7 Emails to Send to Your Guests

Step into the realm of hospitality and hotel marketing, where each stay is not just a story but a carefully crafted irony of digital storytelling. At the core of this ensemble is the art of hotel communication—the unspoken language hidden in the pixels of your inbox. Join us on the journey as we unpack the nuggets of this quiet conversation, exploring the rumours, comments, and thoughts that make up the hidden language of hotel emails.

In an era of instant connection, your journey begins long before you walk through the hotel doors. A confirmation email, just a whisper in the vastness of your inbox, sets the stage for anticipation—the unspoken promise of an experience that goes beyond the reserve itself.

As your arrival approaches, digital messengers arrive, guiding you through the expectation. This discreet pre-arrival message is not just a piece of information; They are a glimpse of the quilt of your upcoming abode, reaching out to virtual hands to guide you to the wonders that await.

The moment you step inside the lobby, a digital document awaits, weaving a virtual and virtual realm. It’s not just a strategy; it’s the beginning of a quiet welcome, confirming your status as a valued participant in the unfolding story of your stay.

The puzzle of the interior comes and is presented in a digital whisper—a subtle aesthetic gesture beyond the visual. This message conveys the promise of turning your stay into an experience that will linger long after you are gone.

A digital companion emerges from the walls of the hotel, offering guidance through the wonders on offer. Less informative, these messages act as a compass, transforming your stay from a temporary stop into a customized journey.

As you approach departure, there is a call to reflection—realizing that your ideas contribute to the ever-changing story of the hotel. It's not a welcome but a continuation of the quiet conversation that began when you first signed up.

Even when traveling beyond the physical boundaries of the hotel, gratitude is received through digital channels. Thank you. Your messages and honest invitations go into your inbox—a testament to the lasting connections you’ve made during your stay.

Join us as we define the quiet language of hotel communication, where every email with the help of a hospitality marketing agency is a brushstroke on the canvas of hospitality. In the pages ahead, we will delve into this ensemble, uncovering the subtle vernacular that makes each residence not just a reserve but a masterpiece waiting to be discovered.

Why Sending Emails To Your Guests Matters

Sending email to your guests is a reliable method that you can use to communicate with your guests. These are the pieces of magical messages that can help you to keep your guest informed, interested, and excited about their stay in your hotel and their trip. These emails come with the ability to improve your relationship with their guests during, before, and after their stay in your hotel.

The best thing about these emails that you can create with the help of a hospitality marketing agency is that they have the potential to provide you with uncountable benefits. Let us take a look at the top benefits that you can get by sending an email to your guest:

Make guests more valued: These emails come with the power to include a personal touch to the engagement of your guests.
Gather information: Emails can also be used to gather valuable information about guests before visiting your hotel.
Ask for reviews: You can also use these emails to get reviews from your guests after the stay.
Keep guests informed: After booking your hotel, guests are required to get various information. These emails come with the ability to provide guest with crucial information about their stay, like booking information
Personalize experience: Emails also have the potential to help you provide excellent and personalized experiences to your guests.

In short, emails has the potential to help you in numerous path with ease. Moreover, these emails can take your hotel branding to the height of success.

Top 7 Emails Type That A Hotel Should Send To Their Guest

Sending emails to your guests can help you to feel more special. Moreover, this sweet gesture has the power to provide your guests with a message that you care about your guest. So, let us take a look at the top 7 emails that you can send to your guests:

Confirmation Email

The confirmation email is the first email that every guest expects after making a booking at your hotel. This mail confirms the booking that your guest made. Numerous guests will often wait for this mail as a sign that a hotel booking has been processed or approved.

Whether a guest books a hotel via an online website, phone, or third-party website, it is not enough to provide the guest of the hotel with a confirmation number. You have to force your guest to give their email address to receive a confirmation email with all the necessary details.

These emails also act as an acknowledgment of the reservation of the guest and reassurance that it was successful. These emails put a burden to make sure that the information provided is correct. Let us look at the information that you should include in confirmation emails:

Price of the stay, including taxes and resort fees
Directions to the hotel
Check-in and check-out times at your hotel
The date of arrival
Number of nights booked
Room type reserved

Including these data in the confirmation mail will enable guests to verify their crucial information. This will also decrease the number of follow-up calls. It would also be great to include the name of your hotel, phone number, and address.

The Upsell Email

The upsell email is another crucial mail that you should send to your guests. This email should be sent 4 to 5 days before the arrival of your guest at your hotel. The upsell can be anything that works according to the things that they have told you or what you already know about them. Suppose your guest is a couple. In that case, you may try free bubbly when they eat something at your hotel at night during their stay.

This mail can be so much more powerful if you notice reservation data and suggest something that is not only generic but also tailored to the needs of your guests. Regardless of whether you can provide upsell during the process of online sales, you can still perform this task in this email by sending them a few days before the arrival of guests.

Preference Email

When it comes to hotel marketing, knowing the preferences of your business is crucial for every hotel to enhance the experience of your guests. However, finding the best method to make sure that your guest has everything during his or her stay is very complicated. Well, the best method to find these things is by asking directly from your guests via preference email.

Sending a preference email to your arriving guest will demonstrate that you care about their experience before they visit your hotel. Moreover, this little effort by your hotel will spark the excitement of your guests for their stay in your hotel. It clearly states that this mail will help you to achieve two goals in a very short time.

This email provides you with the ability to learn more about your guests even before meeting them. In this email, you may ask for the following details from your guests:

You may ask your guests if they have any allergy or any preference, like feather vs. down cover pillow.
It would also be great to ask your guests about the hotel need to learn about them before they arrive at your hotel.
You can additionally ask your guests anything that your hotel can perform to exceed the expectations of your guests.

Apart from asking such questions in this email, we will also suggest you tell your guests that your hotel has a car park that has a bathroom, a lovely playground, and an ice cream stall at the side of your hotel. Moreover, you can also include the link to a blog with a card game that will entertain the kids of your guests while heading towards your hotel from their homes.

These tips might sound fishy for most of you. But these things will make your guests feel that you care about them. By following these tips, you can provide your guests with an experience that is very special for them. Furthermore, these small things will also help you to kick start the special relationship with your guests before even physical meeting with them.

Pre-arrival Email

Pre-arrival email acts as a practical function but also helps you get your guests excited about their trip and stay in your hotel. This mail is generally sent 1 to 2 days before the arrival of the guests at your hotel. However, it may sound boring or evident to most of you. But this email is vital to keep your guest excited about their stay in your hotel. Let us have a look at the top things that you should include in the pre-arrival email:

Basic details about the stay of your guests in the hotel, including room type, arrival date, and much more.
The time of check-in and check-out
Check-in protocols, including wearing masks, reminders about the current recommendations of the government, and more

Recommending the crucial details, like room upgrades, add-ons, and packages, under this email will provide you the perfect opportunity to offer guests methods to personalize their stay while driving the revenue of the hotel. This mail can also be a piece of an email marketing strategy that numerous hotel consulting agency recommends. The best thing about this email is that most guests expect this email from every hotel.

Most hotel uses CRM technology to generate these emails. But this pre-stay email serves as a reminder for most guests that you might ever think about.

Welcome Email

The welcome email is the email that a few hotels send to their guests to welcome them to their hotel. The mail works as a welcome message that will help you to improve the overall experience of your guests. The mail greets the guests for visiting your hotel and choosing your hotel for their stay.

The mail also comes with the ability to be used as a message to provide your guests with an option to upgrade their room, include breakfast during their stays, and more. You can also use this mail to provide your guests with an exclusive discount offer that he or she can use for their future or upcoming stays.

It is very crucial to note that you should only send this email to your guests if you think that you can provide your guests with the offer to upgrade their rooms and suggestions that will encourage them to choose your hotel in the future. If you think that you are not able to afford these exciting offers, then you should avoid sending these emails to your guests because this mail will sound spammy. Remember, this task can also destroy the overall reputation of your hotel.

This is not the end. It would be great for your hotel to don’t forget to include crucial information, like the hours of reception, the time of check-ins, and check-out of your hotel. Moreover, if you wish to make this mail more special for your guests, then you should write this welcome mail not from the team of the hotel but from the manager of your hotel. In short, it would be best to include the sign and name of the manager in the place of the “from” section instead of the hotel team.

Thank You/ Feedback Mail

The end of a guest stay is not the end of the sales cycle; Rather, it is an opportunity to build goodwill and build lasting relationships. The final touch throughout their stay is a well-timed thank you note, which should be sent no later than three days after departure for the best effect. To take this gesture one step further, think of it as a manager delivering a message. This will give the craft a more meaningful human hand that will assure the hotel of its commitment to guest needs.

Writing a post-stay e-mail isn't approximately saying "thanks." It's an opportunity for site visitors to provide feedback, turning their encounters into insightful observations for ongoing improvement. In addition in your honest gratitude, make sure the email contains a digital take a look at-out receipt for ease of use. Furthermore, thoughtfully offer links for your visitors' favourite evaluation websites or an online poll to make it simpler for them to provide their opinions. This proactive method encourages visitors to feature the story of your group whilst also streamlining the feedback process.

Why is thank you or feedback mail so essential to emphasize? In addition to conveying gratitude, it gives visitors a right away channel to percentage their impressions in their lives. Encouragement of remarks offers you beneficial data approximately what inspired them and what nonetheless wishes paintings. This insightful data acts as a road map for streamlining approaches and improving the visitor experience.

The thank you email additionally acts as a preventative measure against any adverse internet reviews. By proactively encouraging traffic to voice any complaints, you foster a dialogue that allows issues to be speedy and efficiently rectified, reducing the opportunity for bad press. Maintaining an open channel of conversation not only promotes visitor happiness but also demonstrates willpower to first-class that appeals to potential future visitors.

Winback Email

Almost every hotel consulting agency knows the importance of the retention of the guests. Remember, guest retention is a crucial part of the sales cycle because your ROAS is higher than converting your new guests from the start. Winback emails are among those emails that help retain guests.

You might select to add a one-off win-back email in your email flow or send out regular email marketing to keep your hotel at the top of the minds of the guests. Remember, a simple win-back email should offer a particular discount or add-on to make your guests feel like VIPs.

Other famous subjects should be included in post-stay emails, like guest anniversary specials, and loyalty program offers. You can also include a romance package when a Valentine's Day is coming in your win-back email for your guests.

Wrap-Up

In the complex dance of hospitality, where pixels whisper, and emails weave the fabric of guest experiences, the importance of communication and hotel marketing cannot be overstated. Each email ranges from expectant confirmation to thoughtful thanks is a brushstroke on a hotel branding canvas. These digital messages provide information and elevate the visitor’s journey, making them feel valued, understood, and connected. Therefore, emails are crucial for running a successful hospitality venture as they help to create a positive customer experience and build customer loyalty. They also provide an opportunity to showcase the brand and to communicate with customers, allowing them to feel appreciated and connected to the business.