Put your itinerary on the map

Start with the places you expect to visit most often. For a business trip, that might be a meeting venue. For a holiday, it might be a neighbourhood, waterfront or a collection of sights. Think about how you intend to move between the hotel and those places.

A lower room price can involve more time and spending on transport. Compare the whole stay, including the journeys you expect to make, rather than treating the nightly rate as the only measure of value.

Be specific about the room

Describe the number of travellers and rooms required, preferred bed arrangements and any need for connecting rooms. If a particular facility matters, ask for written confirmation of it. A broad room label or attractive photograph may not answer your exact question.

For a family or group, agree which arrangements are essential and which would simply be nice to have. That distinction helps narrow options without losing sight of the budget.

Check what the price includes

Ask whether the quoted arrangement includes meals, transfers or other services you expect to use. Find out whether any charges are payable separately and how they will be communicated. Comparing the same inclusions makes a shortlist much easier to assess.

  • Confirm check-in and check-out dates.
  • Check the room type and occupancy.
  • Clarify included meals and services.
  • Ask about deposits and any separately payable charges.

Read the conditions with your plans in mind

Think about how firm your dates are before choosing a rate. Read the cancellation and amendment conditions, payment schedule and arrival instructions that apply to the actual booking. Do not assume that another room or rate at the same property has the same terms.

If your arrival or departure is outside the usual hours, raise that early. Ask what can be confirmed and whether it changes the price. Written details are more useful than an informal expectation.

Share a short, practical hotel brief

Include your destination, dates, room count, budget range and preferred location. Mention the reason for the trip and any facilities or practical assistance you want discussed. There is no need to include payment or identity documents in an initial enquiry.

Our flights and hotels page explains how to start. If you are coordinating a team visit, you can also explore business travel support.

Written by the Strive Wata team. This guide offers general planning ideas; your arrangements and applicable terms are confirmed individually.