Message templates help you improve the guest experience while saving hours of your time. To help you get started, we’ve created ready-to-use templates for three key moments: arrival, check-out, and goodbye.
Instructions:
Make it yours. Replace all text inside square brackets (e.g., [Hotel Name], [Check-in Time], [Full Address]) with your hotel’s actual information. Additionally, add or remove sections as you wish, and adapt the wording to make sure it sounds like you.
Do not edit guest placeholders. Leave the text inside curly braces (e.g., {{first_name}}, {{check_in_date}}) unchanged. These fields will be automatically filled with the correct guest details by the system.
Translate. You can easily translate the messages into other languages using DeepL, Google Translate, or ChatGPT. The variables inside {{ }} should not be affected by the translation and will continue to work.
1. Check-in & Arrival Instructions
When to send it: 1-2 days before arrival day.
Subject (for email): Welcome to [Hotel Name] – Your Stay Awaits!
Message body:
Hello {{first_name}} {{last_name}},
We are delighted to welcome you to [Hotel Name]! Your check-in is scheduled for {{arrival_date}}, starting at [Check-in Time].
📍 Our Address: [Full Address]
🕑 Reception Hours: [Hours]
🅿️ Parking Information: [If applicable]
When you arrive, please [insert instructions: e.g. show ID, provide booking reference, or check in via kiosk/app].
If you need assistance finding us, you can use this [Google Maps link] for directions.
If you plan to arrive after [time], kindly let us know so we can prepare accordingly.
We look forward to hosting you! If you have any questions before your arrival, just reply to this message.
Warm regards,
[Hotel Name]
2. Check-out Reminder
When to send it: 1 day before departure day.
Subject (for email): Reminder: Check-out Information for Your Stay
Message body:
Dear {{first_name}} {{last_name}},
We hope you are enjoying your stay with us! This is a kind reminder that check-out is scheduled for tomorrow {{departure_date}} by [Check-out Time].
Before leaving, please ensure:
Room key/card is left at reception (or in the drop box if departing early).
Personal belongings are collected.
Any outstanding charges are settled at the front desk.
If you’d like to request a late check-out, please contact us in advance (subject to availability).
We wish you a smooth departure and thank you for choosing [Hotel Name].
Warm regards,
[Hotel Name]
3. Goodbye Message
When to send it: On departure date.
Subject (for email): Thank you for staying with us!
Message body:
Dear {{first_name}} {{last_name}},
It was a pleasure hosting you at [Hotel Name]. We hope you enjoyed your stay and created wonderful memories.
We would love to hear your feedback. You can share your experience here 👉 [link to TripAdvisor or OTA feedback form].
If you plan to return to [Destination/City], we’d be delighted to welcome you back.
Safe travels, and thank you again for choosing [Hotel Name]!
Warm regards,
[Hotel Name]