LetterAgent
Mail physical letters by just asking your AI assistant.
Write to the general manager of the specific property you stayed at, not to the brand's head office, and include your confirmation number, stay dates, and room details. Hotels cannot forward letters to guests, so guest mail needs a different approach, covered below.
The property's general manager owns your stay: room charges, housekeeping, front desk service, and on-site problems. Brand head offices handle loyalty programme policy and complaints that span several properties, but they forward single-stay complaints back to the property anyway, adding a round trip. Address the letter to "General Manager" at the property's street address, and name the property exactly as it appears on your booking, since hotel brands run similarly named properties in the same city. If the manager's reply does not resolve a serious matter, a second letter to the brand's customer care team that references the first letter's date carries the paper trail upward. For independent hotels with no brand, the general manager or owner is the final stop, and a letter to them is the whole escalation path.
| Your subject | Write to | Include |
|---|---|---|
| Room or service complaint | General Manager, property | Confirmation number, dates, room number, what happened |
| Billing dispute | General Manager, property | Folio copy, disputed charges, card last four digits only |
| Praise for staff | General Manager, property | Dates, staff names or descriptions, what they did |
| Lost property | Housekeeping or front desk, property | Item description, room, checkout date, return address |
| Loyalty programme issue | Brand customer care | Membership number, stay details, points at issue |
Start with the identifiers: confirmation number, check-in and check-out dates, room number, and the name on the reservation. Then describe the problem in order, with dates and times where you know them. For billing disputes, list each disputed charge separately and attach a copy of the folio, not the original, and never include a full card number: the last four digits plus the folio lets staff find the charge. State what you want: a charge reversal, a partial refund, loyalty points, or a written apology. Hotels decide complaint outcomes partly on whether the guest raised the problem during the stay, so say honestly whether you spoke to the front desk at the time and what they offered. A letter that admits "I did not raise this until checkout" reads as more credible than one that pretends otherwise, and credibility is what gets a discretionary refund approved.
Hotels generally will not accept or forward mail addressed to a guest, for privacy and security reasons, and many return it to sender. The reliable route is to ask the guest for an address they control, or to send the letter to arrive as "hold for arrival" only when the hotel explicitly offers that service for an upcoming stay, which some do for conferences and weddings. Even then, call ahead and confirm the hotel will hold it, since policies vary by property and by brand. Do not address a personal letter to a guest "c/o" a hotel and expect delivery: front desks are not mailrooms, and a letter for a guest who already checked out will sit unclaimed or be returned. If the letter is urgent, a message through the guest's own phone or email is faster and more certain than hotel mail in every case.
Lost property letters should go out as soon as you notice the loss, since housekeeping holds found items for a limited period before donating or discarding them, and that period differs by property. Describe the item precisely: brand, colour, size, distinguishing marks, and where you last saw it in the room. Give a return address and say whether you will cover return shipping, since hotels usually ship found items only at the guest's expense. Praise letters work like restaurant praise: name the staff member or describe them well, say what they did, and give the dates, since managers use specific praise in reviews and shift briefings. A short praise letter mailed to the general manager reaches staff in a way that an online review, which managers may never see attached to a name, often does not. With LetterAgent, you describe the letter to your AI assistant, approve the exact quoted price, and it is printed on 8.5 by 11 inch paper, single-sided, and mailed in a double-window envelope.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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