Are you tired of generic pre arrival emails that fail to capture your guests’ attention and leave a lackluster first impression? If you want to stand out in a sea of competitors, it’s time to revamp your pre arrival email strategy.
Luckily, you don’t have to start from scratch. We’ve gathered a collection of effective pre arrival email samples that you can easily tailor to fit your brand’s tone and voice. From personalization techniques to helpful information, these examples cover all the essential elements to make your guests feel welcomed and valued.
Don’t settle for bland pre arrival emails that are easily forgotten. Implement these proven strategies and deliver a memorable experience that sets the tone for the rest of your guests’ stay. Take a page from the top hospitality brands and start crafting your own standout pre arrival emails today.
The Best Structure for a Pre-Arrival Email
When it comes to crafting a pre-arrival email, there are several components that you should consider to ensure that your message hits all the right notes and sets the right tone for your guest’s upcoming stay.
First, start by offering a warm welcome and thanking your guest for choosing your property. You want to convey a sense of excitement and enthusiasm for their arrival. This can be as simple as saying “Welcome to our hotel! We are thrilled to have you as our guest.”
Next, provide some helpful information that will make their stay more seamless and enjoyable. This could include details about check-in and check-out procedures, any amenities that are available, and recommendations for local attractions or restaurants.
Another important component of a pre-arrival email is personalization. Whenever possible, address your guest by name and tailor your message to their specific needs or interests. For example, if a guest is traveling for business, you may want to include information about your business center or conference facilities.
Finally, make sure your email includes a clear call to action. This could be a reminder to complete any necessary paperwork or forms ahead of their arrival, or an invitation to reach out if they have any questions or concerns.
Overall, the best structure for a pre-arrival email is one that is straightforward, friendly, and informative. By addressing your guest’s needs and interests, you can help set the tone for a fantastic stay and leave a lasting impression on your guests.
Seven Pre Arrival Email Samples for Different Reasons
Thank You for Choosing Our Hotel
Dear [Guest Name],
Thanks for choosing our hotel for your upcoming stay. We are thrilled to welcome you to our beautiful property. We hope your stay with us will be comfortable, enjoyable and memorable.
During your stay, we will do everything possible to make you feel at home. We have a team of dedicated professionals, who are committed to ensuring that you have a pleasant experience.
You can expect excellent service from our hotel staff, delightful meals at our restaurants, and an atmosphere of relaxation and luxury. Please let us know if there’s anything we can do to make your stay more enjoyable.
We look forward to welcoming you soon.
Warm Regards,
[Hotel Name]
Welcome to Our Wedding Venue
Dear [Bride/Groom Name],
Congratulations on your upcoming wedding day and thank you for choosing our venue for your special day. We are excited to welcome you and your guests to our beautiful property.
Our wedding team is dedicated to ensuring that your day is as special and perfect as you imagined. We will work closely with you during the planning process to ensure that every detail is taken care of.
Our venue offers a variety of stunning settings for both your ceremony and reception, and we are confident that we can create the perfect atmosphere for your wedding day.
Thank you once again for choosing us. We look forward to helping make your wedding day everything you’ve ever imagined.
Best Wishes,
[Venue Name]
Get Ready to Explore Our City
Dear [Guest Name],
We are thrilled to welcome you to our beautiful city and to our hotel. We hope that you have an enjoyable and unforgettable experience during your stay.
Our city is full of exciting attractions, beautiful landmarks, cultural events, and delicious cuisine. We are happy to provide recommendations on what to see and do during your visit.
Our concierge team is always available to help you plan your itinerary or book tours and activities. Please do not hesitate to ask if there is anything we can do to make your stay more enjoyable.
Thank you for choosing us. We look forward to hosting you soon.
Best Regards,
[Hotel Name]
Stay with Us for Your Business Trip
Dear [Guest Name],
Thank you for choosing our hotel for your upcoming business trip. We understand that you have an important agenda, and we are here to help you have a successful stay.
Our hotel offers a comfortable and convenient location for business travelers like you. We provide high-speed internet, a business center, and meeting rooms to help you stay productive during your stay.
We also take pride in offering excellent service, delicious meals, and a relaxing atmosphere that allows you to unwind after a busy day of meetings.
Please let us know if there’s anything we can do to make your stay more comfortable and accommodating.
We look forward to welcoming you soon.
Best Wishes,
[Hotel Name]
A Warm Welcome for Your Family Vacation
Dear [Guest Name],
We are thrilled to welcome you and your family to our hotel for your upcoming vacation. We hope that you will have a fun and enjoyable experience during your stay.
Our hotel provides a range of activities and amenities that cater to families, including swimming pools, game rooms, and family-friendly restaurants. We take pride in offering a comfortable and safe environment for families to relax and spend time together.
Our staff is always here to help with any questions or needs you may have, no matter how big or small. We aim to make your family vacation a memorable one.
Thank you for choosing us. We look forward to hosting you and your family.
Best,
[Hotel Name]
Experience Our Spa Services
Dear [Guest Name],
We would like to welcome you to our hotel, and we hope that you will have a relaxing and rejuvenating experience during your stay.
As part of our hotel, we offer spa services that specialize in relaxation, beauty, and wellness. Our spa therapists are highly skilled and trained to provide the best service possible.
We offer a range of treatments that cater to your specific needs, including massages, facials, and body treatments. Our spa facilities also include a sauna, steam room, and Jacuzzi for you to relax and unwind.
Thank you for choosing us for your stay, and we hope that you will take advantage of our spa services during your visit.
Best Regards,
[Hotel Name]
Explore Our Culinary Delights
Dear [Guest Name],
We are delighted to welcome you to our hotel and our culinary delights. We hope that your taste buds will be as excited as we are about our food services.
Our restaurants offer a range of cuisine, from local to international recipes, prepared by experienced and talented chefs. We use only the freshest ingredients to create mouth-watering dishes that cater to different preferences and dietary restrictions.
Our dining experiences include fine dining, al fresco options, and in-room dining services. We also offer cooking classes for those who are interested in learning how to prepare their favorite dishes.
Thank you for choosing us during your stay, and we hope that you will indulge in our culinary world.
Bon Appetit!
[Hotel Name]
Tips for Writing a Pre-Arrival Email
When it comes to setting the tone for an exceptional guest experience, the pre-arrival email plays a crucial role. This communication from the hotel to guests serves not only to confirm reservation details but also to provide important information and anticipate guest needs. Here are some tips for crafting a pre-arrival email that sets the stage for a memorable stay:
- Personalize the message: Use the guest’s name in the salutation to make the email feel warm and welcoming. Include details such as room preferences or special requests to show that the hotel is attentive to their needs.
- Provide helpful information: Guests appreciate when their hotel anticipates their needs. Include details such as check-in and check-out times, information about the hotel’s amenities, and nearby attractions or restaurants. This can help guests plan their trip and feel more comfortable during their stay.
- Add a personal touch: In addition to providing information, a great pre-arrival email can also showcase the hotel’s personality and make guests feel connected to the brand. For instance, include interesting facts about the hotel, share local insights or recommendations from staff, or even use humor to create a memorable impression.
- Highlight special offers or experiences: If the hotel has any special packages, discounts, or experiences available during the guest’s stay, be sure to include them in the pre-arrival email. This can help generate additional revenue for the hotel and make the guest’s experience more memorable.
- Encourage guests to engage: In addition to providing information, a pre-arrival email can also be used to encourage guests to engage with the hotel before their stay. For instance, ask guests to follow the hotel on social media, share their favorite travel tips on a dedicated hashtag, or even enroll in a loyalty program.
By taking the time to craft a thoughtful and personal pre-arrival email, hotels can set the tone for an exceptional guest experience and create a memorable impression that lasts long after check-out.
Pre Arrival Email Sample FAQs
What is a pre-arrival email?
A pre-arrival email is a message sent by a business to a customer or guest prior to their arrival at a hotel, restaurant, or any other establishment. It usually contains important information about the reservation, such as time, date, location, and any specific instructions.
What should a pre-arrival email include?
A pre-arrival email should include the reservation details, such as date, time, duration, and location. It should also mention any special requests, such as dietary restrictions or room preferences, and provide contact information for the business in case of any questions or concerns.
When should a pre-arrival email be sent?
A pre-arrival email should be sent at least a few days before the guest’s arrival to give them enough time to read it and make any necessary preparations.
Can a pre-arrival email be customized?
Yes, a pre-arrival email can be customized to fit the specific needs of the business and the guest. It can include any relevant information, such as local attractions or events, and be personalized with the guest’s name or other details.
Can guests respond to a pre-arrival email?
Yes, guests can usually reply to a pre-arrival email if they have any questions or need to make changes to their reservation.
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 about their reservation ahead of time, reduce any confusion or potential issues, and ensure a smooth and pleasant experience upon arrival.
Is a pre-arrival email necessary?
While not strictly necessary, a pre-arrival email can greatly improve the guest’s experience and prevent any misunderstandings or complications. It is a common practice in the hospitality industry and is recommended for any business that wants to provide excellent customer service.
What kind of businesses can benefit from a pre-arrival email?
Any business that relies on reservations or appointments can benefit from a pre-arrival email, including hotels, restaurants, spas, salons, and medical clinics, among others.
How can a pre-arrival email be sent?
A pre-arrival email can be sent via email, SMS, or through a messaging app, depending on the client’s preferred communication method and the business’s capabilities.
How can I make my pre-arrival email more effective?
To make your pre-arrival email more effective, you should keep it concise and informative, use a friendly and welcoming tone, and provide any additional resources or information that may be relevant to the guest’s stay or appointment. You can also personalize the message with the guest’s name or other details to make it more engaging.
Thanks for Reading!
We hope this pre-arrival email sample will help make your travel planning a breeze! Remember, the key is to make your guests feel welcome and excited for their upcoming stay. If you have any questions or need further ideas, don’t hesitate to reach out to us. And be sure to check back for more helpful tips and tricks to enhance your guest’s experience. Happy hosting!