cancellation – Ref: #GH4592
Dear Reception,
I regret to inform you that I must cancel my reservation from March 10–13 due to unforeseen circumstances.
Please confirm the cancellation and advise if any charges apply.
Sincerely,
Jonathan Ruiz
8. Group Booking for Conference Guests
Receptionist: Good morning. How may I assist you?
Guest: I’m coordinating accommodation for a group of ten colleagues attending a conference in July.
Receptionist: Certainly. Will you require single or shared rooms?
Guest: Mostly single rooms, but two can share.
Receptionist: I’ll prepare a group rate and email you a proposal.
9. Inquiry about Accessibility Options
Guest: Hello, I’m calling to ask if your hotel offers wheelchair-accessible rooms.
Receptionist: Yes, we have rooms with full accessibility features including walk-in showers and lowered counters.
Guest: Excellent. I’d like to book one from the 5th to the 9th of June.
10. Extended Stay Corporate Booking
Guest: Hello, I represent a firm relocating an employee for a temporary project. We’re looking for a three-month stay.
Receptionist: We offer long-stay corporate rates. May I take down the preferred start date?
Guest: June 1st.
Receptionist: I’ll send you our long-term options and packages by email.
🔷 SEMI-FORMAL (10 Conversations)
Context: Tourist travel, polite interactions, families, mid-range hotels.
11. Tourist Booking via Phone
Guest: Hi, I’d like to reserve a room for my family vacation in July.
Receptionist: Of course. What dates are you planning to stay with us?
Guest: July 10th to 15th. Two adults and two kids.
Receptionist: Great! We have a family suite available.
12. Walk-In Reservation
Guest: Hi, do you have any rooms available for tonight?
Receptionist: Let me check… Yes, we have a standard double and a deluxe room.
Guest: I’ll take the standard one, please.
13. Changing Reservation Dates
Guest: Hello, I have a booking for next week, but I need to change the dates.
Receptionist: Sure. What are the new dates?
Guest: Instead of the 12th, I’ll arrive on the 14th.
Receptionist: Let me update that for you.
14. Asking About Facilities
Guest: Does your hotel have a pool and gym?
Receptionist: Yes, both are open daily from 6 am to 10 pm.
Guest: Great! I’ll go ahead and book two nights starting Friday.
15. Requesting Early Check-In
Guest: Hi, I’m arriving early—around 9 AM. Can I check in before noon?
Receptionist: If the room is ready, we’ll be happy to accommodate you.
16. Clarifying Room Options
Guest: Hi, I’m booking online and I see “standard” and “superior.” What’s the difference?
Receptionist: The superior has a better view and more space.
Guest: Got it. I’ll go with the superior, then.
17. Requesting a Room with a View
Guest: Hello, can I request a room with a sea view for my stay next week?
Receptionist: I’ll do my best to accommodate that. It’s noted in your reservation.
18. Complimenting and Booking Again
Guest: Hi! I stayed last month and loved it. I’d like to book again for next weekend.
Receptionist: Welcome back! We’ll be happy to reserve the same room type.
19. Asking About Parking
Guest: Hi, I’m driving to the hotel. Do you have parking?
Receptionist: Yes, we have both valet and self-parking available.
20. Late Check-Out Request
Guest: I have a late flight—can I check out later than noon?
Receptionist: We can offer a late check-out until 2 pm, subject to availability.
🔷 INFORMAL (10 Conversations)
Context: Hostels, budget stays, casual chats, young travelers.
21. Hostel Bed Booking
Guest: Hey! Do you have any beds free for tonight?
Receptionist: Yep, a few left in the mixed dorm.
Guest: Perfect, I’ll take one.
22. Backpacker Asking for Cheapest Option
Guest: Hey, what’s the cheapest room you’ve got?
Receptionist: A bunk in the shared dorm is $18 a night.
Guest: Sounds good.
23. Last-Minute Booking
Guest: Hi! I didn’t book in advance—can I still get a room?
Receptionist: Let me check… yep, we’ve got a single room left.
Guest: Great, I’ll take it.
24. Asking for a Room with Friends
Guest: Hey, me and my friend want to stay together. Got any twin rooms?
Receptionist: We do! Two beds, same price as the double.
25. Asking About Kitchen Access
Guest: Is there a kitchen where we can cook?
Receptionist: Yep, shared kitchen on the first floor.
26. Complaining Casually
Guest: Hey, the AC in my room isn’t working.
Receptionist: Oh no! We’ll send someone up to check it out right away.
27. Checking Out Early
Guest: Morning! I need to leave a day earlier—can I check out now?
Receptionist: Sure thing. We’ll adjust your bill.
28. Asking for Wi-Fi Code
Guest: Hey, what’s the Wi-Fi password?
Receptionist: It’s printed on your keycard.
29. Looking for a Quiet Room
Guest: Can I get a room away from the street? I’m a light sleeper.
Receptionist: Absolutely. We’ll put you in the back.
30. Asking for Towels
Guest: Do you guys have extra towels?
Receptionist: For sure. I’ll bring some up to your room.
1. Formal: Business Trip Reservation (Phone Call)
Context: A corporate traveler calls a luxury hotel to book a room.
Receptionist: “Good afternoon, Grand Luxe Hotel. How may I assist you?”
Guest: “Hello, I’d like to reserve a deluxe room for three nights, from June 10th to June 13th.”
Receptionist: “Certainly, sir. We have deluxe rooms available. Will this be for business or leisure?”
Guest: “Business. I’ll need a quiet room with a work desk and high-speed internet.”
Receptionist: “Understood. We offer executive rooms with those amenities. The rate is $250 per night, plus tax. Shall I proceed?”
Guest: “Yes, please. I’ll provide my company’s billing details.”
2. Semi-Formal: Family Vacation Booking (Email)
Context: A guest emails a mid-range hotel to inquire about family accommodations.
Subject: Inquiry About Family Suite Availability
Guest:
“Dear Reservations Team,
I’m interested in booking a family suite for four from August 5th–9th. Could you confirm availability, pricing, and whether breakfast is included? Also, do you have a children’s play area?
Best regards,
Laura Mitchell”
Hotel Reply:
“Dear Ms. Mitchell,
Thank you for your inquiry. We have a family suite at $180/night, including breakfast. Our play area is open daily from 9 AM–6 PM. Shall I hold the room for you?
Warm regards,
Reservations Team”
3. Informal: Last-Minute Weekend Stay (Phone Call)
Context: A traveler calls a budget hotel for a spontaneous trip.
Receptionist: “Hi, Sunshine Motel! What’s up?”
Guest: “Hey! Do you have any rooms for tonight? Just need a place to crash.”
Receptionist: “Yeah, we’ve got a standard double for $80. Wanna book it?”
Guest: “Perfect! Can I check in around 8 PM?”
Receptionist: “No problem. Just bring your ID. See ya later!”
4. Formal: Group Reservation for a Conference
Context: An event planner arranges rooms for a delegation.
Guest: “Good morning. I’m coordinating accommodations for a 15-person delegation attending the Tech Summit. Do you offer group rates?”
Receptionist: “Certainly. We provide a 15% discount for blocks of 10+ rooms. How many nights will you require?”
Guest: “Four nights, from November 3rd–7th. We’ll need invoices split by attendee.”
Receptionist: “Noted. I’ll email a proposal with the terms.”
5. Semi-Formal: Changing a Reservation (Email)
Context: A guest modifies their booking dates.
Guest:
“Dear Hotel Staff,
I’d like to adjust my reservation (#45621) from September 12th–15th to September 14th–17th. Please confirm if this change is possible without penalty.
Sincerely,
Daniel Koh”
Hotel Reply:
“Dear Mr. Koh,
We’ve updated your booking as requested. No fees apply. Your new check-in is September 14th.
Best,
Reservations Team”
6. Informal: Asking About Pet Policies (Phone Call)
Context: A traveler wants to bring their dog.
Guest: “Hey, do you allow pets?”
Receptionist: “Yep! We charge a $20 pet fee per stay. What kind of pet?”
Guest: “A small Labrador. He’s well-behaved!”
Receptionist: “Cool! Just mention him at check-in.”
7. Formal: Requesting Special Accommodations
Context: A guest with mobility needs emails.
Guest:
“Dear Manager,
I require an accessible room with a roll-in shower for my stay on October 10th. Please confirm if one is available.
Regards,
Eleanor Grant”
Hotel Reply:
“Dear Ms. Grant,
We’ve reserved an ADA-compliant room for you. Let us know if you need further assistance.
Sincerely,
Guest Services”
8. Semi-Formal: Complaining About Noise (In Person)
Context: A guest complains at the front desk.
Guest: “Excuse me, my room faces the street, and the noise is unbearable. Could I switch rooms?”
Staff: “Apologies for the inconvenience. Let me check for a quieter room… Yes, we can move you to the courtyard side.”
9. Informal: Extending a Stay (Phone Call)
Guest: “Uh, hey—can I stay an extra night?”
Receptionist: “Sure thing! Same room? It’ll be $90.”
Guest: “Awesome, thanks!”
10. Formal: Corporate Rate Negotiation (Email)
Context: A company requests a long-term agreement.
Guest:
“Dear Sales Manager,
Our firm seeks a corporate rate for 20+ room-nights monthly. Please share your proposal.
Best,
James Wong, ABC Corp”
Hotel Reply:
“Dear Mr. Wong,
We’re pleased to offer a 20% discount for your team. Attached are the terms.
Regards,
Sales Team”
11. Semi-Formal: Early Check-In Request (Phone Call)
Context: A guest calls ahead to ask if they can check in before the standard time.
Guest: “Hello, I have a reservation under the name Patel. My flight arrives early—would it be possible to check in around 11 AM instead of 3 PM?”
Receptionist: “Let me check, Mr. Patel… Yes, we can accommodate that. There’s a $20 early check-in fee unless you’ve booked a premium room.”
Guest: “That’s fine. I’ll pay upon arrival. Thank you!”
12. Informal: Booking with a Friend (Text Message)
Context: A traveler texts a boutique hotel for a last-minute stay.
Guest: “Hey, do u have 2 beds for tonight? Me & my friend need a room.”
Hotel: “Yup! We’ve got a twin room for $100. Want me to hold it?”
Guest: “Deal! Be there in an hour. Name’s Jake.”
13. Formal: Cancellation Policy Inquiry (Email)
Context: A guest checks the hotel’s cancellation terms before booking.
Guest:
“Dear Reservations Team,
I’m considering booking a suite from December 5th–8th but may need to cancel. What is your policy, and are refunds possible?
Kind regards,
Margaret Ho”
Hotel Reply:
“Dear Ms. Ho,
Cancellations made 48+ hours prior receive a full refund. After that, one night’s fee applies.
Best,
Reservations”
14. Semi-Formal: Reporting a Missing Amenity (In Person)
Context: A guest goes to the front desk to report an issue.
Guest: “Hi, my room doesn’t have the coffee maker that was listed online. Could someone bring one up?”
Staff: “I apologize for that—I’ll send maintenance immediately. Would you like complimentary coffee from our lounge in the meantime?”
15. Informal: Requesting Extra Towels (Phone Call)
Context: A guest calls housekeeping from their room.
Guest: “Hey, can I get a couple more towels? Room 205.”
Housekeeping: “Sure thing! They’ll be outside your door in 5 minutes.”
16. Formal: Honeymoon Suite Booking (Email)
Context: A couple emails a resort for a special occasion.
Guest:
“Dear Manager,
My fiancé and I would like to book your honeymoon suite for June 20th–25th. Do you offer any romantic packages or upgrades?
Sincerely,
Claire & Ryan Bennett”
Hotel Reply:
“Dear Mr. & Mrs. Bennett,
Congratulations! We’ve reserved the suite with a complimentary champagne breakfast. Attached are upgrade options.
Warm regards,
Events Team”
17. Semi-Formal: Disputing a Charge (Phone Call)
Context: A guest notices an incorrect fee on their bill.
Guest: “Hello, I was charged for minibar items I didn’t use. Can you review this?”
Manager: “Let me verify… You’re right—we’ll remove the $15 charge immediately. Our apologies.”
18. Informal: Asking for Food Recommendations (At Desk)
Context: A guest asks the concierge for local tips.
Guest: “Any good pizza places nearby that aren’t touristy?”
Concierge: “Oh yeah! Tony’s down the street—locals only. Here’s a map.”
19. Formal: Airport Shuttle Arrangement (Email)
Context: A guest arranges transportation in advance.
Guest:
“Dear Transport Team,
I’ll arrive on Flight QA321 at 10:30 AM on March 3rd. Please confirm shuttle availability to your hotel.
Regards,
David Lin”
Hotel Reply:
“Dear Mr. Lin,
The shuttle runs hourly. A driver will meet you at Baggage Claim 4.
Safe travels,
Concierge”
20. Semi-Formal: Complimenting Housekeeping (In Person)
Context: A guest praises staff during checkout.
Guest: “I wanted to say how spotless my room was—please thank housekeeping!”
Staff: “That’s so kind of you! I’ll pass this on to the team.”
21. Informal: Late Check-Out Request (Phone Call)
Guest: “Any chance I can check out at 1 PM instead of 11?”
Receptionist: “If no one’s checking in after you, no problem!”
22. Formal: Lost Luggage Follow-Up (Email)
Guest:
“Dear Guest Services,
My suitcase wasn’t delivered to my room as promised. Attached is the baggage claim. Urgent, as I have a meeting tonight.
—Sophie Kerr”
Hotel Reply:
“Ms. Kerr,
We’ve located your bag—it’s en route. As compensation, we’ve waived your room service fee.
Our sincerest apologies,
Manager”
23. Semi-Formal: Allergy Accommodation (Phone Call)
Guest: “I have a severe nut allergy. Can the kitchen ensure no cross-contamination?”
Staff: “Absolutely. Our chef will personally handle your meals.”
24. Informal: Pool Hours Inquiry (Text)
Guest: “Is the pool open late tonight?”
Hotel: “Yep! Until 10 PM. Bar closes at 9 tho.”
25. Formal: Requesting Meeting Room Rental (Email)
Guest:
“Dear Sales Director,
We’d like to reserve your conference room for 50 attendees on July 8th. Please share AV equipment options and catering menus.
—Marketing Dept, Vertex Inc.”
Hotel Reply:
“Dear Vertex Team,
Attached are our packages. We recommend the ‘Executive’ AV setup.
Best,
Sales”
26. Semi-Formal: Noise Complaint (Phone Call from Room)
Guest: “Hi, the guests next door are extremely loud. Could someone address this?”
Night Manager: “I’ll speak to them right away. Sorry for the disturbance.”
27. Informal: Booking a Taxi (At Desk)
Guest: “Can you call me a cab to the airport?”
Concierge: “Already on it. It’ll be here in 3 minutes.”
28. Formal: Dietary Restrictions Notification (Email)
Guest:
“Dear Chef,
I’m gluten-free and dairy-free. Will your breakfast buffet accommodate this?
—Priya Shah”
Hotel Reply:
“Dear Ms. Shah,
Our chef will prepare a customized menu for you. Please meet him at 7 AM.
Bon appétit!
Culinary Team”
29. Semi-Formal: Requesting a Wake-Up Call (Phone Call)
Guest: “Could I schedule a wake-up call for 6:30 AM tomorrow?”
Receptionist: “Of course! Would you like a backup call at 6:45?”
30. Informal: Checking Out (At Desk)
Guest: “All set to go! Had a great time.”
Staff: “Awesome! Here’s your receipt. Come back soon!”
