(My name and address including phone and fax number, status and HH#)
(Date)

(Hotel name and address)

Dear Mr./Ms (Manager Name, if known):
or----------
To the Attention of the General Manager (if name not known):

Re: My upcoming stay on (date), CN# (Confirmation #)

In a few days I will be staying at (Name of Hotel), CN# (Confirmation Number). I am really looking forward to my stay as this is a very special occasion for me. (Explain occasion.)

I know you can't make promises outside the stated terms, but for this stay it would really be nice to (whatever you are asking for). Please let me know if this will be possible or not. I realize this is a special request, but if you can do this, it will help make my stay one of the high points of my trip. I also realize that it may not be possible. Just let me know.

You can contact me by any of the following methods: (List any that apply)
(Return Fax Number)
(Home Number)
(Work Number)
(Cell and/or text)
(email)
(Social media)

Thanks for any help and I look forward to staying at (Name of property.)

Sincerely,

(Sign Name)

(Your name)
Hilton (Diamond/Gold/Other), HH# (Hilton Honors #)

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Allow about 4-5 business days for a response. When/if you do not get one, email DD, [email protected] (if you are a diamond, regular CS email if you are not).

Email to DD:


Good day!

Thanks for looking into this.

On (date of fax), I contacted the General Manager at the (Name of Property) by fax concerning a special request for my stay on (date of reservation), CN# (confirmation number). As of yet I have not heard back from (Name of manager or the property name).

I hate to bother you with this, but I was hoping I could get the name of the manager and an email address so that I could contact the hotel and confirm whether they could handle my request or not.

The text of the fax I sent was as follows:

(Body of fax without headers)

Thanks as always with your help, and I am excited about my upcoming stay at (name of property) and my trip to (name of city).

(Your name and HH#)


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In general, within 24 hours I will get a response from the manager. They may say they can not meet my special request, they may say they will try but will not know until the day I check in, or they will confirm the request. I usually hear nothing from the diamond desk except the obvious response that the managers chain got jerked a little.

Use sparingly and ONLY if it is a reasonable request and a true special occasion. They will know if it is done often and without sincerity. I use it only about once every year or two. Generally I stay enough to make Diamond on stays by July, so I use it very sparingly.