Email Templates
A. Cancellation Email Templates:
1. If guest is eligible for a 100% refund (Non-commissionable bookings)
Hello [Guest Name],
Greetings from ArtBuzz!!
As requested, we have canceled your reservation from our end. You will receive the
refund within 7 working days.
We hope to have the chance to host you in the future!
Best Regards,
2. If guest is eligible for a 100% refund (OTA Booking)
Hello [Guest Name],
Greetings from ArtBuzz!!
As we checked, you made the reservation through [OTA] platform. We request you to
kindly cancel the booking from your end, as cancellation from our end is not possible.
We hope to have the chance to host you in the future!
Best Regards,
3. If guest is not eligible for a refund
Hello [Guest Name],
Greetings from ArtBuzz!!
Thank you for reaching out to us. Regarding your cancellation request, we would like to
inform you that your booking does not fall within our cancellation period. We have a
7-day (168-hour) prior to check-in time cancellation policy. Therefore, your booking is
not eligible for a refund.
Please let us know if you would like to keep the reservation or proceed with the
cancellation.
Looking forward to your response.
Best Regards,
4. Cancellation due to Natural Calamity, Death in the Family, or Major Concern
(Non-refundable, Non-commissionable bookings)
Note: First, send the "Not Eligible for a Refund" email (refer to email #3). If the guest is not
satisfied, follow up with the email below.
Hello [Guest Name],
As I discussed your matter with my team, as an exception, we would like to offer you
[100%] AB credits, which are valid for the next 3 months. You can use these credits at
any of our ArtBuzz properties.
Please let me know if you are okay with this adjustment.
Best Regards,
B. Refund mail to Finance Team Email Template:
Subject Line: Refund Request // [Guest Name] (Reservation No: )
Hello Team,
Greetings of the day!!
This mail is to request that you initiate a refund for [Guest Name] (Reservation No:
[Reservation Number]), who has canceled their reservation.
Please process the refund at your earliest convenience.
● Total amount to be refunded: Rs. [Amount]
● Booking Source: [Booking Source]
● Payment Source: [Payment Source]
● Airpay ID: [Airpay ID] (if the payment was taken manually from Airpay link)
● Bank Details: [Bank Details] (if the guest made the payment through Gpay, Bank
Transfer, etc., except from Airpay)
● Location: [Location]
Thanks & Regards,
C. Booking Confirmation Email Templates:
1. Booking from our official website
Hello [Guest Name],
Greetings from ArtBuzz!!
Your booking is confirmed with us. We kindly request you to check your spam mail as the
confirmation email may have been received in your spam folder.
Looking forward to hosting you soon!!
Best Regards,
2. Booking from OTA
Hello [Guest Name],
Greetings from ArtBuzz!!
Your booking is confirmed with us. Please find the confirmed reservation voucher attached.
Looking forward to hosting you soon!!
Best Regards,
D. Mail from OTA side for cancellation due to a change of plan or any other
reason.
Hello Partner,
Greetings from ArtBuzz!!
We regret to inform you that we have a 7-day cancellation policy. As the booking falls outside
this period, we are unable to accept the cancellation request.
Looking forward to your response.
Best Regards,
E. B2B Related Email Templates:
1. Response to B2B Inquiry for Off-season and Season Rates
Hello Partner,
Thank you for reaching out to us!
ArtBuzz is dedicated to providing exceptional accommodation experiences to travelers
worldwide. By collaborating with like-minded partners, we aim to enhance our offerings and
create memorable stays for our guests.
Please visit our website at [Link] for details, as we follow dynamic pricing. As a B2B
partner, we are pleased to offer a 15% flat discount. For further information or to discuss
specific requirements, feel free to contact us at reservation@[Link] or call us at +91
9971080044.
Our services are available in 8 cities: Delhi, Mussoorie, Dehradun, Rishikesh, Manali, Kasol,
Jaipur, and Morjim, Goa.
Thank you for considering this partnership opportunity. We eagerly anticipate the possibility of
collaborating with you.
Warm Regards,
2. Response to B2B Inquiry with Check-in and Check-out Details:
Hello [Name],
Greetings from ArtBuzz!!
Thank you for reaching out to us. As requested, kindly find the below quotation for ArtBuzz
[Location]:
Check-in: (1pm)
Check-out: (11am)
Duration: [Number of nights]
Total guests: [Number of guests]
Rate Plan: [Rate Plan details]
Room Category: [Room Category details]
Total Amount: Rs. (Inclusive of taxes)
Meal Menu (Select one option):
Breakfast:
● Option 1 -
● Option 2 -
● Option 3 -
Note:
● Above rates are inclusive of taxes.
● Guest Policy can be reviewed at: [Link]
● If a guest orders anything other than the mentioned meal (if applicable), it will be
charged extra.
● If you require an extra mattress, there will be an additional charge of Rs. 600 per
night, not included in the package price mentioned earlier.
● To confirm the reservation, please provide the name, email address, and contact
number along with 100% of the booking amount in advance.
Bank Details:
○ Account Name: EDUCATE ARTSOME PRIVATE LIMITED
○ A/C No: 50200062402864
○ IFSC: HDFC0000922
○ Account Type: Current account
○ Bank: HDFC BANK
○ Payment Link: [Link]
● Also, please share GST details if you require a GST bill.
Looking forward to your response.
Best Regards,
F. Job applications, collaboration requests, or any other departmental
correspondence via email
Hello [Name],
Greetings from ArtBuzz!!
We’re sharing your above mail or details with our relevant team. They will contact you and
assist you with all the details.
Best Regards,
G. AB Credit Mail Template:
Subject Line: ArtBuzz Credit - Utilize Your Credits for a Future Stay!
Hello [Guest Name],
Greetings from ArtBuzz!!
As per your telephonic conversation with Mr. Ajeet, we would like to offer your ArtBuzz Credits-
ArtBuzz Credit Details:
Credit Amount: Rs.
Validity: Until [Date]
With this credit, you have the flexibility to reschedule your visit according to your
convenience. We understand that plans can change, and we want to ensure that you can enjoy
your ArtBuzz experience at a later date.
To utilize your ArtBuzz Credit, please reply to this email with the following details:
Check-in date:
Check-out date:
Room category:
Location:
Our team will be thrilled to assist you in scheduling your future stay and ensuring a smooth
process.
ArtBuzz Credits T&C's:
● ArtBuzz Credit is valid until [Date], for future stays at any ArtBuzz Hostel.
● ArtBuzz Credit can only be utilized once and is non-transferable.
● The credit amount can be used towards accommodation charges only and cannot be
redeemed for cash or any other services.
● Reservation dates are subject to availability, and prior booking is required.
● Any additional charges beyond the value of the ArtBuzz Credit will be the
responsibility of the guest and must be settled at the time of booking or check-in.
● The ArtBuzz Credit cannot be used for reservations made through third-party
websites or travel agencies.
● If you don't show up or cancel your reservation, the ArtBuzz Credit will be lost and
cannot be used later.
● ArtBuzz reserves the right to amend or modify these terms and conditions without
prior notice.
Thank you once again for choosing ArtBuzz. We are eagerly waiting to serve you and create
another unforgettable experience!
Best Regards,
