More Ways to Transform Your Hotel Operations
Expert insights, case studies, and strategies from hotels using AI to boost revenue and delight guests
If you want your hotel to succeed, you must market it. Email marketing remains one of the highest-ROI channels — some businesses report up to 38x ROI and higher conversion rates than social media. But writing effective emails can feel daunting. That’s where templates help.
Below are 23 customizable email templates designed to help you engage guests, build relationships, and increase bookings in 2025.
Subject: Welcome to {{Hotel Name}}! Your journey begins here.
Dear {{Guest’s Name}},
We’re thrilled you’ve chosen {{Hotel Name}} for your upcoming stay. Nestled in {{location}}, our hotel promises comfort, luxury, and authentic local experiences.
We offer a variety of amenities, including {{list amenities}} designed to make your stay memorable. If you have any questions or need assistance with your travel plans, our concierge team is available 24/7.
We look forward to welcoming you soon!
Best regards,
{{Your Name}}
{{Your Position}}
Subject: Welcome to {{Hotel Name}} – Discover our unique hospitality
We’re excited to introduce you to {{Hotel Name}}, where memorable experiences and unparalleled service are at the heart of everything we do. Nestled in {{location}}, our hotel offers an idyllic getaway for travelers seeking {{type of experience — relaxation, adventure, business, etc.}}.
Our unique features include:
Our {{restaurant, spa, gym, etc.}} offers {{describe what guests can expect}}. We’re also proud of {{awards or recognition}}.
For any queries, reply to this email or call us at {{Hotel Contact Information}}.
Best regards,
{{Your Name}}
Subject: Your stay at {{Hotel Name}} is just around the corner!
We’re preparing for your arrival on {{Date}}. Your room ({{room number/type}}) will be ready from {{check-in time}} onwards.
Here are some local attractions and recommendations to enjoy during your visit: {{describe local attractions, restaurants, events}}.
Safe travels — we look forward to welcoming you!
Best wishes,
{{Your Name}}
Subject: Thanks for choosing {{Hotel Name}} — we’d love your feedback!
It was a pleasure hosting you at {{Hotel Name}}. We hope you enjoyed your stay and our amenities.
Your feedback is invaluable. Could you please take a few minutes to share your experience? {{Link to feedback form}}
Thank you — we look forward to welcoming you back soon!
Best regards,
{{Your Name}}
Subject: Your booking at {{Hotel Name}} is confirmed!
We’re pleased to confirm your booking. Here are your reservation details:
If we can assist with anything else before your stay, please contact us.
Best regards,
{{Your Name}}
Subject: We’re sorry to see you go — {{Hotel Name}} booking cancellation confirmation
We understand plans change. Here are the details of your canceled reservation for your records:
We hope to welcome you in the future. Contact us for future reservations.
Best regards,
{{Your Name}}
Subject: Your stay at {{Hotel Name}} — reservation details
Thank you for choosing {{Hotel Name}}. To ensure a smooth stay, here are your reservation details:
Please let us know if you have additional needs. We look forward to your stay.
Best regards,
{{Your Name}}
Subject: Book directly on {{Hotel Name}} website for exclusive benefits!
Booking directly gives you benefits such as:
Book directly for your next visit and experience the difference!
Best wishes,
{{Your Name}}
Subject: Exciting updates from {{Hotel Name}}
We have news to share! {{Hotel Name}} has added new features and amenities to enhance your stay:
Book now to experience these additions.
Best regards,
{{Your Name}}
Subject: Your check-in details for {{Hotel Name}}
To ensure a smooth check-in:
Please have ID and your booking confirmation ready.
We look forward to welcoming you!
Best wishes,
{{Your Name}}
Subject: Share your experience at {{Hotel Name}}
We hope you had a pleasant stay. Your feedback helps us improve. Please take a few minutes to share your thoughts: {{Link to feedback form}}
Thank you for your time — we look forward to seeing you again.
Best regards,
{{Your Name}}
Subject: Share your {{Hotel Name}} experience with others
We hope you enjoyed your stay. Would you leave a review on {{Review Platform}}? Your thoughts help fellow travelers and help us improve.
Leave your review here: {{Link to review platform}}
Thank you, and we hope to welcome you back soon.
Best regards,
{{Your Name}}
Subject: Exciting promotions await at {{Hotel Name}}
We’re offering exclusive promotions for your next stay:
Offers valid until {{end date}}. Book your next vacation now!
Best regards,
{{Your Name}}
Subject: The latest news from {{Hotel Name}}
Here’s what’s happening:
Stay tuned for more updates — we look forward to welcoming you back.
Best regards,
{{Your Name}}
Subject: Join us for {{Event Name}} at {{Hotel Name}}
You’re invited to {{Event Name}} at {{Hotel Name}} on {{Event Date}}. The event will feature {{brief description}}.
To reserve your spot, {{booking instructions}}. We hope to see you there!
Best wishes,
{{Your Name}}
Subject: Upgrade your stay at {{Hotel Name}}
Make your stay more memorable — upgrade to {{higher room category}} for {{additional cost}}. Includes {{additional benefits}}.
To take advantage, reply to this email or contact {{Hotel Contact Information}}.
Best regards,
{{Your Name}}
Subject: Special offer just for you from {{Hotel Name}}
Enjoy {{describe the offer}} when you book by {{offer end date}}. Book through our website or call our reservations team at {{Hotel Contact Information}}.
Don’t miss out — we look forward to welcoming you back!
Best regards,
{{Your Name}}
Subject: Discover our new menu at {{Hotel Name}}
Our {{Restaurant Name}} launched a new menu featuring {{menu highlights}}.
Join us for an unforgettable culinary experience. To reserve a table, {{booking instructions}}.
We look forward to serving you!
Best wishes,
{{Your Name}}
Subject: We appreciate you at {{Hotel Name}}
Thank you for choosing {{Hotel Name}}. Your continued support means a lot.
We’re committed to making future stays even more memorable. Thank you for being a valued guest — we can’t wait to welcome you back.
Best regards,
{{Your Name}}
Subject: Exclusive discount for your next stay at {{Hotel Name}}
As a token of appreciation, enjoy a {{percentage}} discount on your next stay. Book by {{offer end date}} and use code {{Discount Code}} on our website.
We look forward to welcoming you soon!
Best regards,
{{Your Name}}
Subject: Happy birthday from {{Hotel Name}}
Happy Birthday! To celebrate, enjoy {{describe offer — discounted stay, complimentary dinner, etc.}} valid during your birthday month.
Use code {{Discount Code}} when booking or mention it to reservations.
Wishing you a joyful year and memorable stays with us.
Best regards,
{{Your Name}}
Subject: Celebrate your stay anniversary with {{Hotel Name}}
It’s been a year since your stay with us — let’s celebrate! Enjoy {{describe offer}} when you book your next visit. Use code {{Discount Code}} to redeem.
We look forward to creating more memories with you.
Best regards,
{{Your Name}}
Subject: Make the most of your weekend at {{Hotel Name}}
Enjoy an Extended Weekend Offer! Book for the upcoming weekend and enjoy a late check-out on Sunday to relax more.
Experience a leisurely breakfast, one last pool dip, or simply unwind until {{late check-out time}}.
To book, visit our website or contact reservations. We can’t wait to host you!
Best regards,
{{Your Name}}
Since 2020 hospitality tech adoption increased significantly. Using email templates, marketing automation, and available tools helps you stay competitive.
Effective email design is crucial. Emails should be well-written, easy to read, engaging, and prompt immediate action. Keep mobile users in mind — nearly twice as many people check email on mobile as on desktop.
Key elements:
Effective campaigns often include landing pages that convert prospects into customers. If you don’t code, use drag-and-drop landing page builders (e.g., Unbounce) to create responsive pages with text, images, and buttons.
The best platform depends on budget, list size, automation needs, and required features. Popular options include:
Combine the right platform with consistent templates to save time, maintain brand consistency, and enable personalization at scale.
Email templates:
Templates plus automation and hotel operations software can streamline processes and improve personalization.
Free email templates can significantly improve your email marketing. Benefits include:
HelloShift customers achieve ROI within 6-12 months through reduced missed bookings, lower maintenance costs, improved guest satisfaction scores, and streamlined operations across all departments.
Stop losing revenue to missed calls and voicemails. HelloShift AI answers when staff is busy, guests enjoy mobile check-in and digital guidebooks, and your team coordinates seamlessly with real-time room status updates.
See why properties using HelloShift report 30% fewer guest complaints and 2x faster issue resolution. Book a personalized demo or start your free trial.
Expert insights, case studies, and strategies from hotels using AI to boost revenue and delight guests
