What to put in special requests for a hotel, with examples
List the few things that would change your stay. That usually means the room you sleep best in, any allergy or dietary need, the occasion, and when you arrive. Keep each request short and specific, and send anything important to the hotel directly as well.
What you can ask a hotel for
Hotels can usually meet requests that cost little and can be planned in advance. Think of where the room is, how the beds are set up, a cot or different pillows. Some need notice or carry a charge, such as an early check-in, a late check-out or an airport transfer. A specific room number or an upgrade depends on who else is staying that night.
Where to add special requests
On a hotel's own website or a booking site, the special requests box usually sits on the page where you enter your details. The request then reaches the hotel with your reservation. If you have already booked, write to the hotel directly, so it reaches the people preparing your stay.
Special request examples to copy
Copy and adapt these. Each one tells the team what you need, with a reason where it changes what they do.
| What you need | Example to copy |
|---|---|
| A quiet room | "Light sleeper. A room away from the street and the bar, please." |
| Room location | "Top floor, facing the courtyard, if possible." |
| Beds | "Twin beds, please." |
| Pillows and bedding | "Feather-free pillows and duvet, please. I'm allergic to feathers." |
| Connecting rooms | "Travelling with our two teenagers. Connecting rooms, please, if you have them." |
| Travelling with a baby | "Travelling with our 10-month-old. A cot in the room, please." |
| Travelling with a dog | "Bringing our small dog, as your pet policy allows. A room with easy access outside, please." |
| Early arrival | "We land at 7am. An early room would be wonderful if one is free, and we're happy to pay." |
| Late arrival | "Arriving around 11pm after a late flight. Something light to eat would be welcome." |
| Late check-out | "Could we check out at 2pm on Sunday? Happy to pay if there's a charge." |
| Food | "Coeliac. Strictly gluten-free meals, please, from the first breakfast." |
| An occasion | "Our tenth wedding anniversary is on the 14th. A quiet table at dinner would be perfect." |
| Accessibility | "I use a wheelchair. A roll-in shower and a room near the lift, please." |
| Working | "I have calls on Tuesday. A room with a proper desk, please." |
| No alcohol | "No alcohol in the welcome amenity, please. I don't drink." |
| No fresh flowers | "No fresh flowers in the room, please. I have hay fever." |
How to write a request that gets noticed
- Most important first. Put the request you care about most at the top.
- One request per line. A block of text is easy to skim past.
- Say why when it changes what the hotel does. "Feather allergy" gets handled differently from "no feathers, please".
- Plain words. The person reading it may be working in their second language.
- Keep it to a few lines. Send the detail by email.
What to leave out
- Upgrade demands. You can ask, kindly, but a request that reads as an expectation rarely helps.
- Payment or passport details. The hotel will ask for those through its own systems.
- Medical detail beyond what the team needs. "Severe peanut allergy, I carry an adrenaline pen" tells the kitchen enough.
- Long stories. If there is a reason behind the trip, put it in a short email to the hotel.
When to send them
Add your requests when you book. Then write to the hotel directly a few days before you arrive, especially for allergies and accessibility needs. If you hear nothing back, write again, and mention anything important at check-in. If you booked through a travel adviser or a booking site, still write to the hotel itself. Our guide on how to tell a hotel it's your anniversary has an email you can adapt.
Do hotels read special requests?
Yes. On booking sites such as Agoda, the request appears in the reservation details, and the hotel can reply to you there (Agoda Partner Hub). It is usually read first at the front desk. The kitchen or housekeeping may only hear about it at their next briefing. For anything that matters, an email to the hotel is worth sending.
Keep one list
Wherever you stay, keep a short list like the one above and paste it into each booking. Our guide on how to make sure a hotel remembers your preferences covers the rest.
With Nown Pass, you share your preferences once, in your own words, and are recognised at hotels using Nown. You decide what travels. Our FAQ explains how it works.
Frequently asked questions
What should I write in hotel special requests?
Write the few things that would change your stay, most important first. Room location, beds, allergies, arrival time and any occasion are the most common.
Can I request a specific room?
You can ask, and some hotels will try. A type or location, such as a high floor or a garden view, is easier for a hotel to promise than a room number.
Are hotel special requests guaranteed?
No. Hotels usually try to meet them, but they depend on availability and are at the hotel's discretion. Write to the hotel directly for anything that matters, and confirm it at check-in.
Do hotels charge for special requests?
Many requests are free. Some carry a charge, such as a guaranteed early check-in, a late check-out or an airport transfer.
Should I mention a birthday or anniversary in special requests?
Yes. Give the date and say what you would like, even if that is a quiet evening with no fuss. Then confirm it with the hotel a few days before you arrive.
What if the hotel doesn't meet my request?
Mention it politely at the front desk as soon as you notice. Requests such as different pillows or a quieter room can often be sorted the same day.
Is it rude to make special requests?
No. Hotels would rather know in advance than find out at check-in. Ask politely, and say what matters most.
Sources
- Agoda Partner Hub, How do I respond to a special request?
Published by Nown, the memory layer of hospitality. Read our FAQ to learn more about Nown Pass.