First-Time Guests’ Checklist: What to Include in Your Booking Request
If you are planning your first stay and want a faster, smoother confirmation, a complete booking request makes all the difference. The best way to avoid back-and-forth messages is to include the right details from the start: your dates, guest numbers, arrival timing, and any special requests that affect your stay.
This First-Time Guests’ Checklist shows exactly what to include in your booking request so your reservation can be handled more efficiently. You will also find practical tips for late arrivals, dietary needs, company invoices, and same-day bookings.
Why a complete booking request matters
A clear booking request helps turn interest into a confirmed stay with fewer delays. It gives the hotel the essentials needed to check availability, prepare your room, and respond to special requirements.
For first-time guests, this is especially useful. You may not yet know which details matter most, and leaving out one important item can slow down confirmation.
A strong booking request should do three things:
- Confirm the basics of your stay.
- Flag any special arrangements in advance.
- Make follow-up unnecessary for simple questions.
What to include in your booking request
Here is the core checklist first-time guests should use.
1. Your stay dates
Start with the most important information: your arrival date and departure date.
This allows the team to check whether your preferred stay is available and to match your request to the correct check-in and check-out schedule.
Standard timing:
- Check-in: 15:00–20:00
- Check-out: until 11:00
If you already know your travel plans, include them right away.
2. Number of guests
Always state exactly how many guests will stay in the room.
This keeps the booking process accurate and helps avoid confusion later. For a first booking request, clarity matters more than speed, so it is better to be explicit.
A simple format works well:
- 1 guest
- 2 guests
- Total number of adults
3. Your preferred contact details
Make it easy to receive a reply. A booking request should include the contact method you actively monitor.
You can use:
- Phone for urgent or same-day requests
- Email for standard bookings and written confirmation
For same-day bookings, calling is recommended. After 18:00, same-day confirmation is only possible by phone.
4. Expected arrival time
Your planned arrival time matters, especially if you expect to arrive later in the evening.
Standard check-in runs from 15:00–20:00. If you will arrive after 20:00, request late check-in in advance.
Late arrival after 20:00
If you expect to arrive late, ask for:
- Key safe instructions before 20:00
- Support by phone if needed after 22:00
Including this in your initial booking request can prevent last-minute stress on the day of arrival.
5. Dietary needs or allergies for breakfast
If breakfast matters to your stay, mention any allergies or dietary requirements as early as possible.
Requests should be shared 24 hours in advance so breakfast can be prepared separately and cross-contamination can be reduced where possible.
This is one of the easiest details to forget, but one of the most useful to include early.
6. Company invoice details
If you need an invoice in the company name, include the relevant billing information in your booking request.
The details to send are:
- Company name
- Address
- VAT
- Chamber of Commerce number
Adding these details at the start can save time after check-out and supports a smoother business stay.
7. Pet information
If you plan to travel with a dog, say so in your request immediately.
Pet stays are limited to:
- 1 dog up to 15 kg per room
- Only in select rooms
- Not allowed in the Suite
- Not allowed in the breakfast room
Relevant charges and conditions:
- €15.00 per night
- €50.00 deposit
Because pet-friendly rooms are specific, this is not something to leave until later.
8. Special arrival or luggage needs
If your travel schedule creates a gap before check-in or after check-out, mention that you may need luggage storage.
Luggage can be stored free of charge on the day of arrival and departure during these hours:
- 07:00–20:00
This is particularly helpful for guests arriving early or leaving town later in the day.
Quick-answer booking checklist for featured snippets
What should first-time guests include in a booking request?
First-time guests should include:
- Arrival date
- Departure date
- Number of guests
- Expected arrival time
- Late arrival request, if applicable
- Dietary needs or allergies
- Company invoice details, if needed
- Pet information, if bringing a dog
- Contact details for confirmation
How do you request late check-in?
Request late check-in before 20:00 and ask for key safe + PIN instructions.
What invoice details should be included?
Include your company name, address, VAT, and Chamber of Commerce number.
How should you book a same-day stay?
Call for same-day bookings. After 18:00, same-day confirmation is only possible by phone.
Booking request template you can use
To make things easier, here is a simple structure for your message.
Example booking request format
Subject: Booking request
Message:
- Arrival date:
- Departure date:
- Number of guests:
- Expected arrival time:
- Late check-in needed: yes/no
- Breakfast allergies or dietary requirements:
- Bringing a dog: yes/no
- Invoice in company name needed: yes/no
- Company name, address, VAT, Chamber of Commerce number:
- Phone number:
- Email address:
This type of format helps keep your request complete and easy to process.
Important policies to keep in mind before sending your request
Before you send your booking request, it helps to know a few practical terms.
Check-in and check-out times
Plan around the standard schedule:
| Item | Details |
|---|---|
| Check-in | 15:00–20:00 |
| Check-out | Until 11:00 |
| Late check-out until 13:00 | €15.00 |
| Late check-out until 15:00 | €30.00 |
Late check-out is available based on availability, so it is wise to ask early if you think you may need it.
Cancellation policy
For many travelers, cancellation terms affect the booking decision. The standard policy is:
- Free of charge up to 48 hours before arrival
- 1 night charged thereafter
- Non-refundable rates: no refund/change
If flexibility is important to you, it is smart to review this before confirming.
Deposit or pre-authorization
A 1-night pre-authorization may be placed and released immediately upon check-out. Bank processing may take 3–7 business days.
Breakfast and city tax
Two costs are specifically listed as not included:
- Breakfast not included
- City tax: €3.00 per person per night not included
Including your breakfast-related questions in your request can be useful if that affects your planning.
Practical tips for first-time guests
A complete booking request is not just about accuracy. It also helps you avoid common travel-day problems.
Use these tips before you send your request
- Send all essentials in one message. This reduces delays.
- Call for urgent requests. This is especially important for same-day stays.
- Mention late arrival early. Do not wait until the evening.
- Share dietary needs at least 24 hours ahead. This gives enough preparation time.
- Include company billing data upfront. It makes invoicing easier.
- State pet details clearly. Room suitability matters.
- Ask about late check-out in advance. Availability is limited.
Related topics worth checking before your stay
A good booking request is only one part of a smooth trip. Guests often also want to review practical stay details such as:
- Rooms and prices before choosing a stay
- Breakfast, bar and amenities for on-site planning
- Arrival and departure information for travel timing
- Surroundings and activities for planning local outings
Looking at these topics before you book can help you make more confident choices and reduce last-minute questions.
Contact and communication basics
For standard reservations and questions, email works well. For urgent matters or same-day requests, calling is the best option.
Phone: +020214568
Email: info@zilversluis.com
The hotel communicates in:
- Dutch
- English
- German
That makes it easier for many international and regional guests to handle booking details clearly.
Conclusion: a better booking request leads to a smoother stay
For first-time guests, the easiest way to speed up confirmation is to send a complete, well-structured booking request. Include your dates, number of guests, expected arrival time, and any details that affect preparation, such as dietary needs, pet stays, or company invoice data.
This small step can save time before arrival and help your stay begin more smoothly from the moment you book.
Ready to plan your stay? Send your booking request with the checklist above, or call for urgent and same-day reservations.