I just made two more items from my Hotel Manager's Toolbox CD available on the "FREE Goodies" page of my website.
You will find there a sample General Apology Letter that I found to be very effective.
And, I added a Debit Card Notice. This is in a PDF form and can be used to inform guests that funds held on a debit card can take up to seven days after check-out to return to their bank account.
Check them out.
If you decide to use them, be sure to make necessary changes to fit your hotel and your situation.
Thanks.