Email marketing templates for hotels
Above, we provided some hotel email marketing examples that you could use for inspiration. But we decided to take it a step further and provide templates for common email types.
Below you’ll see hotel email marketing templates for confirmation, cancellation, upsell, pre-arrival, and post-stay emails. You can customize these templates to match your audience and hotel brand.
Confirmation email
An email that confirms a hotel reservation should include:
- Guest’s name and reservation number
- A thank you message on behalf of the hotel
- Reservation dates
- Room details
- Payment information
- Amenities at the guest’s disposal
Subject: Reservation Confirmation at [Hotel Name] – [Reservation Number]
Dear [Guest Name],
Thank you for choosing [Hotel Name] for your upcoming stay. We are delighted to confirm your reservation with us.
Your Reservation Details:
Arrival Date: [Date]
Departure Date: [Date]
Room Type: [Room Type]
Number of Rooms: [Number of Rooms]
Number of Adults: [Number of Adults]
Number of Children: [Number of Children]
If any of the above information is incorrect, please let us know as soon as possible.
We look forward to welcoming you to our hotel on [Arrival Date]. Our friendly staff will be ready to assist you in any way possible to make your stay as comfortable and enjoyable as possible.
Should you have any further questions or requests, please do not hesitate to contact us at [Hotel Contact Information].
Thank you again for choosing [Hotel Name], and we look forward to serving you soon.
Best regards,
[Your Name]
[Hotel Name]
Upsell email
The components of the upsell email are the following:
- Offered additional amenities or services
- High-quality photos of the amenities or services
- Pricing information
- Discount details
- Link to a landing page containing a detailed list of offers
Just like the confirmation email, it should be personalized and contain a thank you note from the hotel.
Subject: Upgrade Your Experience at [Hotel Name]
Dear [Guest Name],
Thank you for choosing [Hotel Name]! We’d like to make your upcoming stay as enjoyable as possible, so here’s a short overview of additional services and amenities:
- SPA treatment
- Thermal mineral water swimming pool
- Gym
[CTA: Additional Services]
We have a special [Discount %] discount for our guests! Feel free to contact us for more information.
Best regards,
[Your Name]
[Hotel Name]
Pre-arrival email
Pre-arrival emails should be short and precise:
- Check-in and check-out times
- Hotel name and location
- Wi-Fi, food, and parking availability
- Local events and attractions (include images)
- Additional amenities/services that are available
- CTA to contact the hotel for additional information
Subject: Upcoming Stay at [Hotel Name] – [Reservation Number]
Dear [Guest Name],
We’re looking forward to your stay at [Hotel Name] on the [Check-in Date]! We’d like to remind you that the check-in time is at [Check-in Time] and check-out is at [Check-out Time].
We offer free Wi-Fi and parking on site, and local attractions include [List Local Businesses].
If you have any questions or have difficulties finding us, don’t hesitate to reach out!
[CTA: Contact us]
See you soon!
Best regards,
[Your Name]
[Hotel Name]
Cancellation email
When someone cancels their reservation, there’s not much to do. You can express how sorry the hotel is, remind them of the refund policy, and offer a discount for rescheduling their stay. You should also include their reservation details, such as confirmation numbers, dates, and names.
Subject: Cancellation Confirmation for [Reservation Number] at [Hotel Name]
Dear [Guest Name],
We’re very sorry you had to cancel your stay with us on [Arrival Date]! The [Hotel Name] cancellation policy states that [Cancellation Policy] and a fee of [Cancellation Fee] will be applied.
Your Reservation Details:
Arrival Date: [Date]
Departure Date: [Date]
Room Type: [Room Type]
Number of Rooms: [Number of Rooms]
Number of Adults: [Number of Adults]
Number of Children: [Number of Children]
If you’d like to reschedule your stay instead, we’d like to offer you a discount of [Discount %]!
[CTA: Contact us]
Best regards,
[Your Name]
[Hotel Name]
Post-stay email
Shortly after guests leave your hotel, it’s time to send them a thank you message that also includes:
- Surveys that assess their experience
- Links to your hotel’s social media profiles
- CTA to leave a positive review of their stay
- Special offers for their next visit
Subject: Rate Your Experience at [Hotel Name]!
Dear [Guest Name],
We’d like to thank you once again for choosing [Hotel Name] for your stay! We hope you’ve had a pleasant visit and that we’ll see you again. We’re always aiming to improve our services, and we need your help! If you can spare 3 minutes, please fill out our short survey.
[CTA: Start Survey]
And if you’d like to share your guest experience, please tag our profiles on social media!
[Hotel Brand’s Social Media Links]
As a thank you, we’d like to offer you a special discount of [Discount Amount] for your next stay!
Best regards,
[Your Name]
[Hotel Name]
3 best email marketing software for hotels
As we already mentioned, choosing the best email marketing tool is important for running successful campaigns. Here are three options you could use:
Mailchimp is an all-in-one marketing platform that allows hotel marketers to create segmented lists, run A/B testing and automated campaigns, and use ready-made or custom templates. This tool also has integrations with popular PMSs to streamline the process of collecting guest data.
Mailchimp has a limited free trial and multiple contact-based pricing plans.
ActiveCampaign is an automation platform that has advanced contact management, automation workflows, CRM integration, and analytical features. With the help of this tool, you can send trigger-based campaigns depending on your guest’s customer journey and behavior, and easily segment your audiences. ActiveCampaign also has a free trial and feature-based plans suitable for hotels of all sizes.
Similar to Mailchimp and ActiveCampaign, MailerLite also has all the essential marketing features that you’d need to run successful hotel email campaigns. Additionally, it allows you to ask for guests’ reviews through email-embedded surveys. MailerLite has a free trial and a free plan that is sufficient enough for small hotels. Paid plans are also available for when your hotel business grows, and your email marketing needs increase.
Keep in mind that with all three tools, you’ll need a separate plan to send transactional emails, such as password resets and payment invoices.
What about testing your hotel marketing emails?
As we mentioned above, it’s important to check how your emails will look on different devices and mailbox providers. But it’s even more essential to test the technical portion of your marketing emails to achieve high deliverability rates.
You can do that with dedicated tools, such as Mailtrap Email Testing, for example. It’s an Email Sandbox that provides a safe environment for testing by capturing all the SMTP traffic in a virtual inbox.
Start Testing Your Hotel Emails for Free
Email Testing will help you validate HTML/CSS for popular email clients. You’ll see problematic lines of code highlighted in red, as well as an overview of clients that won’t render your emails properly.