Letter From Hilton Property Hotel Regarding Negative Feedback I Left Them:
Dear Scot,
My name is Tony Thornhill and I'm the General Manager at the Hampton Inn/Roanoke Hollins in Roanoke VA. I'm also the person who handled your checkout on the day of April 9th at approx, 4:30pm on the day you departed. I have just received your correspondence that you sent to the Hampton Inn Guest Assistance Dept as to why you were being charged for a 2 night stay during your visit.
I'm going to try to cut through some of what I believe to be a "communication breakdown" between what you were trying to do and what you may have been told by one of us at the hotel.
In your letter it says "On the morning of the 9th I notified the Front
Desk that I wasn't sure if I would need the reservation for the night of the 9th. They told me that as long as I checked-out and canceled before the 5pm cut-off I would be fine in canceling the second night".
That has so many confusing bits of dialogue in it I don't know if I even know where to begin, but here goes.
If you have already checked into the hotel (in your case on the 8th for 2 nights) and you need to get rid of the 2nd night after the point of check-in, you are not "canceling a reservation", what you are doing is asking about an early departure. If on the 2nd day you are uncertain as to whether that stay will be necessary you would have to checkout (vacate) the room, and then make a new reservation that is due to arrive on the 9th that could then be canceled by 6pm on that day if necessary.
The way that I understand what you're saying in your letter is that you thought that you could occupy the same room that you checked into on the 8th and just simply extend your checkout time to 5:00pm free of any charges. It doesn't work that way. You yourself even said something to that effect during your checkout. It was something like " Is it possible to consider this a late checkout and not be billed the full 2 nights".
That would suggest to me that you were aware that you were checking out of the hotel sometime after the designated checkout time. If you say you talked to the desk person on the morning of the 9th about canceling a reservation, and they told you "as long as you checked out, and canceled before the 6pm "cut off" then that would be absolutely correct. You must vacate the room by check-out time first, then have the hotel create a new reservation that is due to arrive on the 9th that could then be canceled at 6pm if you didn't require it.
Now, I know I'm using a lot of "hotel lingo" that most travelers just
don't have at their immediate disposal when asking these questions, but I also see in your letter where you mention that you have "many stays at Hilton properties." I don't know what Hampton Inn property is out there advertising a 5pm checkout at no additional charge, but I have to assume that if they are giving 5pm checkouts for free, then that's a hotel that's doing something very wrong, not to mention they are loosing an incredible amount of money. I would fire that General Manger immediately. Once you have occupied the guestroom past 11am (check-out time) and then as in your particular case even past 3pm (which is our check-in time) and then depart at 4:30pm, at that point the room justbecomes a partially used dirty room which the hotel can not clean and have available for re-sell that night. I mean think about it, it's almost equivalent to going to a restaurant and ordering a steak dinner, and then eating half of it, and then saying to the waiter "well I only ate half of the steak so just charge me half the price". As though the restaurant is going to be able to sell a partially eaten piece of a steak to someone else. I mean who does that? By what you're explaining it should then also be possible to check into a hotel at 3pm, and then leave at 9:00pm on the same day and be charged only for a half a day rate because they didn't stay overnight. It doesn't work that way. What that means at that point is that we would then be charging by the hour, which of course we are not, we're charging by usage of the room not by time spent in the room. If you occupy that room past the designated check-out time, or check out before the designated check out time of the next day and that hotel is not able to perform housekeeping services and get that room ready for re-sell, then those full charges apply and is strictly at the hotels discretion as to whether they choose to waive those charges.
So just say for example if you had arrived on the 8th, and then checked out at 12 noon or 1:00pm or 2:00pm on the 9th, and at that time I've still got housekeeping staff on duty who can prep that room for re-sell that night,..then fine, I can handle that and I'll be more than happy to waive those charges because now I still have a room that can be cleaned and re-sold to someone else that night. At 4:30pm that room is useless to me, what am I going to do with that partially used room? I mean, who's going to want a half eaten steak? I know some of what I'm saying must be kind of confusing, but still if you travel as often as you say you do this can't be something you're totally unfamiliar with. If in the future you're traveling for 2 nights, and the 2nd night is uncertain, what you need to do is book for 1 night, then check out the next day, then make a new reservation due to arrive for 1 night that can then be canceled by 6pm on that day if it's not going to be needed.
So in short what I'm trying to say is, there will almost always be a full night's charge for a 4:30pm checkout (which is what you did) But there is NOT a charge for 6:00pm cancellation.
I hope this helps and clears up some of the confusion as to what a cancellation is, and what an early departure is and what a late checkout is. They each have their own meaning and each carry a different procedure as it applies to charges.
And just as a side note, I'll mention that if your 2nd night charge here causes you to stay with a competing hotel as you mentioned in your letter, my advice is to not checkout at 4:30pm, because I've got a feeling you'll be looking for another competing hotel after them. Because I feel as though they will do the exact same thing I did.
Feel free to write back with any questions that you may have.
Thank you,
Tony Thornhill, General Mgr.
(7:54pm)
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