Receipt of the required deposit by the deposit due date will confirm your reservation. If your deposit is not received by the due date, your reservation will remain tentative and may be cancelled. Please note, our cancellation policy states there is a cancellation fee of XX dollars for confirmed reservations cancelled prior to occupancy. We look forward to welcoming you and wish you a pleasant stay. Sincerely yours, Your Name Here Manager, MotelMAX PS - From the Main Menu select UTILITY; MANAGER. There are 3 options on the 'Manager Menu' that let you revise most every part of this sample reservation confirmation letter.