10 Hotel Email Template Free Examples to Boost Your Engagement

Are you tired of spending hours designing the perfect hotel email template from scratch? Well, you’re in luck! We’re excited to announce that our team has created a collection of customizable hotel email templates that are available for free – yes, you read that right, absolutely free!

These templates are designed to help hoteliers in creating effective email campaigns to promote their properties, announce special offers, and improve customer retention. Our templates come with various styles to choose from, making it possible for hotels to showcase their unique brand identity in their emails.

Our templates are fully editable so that hoteliers can customize them according to their preferences, without the need for any designing skills. We understand that running a property can be challenging and time-consuming; that’s why we’ve created templates that enable hoteliers to create professional-looking emails in a matter of minutes.

Our hotel email templates free collection features examples that can be tailored to fit hotels and resorts of all sizes and types. Whether you’re looking to market luxurious or budget accommodations, we’ve got you covered.

Don’t waste your time and resources designing emails from scratch when you can start creating beautiful and effective email campaigns for your hotel today using our free templates!

The Best Structure for a Hotel Email Template

As a hotel, it’s important to stay in touch with your guests before, during, and after their stay. Email is one of the best ways to do this, but creating a good hotel email template can be challenging. You want to make sure your emails are informative, visually appealing, and persuasive, all while keeping your brand consistent. Here’s the best structure for a hotel email template that you can use, split up into various sections:

Introductory Section

Your email should always begin with a brief welcome message. This section should introduce who you are and what you are going to talk about in the email. You can also include a short sentence or two about recent events or changes happening at the hotel.

A Personal Touch

It’s always nice to include a personalized message for your guests. This can be as simple as addressing them by name, or you can include details about their previous stay or upcoming reservation. This section will make them feel special and appreciated, thereby strengthening the hotel-guest relationship.

Main Content

This is where you want to include the relevant information that’s important to your guests. For example, if you’re advertising a special deal or package, make sure it stands out and is easy to read. It should also be persuasive – make your guests feel like they’re getting a good deal or that they’ll experience something unique by staying with you.

Social Proof

A great way to persuade hesitant guests is through social proof. This can include testimonials, quotes from satisfied guests, or even awards or recognitions your hotel has received. This section will help build trust and make potential guests more likely to book with you.


Every email should include a clear call-to-action that prompts your guests to take some kind of action. This can be anything from booking a room to following your hotel on social media platforms. The language you use in this section should be compelling and action-oriented.


Wrap up your email with a friendly sign-off and an invitation for any further questions or feedback. You can also include a brief sentence or two about upcoming events or promotions to entice the guest to return.

In conclusion, an effective hotel email template should be visually appealing, persuasive, and informative. Make sure you follow the structure of this guide to create a template that seamlessly transitions your guests between different stages of their interaction with your hotel.

Reservation Confirmation

Thank you for choosing our hotel

Dear [Guest Name],

We are pleased to inform you that your reservation at our hotel has been confirmed. We want to express our appreciation for choosing our hotel for your stay. We are confident that you will enjoy your stay in our comfortable and elegant accommodation.

Please note that your check-in date is [Date] and check-out date is [Date]. If you have any special requests or questions, please do not hesitate to contact us at [hotel contact information]. We will be happy to assist you to make your stay more comfortable.

Thank you again for choosing our hotel. We look forward to welcoming you soon.

Best regards,

[Hotel Name]

Feedback Request

Share Your Thoughts With Us

Dear [Guest Name],

We hope you enjoyed your stay at [Hotel Name]. We would appreciate your feedback on your experience in our hotel. We value your opinion, and it will help us improve our services and facilities for future guests.

Kindly take a few moments to complete our survey, which you can access through the link in this email. It should not take more than 5 to 10 minutes to answer. Your feedback is confidential and will only be used to improve our services.

Once again, thank you for staying with us, and we look forward to welcoming you back soon.

Best regards,

[Hotel Name]

Seasonal Offer

Escape to Our Beautiful Hotel

Dear [Guest Name],

Escape to our beautiful hotel this season and enjoy a relaxing and memorable stay at an exclusive rate. Our seasonal offer includes [insert specific offer details].

We are committed to ensuring your comfort and safety while staying with us. Our hotel follows strict hygiene measures to comply with local health guidelines, ensuring a safe and worry-free stay.

To avail of this offer, please book directly through our website at [insert website link], or contact us at [hotel contact information]. We are happy to assist you with your reservation or any questions you may have.

We look forward to welcoming you to our hotel soon.

Best regards,

[Hotel Name]

Thank You for Your Loyalty

Enjoy an Exclusive Discount Code

Dear [Guest Name],

Thank you for your continued loyalty to [Hotel Name]. As a token of our appreciation, we are pleased to offer you an exclusive discount code [insert specific discount code details].

You can use this discount code when booking your stay through our website at [insert website link]. Please note that this offer is applicable for a limited time and subject to availability.

We appreciate your business and look forward to seeing you soon. Thank you again for choosing us.

Best regards,

[Hotel Name]

Guest Satisfaction

We Want to Hear from You

Dear [Guest Name],

We hope you had an enjoyable stay at [Hotel Name]. We are committed to providing our guests with the best possible experience, and we would appreciate your feedback on your stay.

Your opinion matters to us, and we value your thoughts on our services and facilities. Please take a few moments to complete our guest satisfaction survey, which you can access through the link in this email. Your feedback is confidential, and it will only be used to improve our services.

Thank you for your time, and we look forward to hearing from you. We hope to see you again soon.

Best regards,

[Hotel Name]

Reopening Announcement

We Are Back and Ready to Welcome You

Dear [Guest Name],

We are delighted to announce that [Hotel Name] is reopening its doors to guests after temporary closure due to the COVID-19 pandemic. We have implemented strict health and safety measures in compliance with local authorities to ensure a safe and healthy environment for our guests and staff.

We are excited to welcome you back to our beautiful hotel and assure you that we will do everything in our power to make your stay comfortable and worry-free. To celebrate our reopening, we are offering [insert specific offer details]. You can book your stay through our website at [insert website link], or contact us at [hotel contact information] for assistance.

Thank you for choosing [Hotel Name], and we look forward to seeing you soon. Stay safe and healthy.

Best regards,

[Hotel Name]

Invitation to Visit

Discover the Beauty of Our Hotel

Dear [Guest Name],

We would like to extend a warm invitation to you to visit [Hotel Name] and experience the beauty and charm of our hotel. Our accommodation offers elegant and comfortable staying experiences for visitors and locals alike.

We offer various amenities and unique experiences that will make your stay unforgettable. To learn more about our hotel, please visit our website at [insert website link], or contact us at [hotel contact information]. We will be happy to assist you.

Thank you for considering [Hotel Name]. We look forward to sharing our hotel with you.

Best regards,

[Hotel Name]

Related Tips for Hotel Email Templates

As a hotel owner or manager, email communication is key to maintaining strong relationships with your guests. Hotel email templates can help streamline the communication process and ensure consistency in messaging. Here are a few tips to keep in mind when creating your hotel email templates:

  • Start with a clear subject line: Your guests’ inboxes are likely flooded with emails, so a clear and concise subject line will help ensure your message gets noticed. Be specific and include the purpose of the email.
  • Personalize when possible: Whenever you can, use your guests’ name in the email message. This helps create a personal connection and shows that you value their business.
  • Make sure it’s mobile-friendly: More and more people are checking their emails on their mobile devices. Make sure your hotel email templates are optimized for mobile, with a clean layout and easy-to-read font size.
  • Include a clear call-to-action: Whether you want your guests to book a room, leave a review, or sign up for your loyalty program, make sure it’s clear what action you want them to take. Use a prominent button or hyperlink to make it easy for them to follow through.
  • Use visuals to showcase your property: A picture is worth a thousand words, so include high-quality photos in your hotel email templates to showcase your property. This can include images of rooms, amenities, and surrounding areas.
  • Keep it short and sweet: Your guests are busy, so don’t bog them down with a lengthy email message. Keep your hotel email templates short and to the point, highlighting the most important information.
  • Proofread for errors: Typos and grammatical errors can detract from the professionalism of your hotel. Make sure to proofread your hotel email templates before sending them out to guests.

By keeping these tips in mind, your hotel email templates can help you communicate effectively and build strong relationships with your guests. Remember to regularly review and update your hotel email templates to ensure they remain relevant and effective.

Frequently Asked Questions about Hotel Email Template Free

What is a hotel email template, and why do I need it?

A hotel email template is a pre-designed email that hoteliers can use to communicate with their customers. With the template, you can save time and effort by not having to start from scratch every time you want to send an email.

How can I make the most out of the hotel email template?

Start by customizing the template to match your brand, and then personalize the content to suit your target audience. Ensure that the email is clear, concise, and informative, and include a call-to-action to encourage engagement.

Can I use the hotel email template on any email platform?

Yes. The hotel email template is compatible with most email platforms, including Mailchimp, Constant Contact, and Campaign Monitor.

Can I edit the hotel email template after downloading it?

Yes, you can. You can make changes to the template using an email editor, such as changing the text font, updating images, and adding links.

How many times can I use the hotel email template?

You can use the hotel email template as many times as you need to. It’s a free resource that is available to all hoteliers to use and customize to suit their needs.

Is the hotel email template mobile-responsive?

Yes. The hotel email template is designed to be mobile-responsive, which means that it will automatically adjust its layout and font size to fit different screen sizes and devices.

What types of emails can I create using the hotel email template?

You can use the hotel email template to create different types of emails, including welcome emails, promotional emails, event invites, and newsletters, among others.

How do I download the hotel email template?

To download the hotel email template, visit the website that offers the template and follow the instructions on the page to download it for free.

Is the hotel email template really free?

Yes. The hotel email template is free, and you don’t need to pay anything to use or customize it.

Keep your hotel communication quick and easy with a free email template!

We hope you found this article helpful in streamlining your hotel’s email communication. With a free email template, your staff can save time and effort while maintaining professionalism in all correspondence with guests. Thanks for reading and don’t forget to check back for more helpful tips and tricks in the future! Happy communicating!