Pre Arrival Email for Hotel Guests Sample: Tips and Examples for Effective Guest Communication

Are you searching for the right pre-arrival email to send to your hotel guests? Look no further! We understand that creating the perfect pre-arrival email for your guests can be challenging, which is why we have compiled a list of ready-made samples that you can edit to fit your hotel’s brand and tone of voice.

As a hotel owner, you already know that communication with your guests is essential to ensure a seamless experience. A pre-arrival email is an excellent opportunity to establish a connection with your guests and provide them with all the information they need ahead of their stay.

With our pre-arrival email for hotel guests sample, you can send a personalized message that will leave a lasting impression on your guests. With a Tim Ferris writing style, our templates are written in a way that engages and empowers your guests. Plus, our samples make sure that no detail is overlooked, ensuring that your guests are well-informed and prepared for their stay.

Say goodbye to generic pre-arrival emails, and hello to a memorable guest experience. Whether your hotel’s guests are traveling for business or leisure, our pre-arrival email for hotel guests sample will provide you with tailored templates to get your guests excited for their stay.

So, what are you waiting for? Browse through our pre-arrival emails for hotel guests sample collection and edit them as needed to fit your hotel’s brand and tone of voice. With our easy-to-use templates, all you need to do is click send, and your guests will be set for a stress-free stay.

The Perfect Pre-Arrival Email for Hotel Guests

As the hospitality industry continues to evolve, hotels are constantly striving to provide exceptional experiences to their guests. One way in which hotels can optimize their guests’ experiences is by sending pre-arrival emails to inform and prepare guests before they arrive.

A well-crafted pre-arrival email should include pertinent information such as check-in and check-out times, directions to the hotel, information about the amenities offered and expected weather conditions. This information helps to reinforce the guests’ decision to stay with the hotel and creates a lasting impression of exceptional hospitality.

The email can also include personalized details such as the guests’ preferences for room location, bed type, and any available upgrades. This personalized touch helps to make guests feel valued and appreciated and goes a long way in creating memorable experiences.

In addition to providing guests with essential information, pre-arrival emails can also be used to upsell services such as spa treatments, tours, and restaurant reservations. Offering these services in advance helps to streamline the guests’ experience and ensures that their needs are met with efficiency and professionalism.

Lastly, pre-arrival emails can be used as a platform to thank guests for choosing the hotel and to create excitement about their upcoming stay. Including a welcome message from the hotel manager or general manager can help create a sense of connection and establish trust.

In summary, the perfect pre-arrival email for hotel guests must include essential information such as check-in times, directions, and amenities. It should also be personalized to cater to the guests’ preferences and offer upsell services. Lastly, it should create excitement and establish a connection with the hotel. With the right approach, the pre-arrival email can create memorable experiences that generate repeat business and positive reviews.

Pre-Arrival Email for Business Travelers


Thank you for choosing our hotel for your upcoming business trip. We understand that your time is valuable and we are committed to providing you with a comfortable stay that meets your needs. Our hotel offers a variety of amenities to make your stay as productive as possible, including high-speed internet access in all guest rooms and an on-site business center with printing, copying, and faxing services.

In addition to our business amenities, we also offer a complimentary breakfast each morning to help you start your day. We have a 24-hour fitness center, so you can stay on top of your wellness routine while on the go. If you need anything during your stay, please don’t hesitate to reach out to our front desk staff, who are available 24/7 to assist you.

We look forward to welcoming you to our hotel and hope that you have a successful trip.

Best regards,

Pre-Arrival Email for Families

Dear [Guest],

We are thrilled to be welcoming you and your family to our hotel soon! We hope that you will find our accommodations and amenities to be kid-friendly and fun for your upcoming stay. Our hotel has a variety of family-friendly activities, including a swimming pool, a game room, and outdoor activities like hiking and biking.

We also offer a complimentary breakfast each morning, so your family can start your days off right. Our hotel is situated in a safe and central location, which is great for families who want to explore the city. Our front desk staff is available 24/7 to answer any questions and provide recommendations for nearby family-friendly activities.

We can’t wait to welcome you and your family, and to provide you with an unforgettable experience at our hotel.

Best regards,

Pre-Arrival Email for Extended Stays

Dear [Guest],

We are excited to have you staying with us for an extended period of time. We understand that when you are on an extended stay, creature comforts and conveniences become even more important. Our hotel is designed for extended stays, with a variety of amenities that will make you feel right at home.

Our hotel rooms are equipped with full kitchens, including a stove, microwave, and fridge, so you can cook your own meals. We also provide laundry facilities to make sure you keep on top of your washing. You can also enjoy access to our fitness center and swimming pool, and you’ll have daily access to our complimentary breakfast selection.

We strive to make your extended stay as pleasant as possible. Please let us know if there is anything we can do to make your stay even more comfortable.

Best regards,

Pre-Arrival Email for Honeymooners

Dear [Guests],

Congratulations on your upcoming honeymoon and thank you for choosing our hotel to celebrate this special occasion. We are dedicated to providing you with an unforgettable and romantic experience.

You will find that our hotel has a variety of luxurious amenities to add to your honeymoon experience, including premium bedding, in-room couples massages, and an on-site restaurant with the best fine dining in town. We will even provide you with a complimentary bottle of champagne upon your arrival and a complimentary breakfast each morning so you can start your day feeling pampered and refreshed.

We are committed to making your honeymoon as special and memorable as possible. Please let us know if you have any special requests or needs for your stay.

Warm wishes,

Pre-Arrival Email for Solo Traveler

Dear [Guest],

We are excited to have you staying with us for your upcoming solo trip. We understand that solo travel can be exhilarating but also challenging, and we are here to make your stay as comfortable as possible.

Our hotel is situated in a central and safe location, making it easy for you to explore the city on your own. We provide 24/7 front desk services so you can be sure to have any queries answered at any time. Our hotel also offers a complimentary breakfast each morning, so you can start your day off right. You’ll have access to our fitness center if you want to keep up your workout routine. And if you need any recommendations for great restaurants or attractions nearby, our front desk staff will be happy to assist you.

We hope that you enjoy your solo trip and we are committed to making your stay at our hotel as easy and enjoyable as possible.

Safe travels and best wishes,

Pre-Arrival Email for Group Accommodation

Dear [Guests],

Thank you for choosing our hotel for your upcoming group trip. We are dedicated to providing you with a comfortable and enjoyable experience as you spend time together.

We offer a variety of amenities that make group travel as seamless and enjoyable as possible, including a communal area in our hotel and meeting rooms, making it easy for groups to discuss and plan. Additionally, our hotel offers complimentary breakfast selections each morning, daily housekeeping, 24/7 front desk services and a coordinate reservation code to avoid any difficulty or confusion in checking in.

We hope that your trip is a success and we are committed to providing you with a comfortable and enjoyable group travel experience.

Best regards,

Pre-Arrival Email for Special Events

Dear [Guest],

Congratulations on your upcoming special event and thank you for considering our hotel as a potential venue. We are committed to making your special event as perfect as you envisioned.

Our hotel offers versatile facilities for different events, conferences and parties whether or not it is tough to satisfy everyone’s requirement. While staying with us, your guests will also enjoy our luxurious amenities, including a comfortable restaurant that provides excellent dining for all attendees. Additionally, we can assist you with arrangements and recommendations for wedding bands and flowers. Our dedicated staff is always available to assist you in any way imaginable to make your day special and unforgettable.

We hope that your special event is a memorable success and we are committed to providing you, your family and guests with a memorable experience.

All the best,

Tips for Creating a Pre-Arrival Email for Hotel Guests

With the rise of online booking and the availability of information at our fingertips, hotels must be strategic in their approach to guest communication. Sending a pre-arrival email is one of the most effective ways to communicate with guests before they arrive, ensuring a smooth check-in, and a positive first impression. Below are some tips for creating a pre-arrival email for hotel guests:

  • Start with a warm welcome: Begin the email with a personalized greeting that reflects your hotel’s brand voice. A genuine greeting sets the tone for the remainder of the email. Avoid using generic subject lines and copy-pasting from previous emails.
  • Provide important information: Include essential details, such as directions to the hotel, check-in/out times, and any pre-arrival procedures, like online check-in. Make sure to restate the booking details (number of room/s, duration of stay, etc.) to ensure accuracy and avoid surprises.
  • Suggest hotel amenities and nearby attractions: Provide recommendations for your hotel’s amenities and services, like the spa, gym, or restaurant. Highlight exciting local attractions, such as museums, restaurants, or shopping districts. This creates added value for new guests who are unfamiliar with the area and can lead to upselling on-site services.
  • Invite guests to customize their stay: Maintaining guest loyalty is key to ensuring repeat business, so offer simple personalization options like requesting their desired pillow type or room temperature in advance. Simple perks like this make it more likely that guests will return again in the future.
  • Include helpful tips for a comfortable stay: Share tips or tricks that could make a guest’s stay more comfortable, such as how to adjust the room thermostat, use the in-room safe, and any other general information about your hotel services or area attractions.
  • Add some eye-catching visuals: Use images or videos that reflect your hotel’s brand image to help guests visualize what to expect during their stay. Make sure to optimize the images for faster loading speeds and only use high-quality visuals that reflect your hotel’s amenities, facilities, or local landmarks.
  • Request feedback and offer assistance: Ask guests to share their experience with your hotel and offer assistance if needed, for example, taking any requests for a room service delivery or table reservation. This will increase the chances that guests leave a positive review and could help build your hotel’s reputation.

Tailor each pre-arrival email to your guest’s needs. Handwritten greetings, special deals, and other customized messaging can transform a generic email into something that shows guests you value their business.

Pre-Arrival Email for Hotel Guests FAQs

What is a pre-arrival email for hotel guests?

A pre-arrival email is a communication sent to guests before their arrival to provide them with information about their stay, such as check-in procedures, amenities available, and local activities.

When should I expect to receive a pre-arrival email?

You should receive a pre-arrival email a few days before your check-in date, typically 2-3 days in advance.

What information should I expect to find in a pre-arrival email?

A pre-arrival email may include information such as check-in time, amenities available, directions to the hotel, local activities, and special offers or upgrades.

Do I need to respond to a pre-arrival email?

You do not need to respond to a pre-arrival email, but you may want to confirm any special requests or ask any questions before your arrival.

Can I make special requests in my pre-arrival email?

Yes, you can make special requests in your pre-arrival email, such as requesting a specific room location, adding an extra bed, or requesting a late check-out.

What should I do if I did not receive a pre-arrival email?

If you did not receive a pre-arrival email, you should contact the hotel directly to confirm your reservation and ask for any necessary information.

Can I customize my pre-arrival email?

Some hotels may allow you to customize your pre-arrival email with personalized messages or special requests. You can inquire with the hotel directly to see if this is an option.

Is a pre-arrival email necessary?

A pre-arrival email is not necessary, but it can be helpful in providing guests with important information and ensuring a smooth check-in process.

What should I do after receiving my pre-arrival email?

After receiving your pre-arrival email, you should review the information provided and contact the hotel directly if you have any questions or special requests.

Thank You For Checking Out Our Pre-Arrival Email Sample!

We hope you found it helpful and gained some inspiration for your own pre-arrival email. At our hotel, we strive to provide a welcoming and personalized experience for each of our guests. By sending a thoughtful pre-arrival email, we can set the tone for their stay and address any questions or concerns they may have. We appreciate your time and interest in our hotel, and we look forward to hosting you in the future. Keep an eye on our website for updates and specials, and don’t hesitate to contact us with any further inquiries. Have a wonderful day!