Hospitality Welcome Email Templates

Subject

You are booked -- see you at property name on check-in date

Email

Hi guest name,

Your stay is confirmed. You are in a room type from check-in date to check-out date, under reference booking reference.

We are genuinely glad you picked us. Between now and your arrival we will send you two short emails -- one with the things worth knowing before you travel, and one on the morning of check-in with directions and door details. Nothing else, we promise.

Need to change dates, add a night, or tell us it is a birthday? Everything is here: manage link, or just reply to this email and a human will sort it.

See you soon,

your name and the team at property name

Subject

A few useful things before check-in date

Email

Hi guest name,

Not long now. Here are the things guests most often wish they had known a day earlier.

Getting here: transport tip. Parking: parking info. Check-in runs check-in window -- arriving outside it is usually fine, just tell us and we will make a plan rather than leave you standing outside.

Packing: weather note. It sounds small, but it is the thing people thank us for most, usually while borrowing an umbrella from reception.

You do not need to reply to this or confirm anything. It is here so your arrival day is boring in the best way.

If anything at all comes up on the way, call us on contact number. A real person answers, including late, and we would rather field the question than have you worry about it for an hour.

Safe travels,

The team at property name

Subject

Today: how to get in at property name

Email

Hi guest name,

Everything you need for today, up top:

Address: full address. Getting in: access instructions. Your room is ready from check-in window, and if you land early we will happily stash your bags.

Wifi, so you do not have to ask later: wifi details. It works throughout the building, including the garden.

That is the whole email -- no attachments, no app to download, nothing to print. Screenshot it if you are heading somewhere with patchy signal.

If a train is late, a flight moves, or you simply cannot find the door, call contact number -- we would much rather hear from you than have you standing on the pavement guessing. Late arrivals are completely normal and never a problem.

See you shortly,

The team at property name

Subject

Welcome back, guest name -- check-in date is in the diary

Email

Hi guest name,

Good to see your name come through again. It has been since last stay, which we think means you are overdue.

We still have you down for remembered preference, so unless you tell us otherwise we will just take care of that quietly before you arrive. No need to ask twice for it this time.

Your stay from check-in date also includes loyalty perk -- already applied, nothing to claim.

If anything about the last visit was less than it should have been, reply and tell me honestly. That is more useful to us than a polite review.

Looking forward to it,

your name, property name

Subject

Your group at property name, event dates -- confirmed

Email

Hi organiser name,

We are holding room count for event dates under reference booking reference. Consider that locked.

Your contact here is coordinator name, and I mean an actual person rather than a shared inbox. Anything you need -- timings, dietary lists, a room swap at the last minute -- goes to them and only them.

The one date to keep: your final rooming list is due by rooming deadline. After that we can still flex, it just takes a phone call rather than a click.

You are probably managing a dozen suppliers right now. We would like to be the easy one.

Best,

coordinator name, property name

Subject

Thank you for staying with us, guest name

Email

Hi guest name,

Thank you for choosing us for stay dates. Small places live on people deciding to come back, and we do not take that lightly.

If the stay was good, a few lines here would genuinely help us: review link. It takes a minute and it is the single most useful thing a guest can do for a place like ours.

If it was not good, I would much rather hear it privately first -- write to feedback contact and it reaches me directly, not a queue, not a form. I will read it myself and reply.

Either way, return offer is yours whenever you fancy coming back. No expiry games, no code to hunt for.

Thanks again for letting us host you.

Warmly,

your name, property name