10 Best Email Templates For Hotels & Guest Communication [2024]

Updated: January 19th, 2023

10 Best Email Templates For Hotels & Guest Communication [2024]

Hotel guests are always looking for ways to feel more connected with their accommodation.

When you communicate with guests over email, you have a chance to get feedback from them about their stay at your hotel. You can ask guests whether they had any issues with their room or anything else during their stay. You can also ask if they have any suggestions for improving your hotel or its services.

In addition to getting better reviews from guests who are satisfied with their experience at your hotel, communicating with them over email will help make sure that any problems that arise during their stay are resolved quickly and efficiently so that they don't end up posting negative reviews online after leaving!

Here are 10 free email templates to use for your hotel.

What To Include In Your Hotels & Guest Communication Email

When it comes down to crafting your email, there are a few key elements to include:

  1. Check-in and check out schedule
  2. Number of nights they are booked
  3. Type of room
  4. Arrival date
  5. Direction to the hotel
  6. Pricing details

Reservation Confirmation Email

title=Your booking at [property name] is confirmed Hi [Guest Name],

Thank you for choosing [business name]. We look forward to hosting your stay. This is confirmation for your reservation at [house name/address] for the dates of [date-date]. We’ve received your down payment of [amount received] and the final balance of [amount] is due on [date].

Here are your full booking details:

  • Reservation Confirmation Number: [conf. number]
  • Arrival date: [start date]
  • Departure date: [end date]
  • Special requests: [special requests]
  • Policies: [custom cancellation policy]

Remember, check-in is at 4 pm on the date of your arrival and check-out is at 10 am on departure day. We will be sending you another email with other pre-stay information. If you need to make any changes or have any questions, please call me at [phone] or email at [email]. Now let the vacation countdown begin!

[Your name]


Online Booking Option Email

title=Want To Make Your Booking Faster? Hi {first name},

Our team at {name of the hostel} is super excited to see you soon. We want to give you the best possible experience, that’s why you can always contact us via WhatsApp: {number}.

If you want to speed up the check-in at your arrival (and skip the boring part of filling in your information), you can check-in online by clicking this link:

This way, your check-in will be only a pleasure when you arrive (welcome drink, anyone?).

See you soon,

[Company Name]


Check-In Details Email

title=Your upcoming stay at [property name] is confirmed Hi [Guest Name]

Your trip is only a few days away and we hope you’re as excited as we are. This email has everything you need for a seamless check-in process on (check-in date).

  • Reservation # [conf number]
  • Guest name: [full name]
  • Number of nights: [nights]
  • Arrival date: [start date]
  • Departure date: [end date]
  • Check-in: : am/pm
  • Check-out: : am/pm
  • Address: [property address]

Parking information: [Enter Details Here]

Important information: [e.g. House rules, announcements, policies, payment details, WiFi information, etc]

Check out our local guide for personalized recommendations on the best places to eat, visit, and explore.

If you need to make any changes or have any questions, please call me at [phone] or email at [email].

See you soon!

[Your name]


Email of Appreciation For Guests

title=We Appreciate Your Stay Hi [Guest Name],

We hope you had a great time at [house name] and hope that you make it home safely. How was your stay with us? It would help us out a lot if you left a review. I put the link at the bottom of this email so it’s easy to get to. Any feedback you have is greatly appreciated.

We wanted to thank you again for letting us be part of your vacation experience, and hope that you’ll come back and stay with us again. Safe travels and hope to hear from you soon!

[Your name]


Feedback/Review Request Email

title=How's Your Experience? Dear {first name},

Thank you for staying with us. We hope you enjoyed your time with us. You can leave your review on {platform of your choice, for example, Google or TripAdvisor}.

In exchange and as a thank you, here is a unique discount code that you or your friends can use to book with us directly.

We hope to see you soon,

[Hotel Name]


Hotel Promotional Offer Email

title=An Amazing Offer For You Hi [Guest name],

We hope you and the family are well! We’ve got a few promotional deals going on/ we’ve made some upgrades to the house, and since you’ve stayed with us before, we wanted you to be the first to know!

[Enter deals]

If you’d like to take advantage of these deals and book your next stay with us, we’d love to have you again. Feel free to share this with friends and family too! If you have any questions, please let us know!

[Your name]


Amenities and Supplies Replenishing Email

title=More Stocks On The Way! Hi {first name},

You have only a few shampoo bottles left in your room, so we’ve ordered more from our housekeeping team to replenish them as soon as possible. If you want to speed up the delivery of these amenities, feel free to contact us via WhatsApp: {number}, and we’ll make sure they arrive within an hour!

Best Regards,

[Your Name]


Change Room Request Approval Email

title=Change Room Request Approved Hi {first name},

We’re sorry about this inconvenience, but we needed to move you into another guest room on our property because it was noisy during night hours and now it shouldn’t be an issue anymore. If everything went OK, please let us know by replying to this message.

Best Regards,

[Hotel Name]


Booking Cancellation Email

title=Looking Forward For Your Next Travel Journey Hey [Guest name],

We’re sorry to see that you’ve had to cancel your stay with us. As per our contract, [Cancellation Policy]

We hope that you’ll reach out the next time you’re planning a trip to [city] and stay with us. We’d love to have you.

If you need to make any changes or have any questions, please call me at [phone] or email at [email].

[Your name]


Details of Your Reservation Email

title=Reservation Details Hi {first name},

Thank you for booking with {name of your hostel/hotel}. Below you will find details of your reservation: Dates: Type of room: Total cost:

See you soon,



25 Hotels & Guest Communication Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for hotels and guest communication

  • Hello from the [Hotel Name!]
  • What was your favorite part of the [Hotel Name]?
  • We took over a hotel, and you're invited.
  • Room with a view
  • Where are you staying tonight?
  • You need a break. We have it covered.
  • You deserve a Signature experience
  • We don't want you to miss out...your last chance to save!
  • Congrats on your upcoming trip
  • So you're actually staying with us, huh?
  • When the 'in-laws' arrive...
  • It's time to fly your flag!
  • Wake up with a view, instead of an alarm.
  • $10 off when you book on our app
  • America's #1 hotel chain just got better
  • An issue with your booking?
  • Is there gold in your hotel?
  • I'm looking forward to seeing you at the hotel.
  • What will happen when you stay for 3 nights?
  • The World's Weirdest Hotel Rooms
  • The hotel with the best view in the city
  • There is a hotel right behind me
  • Surprise! You got a video message from us
  • I think you should consider this...
  • The Hotel Room of Your Dreams has Arrived

Tips For Writing A Successful Email

A well-written email can be a powerful communication tool. If you want to get your point across and have it read, write an email that is clear, concise and compelling.

Here are 6 tips to help you write better emails:

1. Keep it short.

People are busy, and they aren't going to read anything more than a few paragraphs long in their inboxes. If you have something important to say, be concise.

2. Be friendly and personable. The best emails show that their sender cares about the recipient: address them by name, make jokes and be friendly, compliment them on something they've done recently—demonstrate that you know them well enough to give them a personal touch.

3. Use bullet points or numbered lists where appropriate.

If you're making a list of suggestions or talking about multiple things, it's much easier on the reader if you use bullet points or numbers rather than listing every point out separately in paragraphs.

(Obviously this doesn't apply if you're using an email for something else entirely—such as a newsletter or informational message.)

4. Proofread your message carefully before sending it out.

Even though you may think you're a pro at typing emails, there are still some mistakes that you could be making. It's important to avoid these errors so that your message is clear and correct.

If you skimmed over the email, there is a good chance that you missed an error in the very sentence that you just changed.

Pro tip: Read your entire message out loud before hitting send. You are more likely to catch mistakes this way!

5. Be sure to include the recipient's name in the email.

This seems like an obvious tip, but it's easy to forget that we're not sending mass emails to a group of people but individual messages to each person on the list.

Your best bet is to craft your message carefully, and make it personal by using the recipient's name. It shows that you're paying attention and it also makes the email feel more personable.

6. Be clear about what you want

Be specific and don't beat around the bush. Think about what you're asking for clearly before you write anything down.

In the first line of your email, state clearly what you want and how the recipient can help.


Below we detail the most common questions as it relates to hotels snd guest communication for email.

How to write an efficient email to a hotel?

  • Start with a word of endearment such as hello or dear
  • State the target dates, type of room and personal preferences
  • Confirm your booking with a guarantee

What are the different traits for a great hotel guest communication for hoteliers

  • Responsive to queries
  • Proactive
  • Always have an open communication
  • Genuine when interacting
  • Promotes good reviews

What are the 3 most common email types that a hotel gets?

  • Confirmation email
  • Upsell email
  • Reminder email prior to arrival


Being a hotelier can be a very stressful job. One responsibility is to respond to clients via email. Thinking of what to say in a hotel and guest communication email is complex than you think.

We now made it easier for you as we provided you with the best hotel & guest communication email templates. You can use those templates as you initiate or respond to every email that you'll receive from the customers.

meet the author
Ankita Ghosh

I'm Ankita Ghosh and I am working with Starter Story as a content creator for more than a year. I write content around various business-related topics with the goal of helping small businesses launch and grow.