DFO Email

1. Check if there is any duplicate in DFO

2. Check if there is any active booking in Reserve
3. Insert Template and signature (agent must use QA Email as a checklist before
sending)
4. Sample of Customer service
5. In-House reservation Hotel contact to be included when processing wholesaler
bookings.

1. Checking duplicate in DFO from Agent platform

- Copy reference code/ any unique codes from the body of email
- Filter from Agent platform by title or content or as necessary
- Please ensure to check owner assignee and communicate with your colleagues to avoid
duplicate or assign to yourself.
Customer Service – address to the guest (no need to includes in house)
Subject: Hotel Name | Inquiry
E.G:
- Alila Seminyak | Quotes 15 – 19 January 2024
- Alila Villas Uluwatu | Mr. Well Upcoming stay | Confirmation number XXX

Wholesaler – always CC in-house/ Guest service / Booking coordinator

Customer email Sample:

Dear Mr. Morgan,

Greetings from Hyatt Reservations and thank you for your interest in Grand Hyatt Bali.

We are thrilled to welcoming you and your family to stay with us.

We are pleased to offer you bed and breakfast rate for 13 - 15 June 2025, Villa Beratan which
configure 1 King bed and 2 Twin bed. Additional extra bed in each room can be set up. This villa
offers seperate dining area, living area and an outdoor patio with a private pool, a jetted tub and
ocean views. Deluxe amenities include complimentary internet access and Grand Club
privileges.

Our pricing does change however, if you click on this link it will take you to the current pricing
offers for your preferred travel dates.

Dates: 13 - 15 June 2025, 2 nights

Number of Guests: 2 Adults and 3 Children (8, 6 and 12 months)

Web link: Grand Hyatt Bali | Room

Baby cot can be accommodated upon request.

Please note the following:

 You can use the online booking tool to see what rates may be on different dates if
your dates are flexible. You can alter the currency you see rates in via the drop down
menu in the top right corner.
 Please be mindful that rates are subject to 21% tax additional.
 When you find a rate you want to book in, please secure it with a credit card via an
online booking or by calling us on +62 361 77 1234. Please note, we cannot securely
accept credit card via email
 Earn points for your stay, our loyalty program World of Hyatt is free to join,
featuring exclusive access to member discounts and future benefits: Hyatt | Join World
of Hyatt

I hope this information has been helpful and we look forward to welcoming you to Grand Hyatt
Bali.

---------------------------------------------------------------------------------------------------------------------
Dear Mr. Fell,

Greetings from Hyatt Reservations and thank you for choosing Hyatt Hotels. We are looking
forward to welcoming you!

We are thrilled to welcoming you and Mrs. Fell to stay with us.

Kindly be advise our Deluxe room is located in Bridge building and away from Desa Potato
Head. Additionally, we have noted down your preference for a quiet room.

I am pleased to reconfirm the following details for your upcoming stay with us in Alila
Seminyak.

Hotel: Alila Seminyak

Reservation Number: 54235365

Guest Name: Mr. Robert Fell

Number of Guest: 2 adults

Dates of Stay: 24 - 31 December 2024, 7 nights

Room Type: King Deluxe

World of Hyatt : 532969826R

We do have Airport transfer from Ngurah Rai International Airport to Hotel with charges, IDR
495,000 one way, with Toyota Innova, plus 21% taxes.

Please let us know your flight detail should you wish to proceed with above arrangement.

Please note the following:

 You will receive an automated email confirming your reservation.

 Please note the cancellation terms on that email that apply to your reservation.

Please let us know if there is anything we can do to make your stay more comfortable, we look
forward to welcoming you to Alila Seminyak.

Best Regards,
Firman Fatkhurrohman

--------------------------------------------------------------------------------------------------------------------
Dear Ms. Amanda

Greetings from Hyatt Reservations!

I am thrilled to welcoming you to stay with us in Hyatt Regency Bali and Thank you for
choosing us again.

As a World of Hyatt Member, you will be earning points on every USD Dollar spent when
booking directly with us.

May I confirm if you have made a reservation directly through Hyatt website or Third Party
Channel.
Late check out can be requested for your upcoming stay, kindly let us know your booking ID or
reference code for the reservation so we may add the request on our end.

Booking References: Please advise

Guest Name:
- Amanda Jackson
- Philip Kahana
- Alexander Kahana

Number of Guest: 3 Adults

Date of Stay: 12 - 14 February 2024, 2 Nights
Room Type: Two Units of King Bed Premium Room
World of Hyatt Number: 5401069247Y ,

kindly be advise we are unable to includes membership number for 3rd Party Bookings.

Because rates and availability can change, please click the link below to make your reservation.
The link will show you the up-to-date rates for your selected hotel and travel dates.

https://www.hyatt.com/shop/rooms/dpsbl?location=Hyatt%20Regency
%20Bali&checkinDate=2024-02-12&checkoutDate=2024-02-
14&rooms=1&adults=3&kids=0&rate=Standard

Our Hyatt Customer Service Representative will be delighted in assisting and finessing your
reservation needs over the telephone, please call +62 361 281234

To view a list of contact numbers in your country please visit

https://about.hyatt.com/en/contact.html

Once again thank you and we look forward to hearing from you
Best Regards,

-----------------------------------------------------------------------------------------------------------

Subject: Park Hyatt Jakarta | Hotel Reservations, 16-19 January 2024

Dear Ms. Lisa

Greetings from Hyatt Reservations!

I am thrilled to welcoming you to stay with us at Park Hyatt Jakarta.

We are pleased to offer US Embassy corporate rate for 16 - 19 January 2024, starting with Park
King at IDR 3,5000,000 per room, per night, plus 21% taxes including daily breakfast, 2 pieces
laundry per day and 10% discount on additional laundry.

* Please note above rate is quote only, rate and availability is subject to change
* Guest will be required to present valid company ID when check-in.

Guest Name: Ms. Lisa Rebecca Kream

Number of Guest: 1 adult
Date of Stay: 16 - 19 January 2024, 3 Nights
World of Hyatt Number: please advice
Company name: US Embassy

To ensure you are earning points and enjoying exclusive benefits, click on the secure link
provided to enroll in the World of Hyatt program online.
https://world.hyatt.com/content/gp/en/enroll.html

Should you wish to proceed or view more room selections, please click the link below to make
your reservation. The link will show you the up-to-date rates for your selected hotel and travel
dates.

Hyatt | Select Room

*Please be advised that rates quoted above and availability can change until further advice from
you or reservation is secured with valid credit card

Our Hyatt Customer Service Representative will be delighted in assisting and finessing your
reservation needs over the telephone, please call +6221 3111 1234. To view a list of contact
numbers in your country please visit https://about.hyatt.com/en/contact.html

Once again Thank you and we look forward to hearing from you

Sample Wholesaler response:

Must include In-House / Booking Coordinator on every wholesaler response.

1. DPSBL [email protected]
2. BALGH [email protected]
3. JAKGH [email protected]
4. UPGZM
[email protected] (mon - fri 8am - 5pm),
if urgent [email protected],
always copy to upgzm-
[email protected]

5. DPSAU [email protected]
6. DPSAS [email protected]
 7. DPSAK manggis@alilahotels,com
8. DPSAV [email protected]
9. SOCAL [email protected]
10. SCBD [email protected]
11. DPSAZ [email protected]
12. CGKPH [email protected]
13. CGKUB TBA

Dear Mr. Eko,

Greetings from Alila Manggis.

Thank you for your email.

We have amended and updated this reservation as requested.

Reservation Number: 5205581

Your Reference: 348149/mk
Company: Asian Trails
Guest Name:
- Mr. Stefan Preusser
- Mats Liam Preusser
- Juna Samira Preusser
- Marianne Lanz Preusser

Number of Guest: 3 adults and 1 child

Dates of Stay: 18 - 21 July 2024, 3 nights

Room Type: Seaside Suite
Included: Please refer to your contract
Request: 2 Extra Bed
Rate/Cancellation Policy: Please refer to your contract regarding the rates and cancellation policy
Should you require further assistance please do not hesitate to contact us back.
Once again thank you for the partnership with us.

Best Regards,

XXX
Hyatt Care Team | Global Contact Centre
-----------------------------------------------------------------------------------------------------------

Response: BAHWHOLENG – template in Kana

Dear Ms. Veronica,

Greetings from Andaz Bali.

Thank you for your email.

It is with pleasure we confirm this reservation as requested.

Reservation Number: 42527038

Your Reference: TWHFDV240227A
Company: Millenium
Guest Name: Shih Yen, Chu
Number of Guest: 2 adults
Dates of Stay: 27 February - 01 March 2024, 3 nights
Room Type: Signature room
Included/Rate/Cancellation Policy: Please refer to your contract regarding the rates and
cancellation policy

Pro forma invoice will be follow up by our team shortly.

Should you require further assistance please do not hesitate to contact us back.

Once again thank you for the partnership with us.

Best Regards,

XXX
Hyatt Care Team | Global Contact Centre