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Making Reservations

By Rick Steves

If you decide to reserve rooms in advance, here are the basics.

Reserve by email, fax, or phone. These days, virtually every European hotel and B&B uses the Internet. An email in simple English communicates clearly, minimizes the language barrier, gives your hotel a quick and easy way to respond, and is free for both parties. While most accommodations still have fax machines, the hassle and expense of faxing is making it obsolete. For the rare, traditional place that lacks email, faxing (which is cheaper and comes with a smaller language barrier) is still preferable to calling. If you don't get a response, it usually means the hotel is already fully booked. Using the phone is ideal only if you want an immediate response.

Include all the key information in your reservation request. Whether you're emailing or faxing, the hotelier wants to know these key pieces of information (we've even made a form to help you out):

To avoid confusion, use the European order for writing dates: day/month/year. For example, a couple reserving a two-night stay would write the following: "Please reserve 1 double room for 2 nights, arriving 16 July 2010, departing 18 July 2010." Consider in advance how long you'll stay; don't just assume you can extend your reservation for extra days once you arrive.

Wait to hear back, then confirm. Once they've offered you a room, that isn't a confirmation. You still must accept the reservation and send your credit-card number as a deposit (explained below). Occasionally a hotel might also want you to email your passport number (which poses no real security risk). Request a confirmation with the price quoted. It's smart to carry a printed copy of your confirmation — both to keep track of where you're staying, and as recourse in the rare situation that the hotel loses your reservation.

It can save time to book online. Many hotels have a reservation request form built right into their websites. Type in your preferred dates and the website automatically displays a list of available rooms and prices. To reserve, enter your contact information and credit-card number; the hotel will send you a confirmation via email. Two notes of caution: Before entering your credit-card number, make sure the site is secure (check for the "https:" in your browser's address bar). And don't mistake a booking agency site for the hotel's own booking form. While these agencies can be a good deal, it's better to book directly with the hotel (eliminating the middleman, and saving both you and the hotelier money). For more advice about making hotel reservations online, see Booking Hotels on the Web: A Warning.

Give a deposit. When you book your reservation, the hotelier will usually request your credit-card number as a deposit. You can be billed if you don't show up (if your plans are iffy, ask about their cancellation policy — see below). I usually simply send my credit-card number in an email, but this does pose a security risk. To be more secure, you could call or fax the hotel to give them the information.

Small B&Bs, which don't accept credit cards, typically don't require a deposit; however, in places where no-shows are epidemic, some B&B owners request that you mail them a check (relatively straightforward) or wire them money (expensive and complicated) to hold a room for you.

Especially during slow times, many accommodations will hold a room without a deposit if you promise to arrive early. The earlier you promise, the better your chances of being trusted. If you'll be a little late, call again to assure them you're coming.

If you must cancel, cancel far in advance. If you're staying at a small B&B, the owner loses money if you don't snow up. It's polite to cancel as far ahead as possible, to give them time to fill that room. (Don't let these people down — I promised them you'd call if you can't make it.) Larger hotels tend to have stricter cancelation policies than US hotels. If you don't cancel far enough ahead — usually a day or two, but can be up to several weeks — you're obligated to pay for one night of your booking (charged on the credit card you gave them for the deposit). Especially if you think you might have to cancel, carefully confirm the hotel's cancellation policy when you book. It's also important to get a written record (via email) of your cancellation. (You might have to request this more than once, but it's worth it.) It's not unusual for hotels to lose track of your cancellation, then charge you when you don't show up.

Call ahead to reconfirm. Always reconfirm your room reservation a day or two in advance from the road. (This gives you time to improvise in the unlikely event that something goes wrong with your reservation.) Especially at a small B&B — where the owner needs to leave home sometimes to run errands — it's also courteous to mention your approximate arrival time.

Don't panic. If, after several tries, it seems that every hotel in town is full, don't worry. Hotels take only so many long-distance advance reservations. They never know how long guests will stay and like to keep a few beds for their regulars. Call between 8 and 10 a.m. the day you plan to arrive. This is when the receptionist knows exactly who's leaving and which rooms he needs to fill. He'll be eager to get a name for every available room. Those who are there in person are more likely to land a room. Many simple hotels don't bother with reservations more than a couple of weeks in advance, and some very cheap hotels take no reservations at all. Just show up and sleep with your money belt on.

Updated for 2009. For lots more tips, check out our best-selling Europe Through the Back Door travel skills guidebook.