Hospitality Email Examples
Last updated: February 6, 2026
Hospitality emails are crucial for engaging with guests at every stage of their journey. Effective communication can enhance guest experience and encourage loyalty.
Hotel Booking Announcement Emails
Send these emails to guests after they book a stay, 1-3 days before their arrival.
Booking Confirmation Email
Subject:
Your Reservation is Confirmed! 🌟
Preview:
Excited for your upcoming stay with us?
Hi there, We're thrilled to confirm your booking at our hotel! We're looking forward to providing you with a comfortable and enjoyable stay. Please check the details below, and don't hesitate to reach out if you have any questions. [View Your Booking Details] Safe travels, The Team
Send immediately after a guest books a stay to confirm their reservation.
Pre-Arrival Welcome Email
Subject:
Get Ready for Your Stay! 🛎️
Preview:
Here's what to expect during your visit.
Hi there, Your upcoming visit is just around the corner, and we're excited to welcome you! Here's what you can look forward to during your stay, including exclusive amenities and services available to you. [Explore Our Services] See you soon, The Team
Send 1-2 days before the guest's arrival to build anticipation.
Exclusive Pre-Check-In Offers
Subject:
Special Offers Await! 🎁
Preview:
Enhance your stay with these specials.
Hi there, As you prepare for your stay, we're excited to offer you exclusive deals to enhance your experience. From fine dining to relaxing spa treatments, discover the perfect way to indulge. [View Exclusive Offers] Best wishes, The Team
Send 1-3 days before arrival to promote additional services.
Hospitality Main Engagement Emails
These emails should be sent during the guest's stay, focusing on ongoing engagement.
Welcome Onsite Email
Subject:
Welcome to Our Hotel! 🎉
Preview:
Let us know how we can make your stay better.
Hi there, Welcome! We hope you're settling in comfortably. Our team is here to ensure your experience is nothing short of exceptional. Please let us know if there's anything we can do to make your stay even better. [Contact Our Concierge] Warm regards, The Team
Send on the day of arrival to ensure guests know about available support.
Mid-stay Satisfaction Check
Subject:
Enjoying Your Stay? 😊
Preview:
Let us know how things are going.
Hi there, We hope you're having a wonderful stay with us! Your feedback is important, and we'd love to hear how everything is going. If there's anything we're missing, please let us know so we can address it right away. [Share Your Feedback] Best, The Team
Send midway through the guest's stay to ensure satisfaction.
Local Attractions Email
Subject:
Explore Local Attractions 🗺️
Preview:
Discover the best of the area during your stay.
Hi there, We want to make sure you have the best time exploring all that our location has to offer. From cultural landmarks to hidden gems, there’s something for everyone. Check out our top recommendations. [Explore Nearby Attractions] Happy exploring, The Team
Send early in the guest's stay to encourage exploration.
Hospitality Post-Stay Reminder Emails
Send these emails shortly after guests check out to gather feedback and encourage future engagement.
Feedback Request Email
Subject:
How Was Your Stay? ✨
Preview:
We'd love to hear your thoughts.
Hi there, Thank you for staying with us! We hope you had a memorable experience. Your feedback is vital to us and helps us continually improve our services. Please take a moment to share your thoughts. [Leave a Review] Thank you, The Team
Send within 24-48 hours after check-out to capture fresh feedback.
Post-Stay Thank You Email
Subject:
Thank You for Visiting! 🌟
Preview:
We appreciate your visit.
Hi there, We wanted to express our gratitude for choosing our hotel for your stay. It was a pleasure hosting you, and we look forward to welcoming you back in the future. Safe travels! [Discover Future Offers] Warm regards, The Team
Send within 1-3 days after the stay as a gesture of appreciation.
Loyalty Program Invitation
Subject:
Join Our Loyalty Program 💼
Preview:
Exclusive benefits for returning guests.
Hi there, We’re excited to offer you a chance to join our loyalty program, where you can enjoy exclusive perks during future stays. Sign up today to start earning points and discounts. [Join our Loyalty Program] Cheers, The Team
Send 3-5 days after the stay to encourage repeat visits.
Hospitality Final Engagement Emails
Sent to conclude communication or encourage a return visit, 4-7 days after the guest's stay.
Reconnect Email
Subject:
Missing You Already! 💖
Preview:
We'd love to see you again.
Hi there, It's been a pleasure having you at our hotel, and we're already missing you! Whether it's a future getaway or business trip, we look forward to making it special. [Plan Your Next Visit] Take care, The Team
Send 4-7 days after check-out to invite guests to plan another visit.
Special Return Offer
Subject:
Come Back Soon! 🎁
Preview:
Enjoy a special discount on your next stay.
Hi there, We hope you had a great time with us, and we’d love to see you again soon. As a token of appreciation, enjoy a special discount on your next visit. We can't wait to welcome you back! [Claim Your Special Offer] Best regards, The Team
Send 5-7 days after the stay with a special offer to boost loyalty.
Stay in Touch Email
Subject:
Keep in Touch! 📧
Preview:
Subscribe for offers and news.
Hi there, Thank you for being a valued guest. Stay in touch with us for the latest offers, news, and updates. Sign up for our newsletter today and ensure you don't miss out on upcoming promotions. [Subscribe Now] Warm regards, The Team
Send 6-7 days after the stay to add guests to ongoing communication lists.
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