Keep the booking confirmation together with the complete written terms that applied when the booking was made. The record should preserve the stated booking conditions and clarify exactly what the quoted room rate includes or excludes.
Details to retain
The full booking terms. The cited terms identify cancellation, early departure, advance purchase and other payment conditions as possible booking terms. Their exact wording should be retained because the excerpt gives categories of conditions, not a property-specific deadline, amount or consequence.
The basis of the quoted rate. One cited offer describes its rate as per room, per night and based on double occupancy. That wording should remain attached to the rate so its pricing and occupancy basis are not separated from the reservation record.
All stated exclusions. The same offer excludes service charges, mandatory resort fees, applicable taxes and other incidental expenses. This is an example of an offer’s wording, not a rule that can automatically be applied to every booking.
Any corrected or replacement confirmation. If a later document changes the confirmation or accompanying terms, both versions should be retained so the booking record shows the sequence of information provided.
How to check the record
The rate should be read alongside its exclusions rather than as a complete indication of the total payable. Travellers should check whether the record identifies the occupancy basis, which additional charges are excluded, and whether cancellation, early-departure, advance-purchase and payment conditions are stated.
Exact wording matters. A general statement that booking conditions “may” apply does not establish the deadline, amount or consequence for a particular stay.
What still requires confirmation
The cited excerpts do not state whether a particular reservation is refundable, nor do they provide a cancellation deadline, refund amount, early-departure charge, payment deadline, or amounts for service charges, mandatory resort fees, taxes or incidental expenses.
Those details must therefore be confirmed from the terms applicable to the actual booking, including:
- The cancellation and early-departure conditions and their consequences.
- Any advance-purchase and other payment conditions.
- Whether the quoted rate has the stated occupancy basis.
- Which additional charges are included or excluded.
- The applicable amounts and deadlines, where the booking terms specify them.
Until those points appear in the applicable terms, the confirmation record alone should not be treated as establishing them.