Pre arrival emails hold a powerful potential to enhance a hotel stay experience. A thoughtful and well-crafted message can go a long way in creating anticipation and excitement for the upcoming trip and priming guests for a seamless and relaxed stay. Yet, crafting an effective pre arrival email might seem like a daunting task, especially for hoteliers who are strapped for time and resources. The good news? Samples of pre arrival emails for hotel guests are abundantly available online, and it only takes a few clicks to access them. With a bit of editing and customization, any hotel can create a unique and compelling pre arrival email that reflects its brand identity and provides value to guests. So, whether you are a seasoned hotelier looking to revamp your communication strategy or a newcomer eager to make a great first impression, explore the pre arrival email for hotel guests sample and create a message that wows your guests right from the start.
Crafting the Perfect Pre-Arrival Email for Hotel Guests: A Guide
When it comes to welcoming guests to your hotel, the pre-arrival email is an incredibly important tool for setting the tone and building excitement for their upcoming stay. A well-crafted email can not only provide valuable information and streamline the check-in process, but it can also enhance your guest’s experience by offering personalized recommendations and special touches. Below, we’ve outlined the key components of a successful pre-arrival email and included some sample language to help you get started.
1. Start with a Warm Welcome
Your pre-arrival email should begin with a warm and inviting greeting that sets the tone for your guest’s stay. Begin by expressing your excitement about their upcoming visit and thanking them for choosing your hotel. Consider using personalized language and highlighting any special amenities or unique features of your property that may appeal to your guest. Here’s an example:
“Dear Jane,
We are thrilled to welcome you to our historic hotel and thank you for choosing to spend your upcoming trip with us. From our stunning rooftop bar to our luxurious spa, we can’t wait to introduce you to all the exceptional amenities our property has to offer.”
2. Provide Key Information
Next, it’s important to provide your guest with all the essential details they need to know before their arrival. This may include check-in and check-out times, directions to your hotel, parking information, and any relevant policies or procedures. Here’s an example:
“Just a reminder, check-in is at 3 pm and check-out is at noon. Our hotel is located a short 10-minute drive from the airport, and we offer complimentary valet parking for all guests. Please note that our property is smoke-free and we kindly request that all guests refrain from smoking in any indoor areas.”
3. Offer Personalized Recommendations
One of the best ways to enhance your guest’s experience is by offering personalized recommendations based on their interests and preferences. This may include restaurant or bar suggestions, recommendations for local activities or attractions, or special amenities or services that you think they may enjoy. Here’s an example:
“We know that you’re a foodie, so we wanted to recommend some of our top-rated restaurants in the area. For a cozy Italian dinner, we recommend the quaint and traditional Al Forno, and for something more upscale, the award-winning Bistro Vendôme is sure to impress. If you’re looking for some adventure, be sure to check out the scenic hiking trails in nearby Forest Park or the world-renowned art collections at the Portland Art Museum.”
4. Provide Special Touches
Finally, don’t forget to include some special touches that show your guest that you’ve gone above and beyond to ensure their comfort and enjoyment. This may include offers for complimentary breakfast or a welcome drink, a personalized note from your staff, or even a small gift waiting for them in their room upon arrival. Here’s an example:
“As a special thank you for choosing our hotel, we’d like to offer you a complimentary breakfast for two at our award-winning restaurant, La Table. We’ve also included some additional information about our hotel’s history and unique features, which we hope will make your stay even more enjoyable. We can’t wait to welcome you!”
Conclusion
Crafting the perfect pre-arrival email for hotel guests can take a little extra effort, but the payoff is well worth it in terms of enhancing your guest’s experience and building loyalty for your property. By starting with a warm welcome, providing key information, offering personalized recommendations, and providing special touches, you can create a truly memorable experience that will make your guests excited to return again and again.
Pre-Arrival Email for Leisure Guests
Welcome to Our Hotel!
Dear [Guest Name],
We are excited to welcome you to our luxurious hotel and thank you for choosing us for your stay. As you prepare for your upcoming visit, we wanted to share some information that will ensure a comfortable and enjoyable stay.
Firstly, our hotel boasts an expansive fitness center and swimming pool for you to relax and unwind. Moreover, you can indulge in our spa treatments and rejuvenate your body, mind, and soul. Our concierge would be happy to assist you in scheduling any desired activities or city tours during your visit.
Our hotel offers a delectable array of cuisines at our top-rated restaurants, and our bars offer a great ambiance to unwind after a day of sightseeing. Don’t forget to try our signature cocktails!
We look forward to hosting you and ensuring a memorable stay.
Warm Regards,
[Hotel Name] Team
Pre-Arrival Email for Business Guests
Business Travel Made Easy
Dear [Guest Name],
We are delighted to welcome you to [Hotel Name] in anticipation of your upcoming business trip. We recognize your busy schedule and intend to make your stay with us as seamless and productive as possible.
Our business center comes with high-speed internet connectivity, printers, scanners, and other essential amenities, which will save you valuable time spent at the office. Besides, we offer spacious and well-equipped meeting rooms that cater to your specific office requirements, including audio, video, and conferencing facilities.
Our hotel provides complimentary shuttle services to your corporate office or conference center, ensuring you reach your destination on time and comfortably.
Our exceptional in-room amenities, such as large desks and comfortable chairs, ensure you can work efficiently in the comfort of your own space.
We assure you of a comfortable and productive stay.
Sincerely,
[Hotel Name] Team
Pre-Arrival Email for Wedding Event Guests
Celebrate the Big Day with Us!
Dear [Guest Name],
We are thrilled to welcome you to [Hotel Name] for the upcoming wedding ceremony. Our hotel has been selected as the wedding venue for your friends and family, and we are honored to host you.
Our spacious banquet halls cater to the most lavish wedding ceremonies, and our expert team of chefs will prepare a delicious array of cuisine for you to savor. We are proud of our excellent customer service, and we strive to make your stay as comfortable as possible.
We understand that weddings can be a stressful time, and we would like to assure you that our team is ready to assist you in any way possible. We offer complimentary transportation to and from the airport and flexible check-in and check-out timings to fit your schedule best.
We look forward to welcoming and celebrating with you on this special occasion!
Best regards,
[Hotel Name] Team
Pre-Arrival Email for Family Travelers
A Fun-Filled Family Vacation
Dear [Guest Name],
We are delighted to welcome you to [Hotel Name] for your upcoming family vacation. Our hotel is the perfect destination for families looking to unwind and create lasting memories together.
Our hotel offers a range of fun activities for the whole family, including kid-friendly pools, arcade games, and outdoor sports activities. We even have designated kids’ zones with expert supervision, ensuring your children’s safety and enjoyment.
Our luxurious and spacious rooms come with a variety of room types, including suites and connecting rooms to meet all family requirements. In-room amenities such as mini-fridges and microwaves ensure that you and your children have everything you need to feel at home.
Our hotel also offers a range of dining options your entire family will love. Whether you’re looking for quick bites or a full-on family feast, our restaurants cater to all your culinary needs.
We are excited to host your family and make your stay a memorable one.
Warmly,
[Hotel Name] Team
Pre-Arrival Email for Luxury Travelers
Indulge in Luxe at Our Hotel
Dear [Guest Name],
We are delighted to welcome you to [Hotel Name], the epitome of luxury and comfort. As a guest of our hotel, you will indulge in world-class services and amenities that promise a memorable experience.
Our luxurious suites and elegant rooms are crafted to offer an exclusive and intimate experience. Each room is finely detailed and comes with an array of exceptional amenities, including fluffy bathrobes, plush bedding, and Nespresso machines.
Our award-winning restaurants and bars will exceed your gastronomic expectations, with a range of tantalizing cuisines and top-notch mixology. Our spa provides a haven of serenity, with personalized treatments catered to your needs.
Our concierge services will ensure that your stay is filled with activities and excursions that cater to your preferences, creating a seamless and personalized stay. Additionally, our hotel is well-located for easy access to the city’s iconic landmarks and tourist attractions.
We look forward to welcoming you to a world of opulence and indulgence!
Sincerely,
[Hotel Name] Team
Pre-Arrival Email for Sports Travelers
Stay Fit While You Travel
Dear [Guest Name],
We are excited to welcome you to [Hotel Name], where we prioritize your fitness goals and wellness while you travel.
Our hotel offers a full-service fitness center equipped with the latest technology, including weight machines, free weights, cardio equipment, and classes. Moreover, our hotel is located in close proximity to parks and open spaces, perfect for outdoor workouts.
Our expert trainers can build a fitness routine that is personalized according to your fitness goals, preferences, and busy schedule. Additionally, our hotel provides a running concierge, if you’re looking to explore the city while staying in shape.
We offer nutritious and scrumptious meals curated to your dietary requirements, which help you maintain a healthy lifestyle and keep your fitness journey on track.
We promise a perfect balance of leisure and fitness while you stay with us.
Best regards,
[Hotel Name] Team
Pre-Arrival Email for Special Occasion Guests
Celebrate Your Special Moments With Us
Dear [Guest Name],
We are thrilled to welcome you to [Hotel Name] to celebrate your upcoming special occasion. We understand that these special moments require a special touch, and our hotel promises to deliver a unique and memorable experience for you and your loved ones.
Our hotel offers a range of spacious and elegant rooms to host your special occasion. Our expert staff can assist you in organizing personalized events such as weddings, engagements, anniversaries, and family reunions, ensuring that every detail is catered to perfection.
Our exquisite dining options and signature cocktails promise to offer gastronomic delights that satisfy all palates. Additionally, we can arrange complimentary flowers and champagne delivered to your room for a romantic surprise.
Our hotel is strategically located to access the city’s famous landmarks and tourist attractions, making it the perfect place to explore the city and make unforgettable memories.
We look forward to hosting your special occasion with utmost care and attention to detail.
Warmest Regards,
[Hotel Name] Team
Tips for Writing Pre-Arrival Emails for Hotel Guests
Writing a pre-arrival email for hotel guests can help you establish a strong and positive relationship with your customers from the get-go. Whether you are a new hotelier or an established player in the industry, it is crucial to make a great first impression. Here are some tips for crafting a pre-arrival email that will impress and engage your hotel guests:
- Personalize your message: Addressing your guests by their names can go a long way in establishing a personal connection. Nowadays, most email marketing tools allow you to easily import your guests’ details so you can greet them accordingly. Personalizing your message also includes using a friendly and welcoming tone, and avoiding generic or stiff language.
- Include useful information: Be sure to provide your guests with all the necessary information they need to know before arriving at your hotel. This includes details on check-in and check-out times, nearby attractions or restaurants, and any pertinent policies or regulations. Providing comprehensive information in advance can help to avoid confusion or frustration upon arrival.
- Offer upsells and promotions: Pre-arrival emails are also an excellent opportunity to showcase some of your hotel’s additional services or amenities. This can include offering room upgrades, spa treatments, or restaurant reservations. Providing guests with the option to upgrade or add-on can enhance their overall experience and make them feel valued and cared for.
- Ask for feedback: Including a brief survey or request for feedback in your pre-arrival email can be a great way to demonstrate your concern for your guests’ satisfaction. This can also provide you with valuable insights and feedback to help you continually improve your hotel’s offerings and services.
- Be mobile-friendly: More and more people are accessing email content on their mobile devices, so be sure to format your pre-arrival email for easy mobile reading. This includes using a legible font size, clear and concise language, and avoiding large images or attachments that may slow down load times.
- Provide your contact details: Last but not least, always provide your guests with a clear and easily accessible way to contact you if they have any questions or concerns. This can include providing your hotel’s phone number, email address, or social media links.
In conclusion, crafting a pre-arrival email for hotel guests can help to establish a strong and positive relationship with your customers right from the beginning. By personalizing your message, providing useful information, offering upsells and promotions, asking for feedback, being mobile-friendly, and providing your contact details, you can ensure that your guests feel welcomed, informed, and valued before they even step foot in your hotel.
FAQs for Pre Arrival Email for Hotel Guests Sample
What is a Pre Arrival Email?
A Pre Arrival Email is an email sent to guests before their scheduled check-in date to provide them with important information and updates about their stay at the hotel.
What information should be included in a Pre Arrival Email?
A Pre Arrival Email should include information about check-in and check-out times, amenities and services available, dining options, parking and transportation, and any special events or promotions.
When should a hotel send a Pre Arrival Email?
A Pre Arrival Email should be sent to guests at least a few days before their scheduled check-in date to give them enough time to make any necessary arrangements or inquiries.
Can guests make special requests in a Pre Arrival Email?
Yes, guests can make special requests in a Pre Arrival Email, such as requesting a specific room or bed type, requesting a refrigerator or microwave in the room, or requesting a late check-out.
How can guests confirm their reservation in a Pre Arrival Email?
Guests can confirm their reservation by clicking on a link in the Pre Arrival Email or by replying to the email with their confirmation number or other relevant information.
What is the purpose of a Pre Arrival Email?
The purpose of a Pre Arrival Email is to provide guests with all the necessary information and updates they need before their stay at the hotel, to ensure a comfortable and hassle-free experience.
What if a guest needs to cancel their reservation after receiving a Pre Arrival Email?
If a guest needs to cancel their reservation after receiving a Pre Arrival Email, they should contact the hotel immediately to avoid any cancellation fees or penalties.
Can guests provide feedback on their Pre Arrival Email experience?
Yes, hotels may provide an option for guests to provide feedback on their Pre Arrival Email experience to help improve their future stays.
What if a guest has not received a Pre Arrival Email?
If a guest has not received a Pre Arrival Email a few days before their scheduled check-in date, they should contact the hotel to ensure that their reservation is confirmed and to request the necessary information about their stay.
Can guests make changes to their reservation through a Pre Arrival Email?
Guests may request changes to their reservation through a Pre Arrival Email, but the changes may be subject to availability and additional fees.
Thanks for Stopping By
We hope this sample pre-arrival email helps you in creating a warm and friendly welcome for your hotel guests. Remember, the more personalized your communication, the better the guest experience. Make sure to provide all the necessary information and amenities to make your guests feel at home. Thanks for reading and we hope to see you again soon!