5 Effective Sample Prospecting Email Templates for Hotels

Are you struggling to get new potential customers for your hotel? Look no further than prospecting emails. Crafting a compelling prospecting email can be a game-changer for your business. With the right strategy, you can attract new clients and increase your revenue.

To help you get started, we’ve gathered some sample prospecting emails for hotels that you can use as a template and customize to suit your brand’s unique style. These templates have been designed to help you grab the attention of your prospects, build interest in your hotel and services, create a desire to visit your property, and ultimately persuade them to take action.

But why take our word for it? Test the waters yourself.

Set aside some time to read through these sample prospecting emails for hotels, and see how well they align with your business goals. You can edit them as needed to fit your hotel’s specific needs and target market.

Whether you’re a small bed and breakfast or a large hotel chain, a well-crafted prospecting email can work wonders in driving sales and bookings. Take the first step in revamping your hotel’s outreach strategy by giving these sample prospecting emails a try.

The Ultimate Formula for the Perfect Prospecting Email for Hotels

As a hotel owner or sales professional, reaching out to potential clients can be a daunting task. Crafting the right message that will grab their attention is key, and this is where the prospecting email comes in. With countless emails flooding our inboxes every day, it’s crucial to make sure that your email stands out from the rest, and this starts with the structure of your email.

So, what is the best structure for a sample prospecting email for hotels? Tim Ferris, author of The 4 Hour Work Week, offers us a simple and effective formula that will help you make the most out of every prospecting email that you send.

First, start with a catchy subject line that grabs their attention. Make it something that will pique their interest and spark curiosity. Avoid generic subject lines like “hotel inquiry” or “hotel services” as these tend to get ignored or deleted.

Next, begin with a personalized greeting, addressing the recipient by their name or their position, which shows that you’ve done your research and you’re genuinely interested in building a relationship with them.

The body of your email should be concise and to the point. Highlight the unique features and benefits of your hotel that sets you apart from the competition. Share your story, showcase your credentials, and let them know how you can help them achieve their goals and objectives. Also, make sure to include a clear call-to-action that encourages them to take the next step, whether that be scheduling a call or booking a site visit.

Finally, end your email with a thoughtful and professional closing that leaves a lasting impression. Thank them for their time, and let them know that you’re looking forward to hearing back from them.

In conclusion, the best structure for a sample prospecting email for hotels is a catchy subject line, personalized greeting, concise and informative body, clear call-to-action, and thoughtful closing. By following the Tim Ferris formula, you’ll be able to create a compelling and effective prospecting email that will help you build strong relationships with your potential clients.

7 Sample Prospecting Email Templates for Hotels

Corporate Meeting Venues

Dear [Name],

As a business professional myself, I understand how challenging it can be to find the right space for important corporate meetings. That’s why I wanted to introduce you to [Hotel Name]. Our upscale hotel has the perfect venue for your next business meeting. Our meeting rooms offer comfortable seating and advanced technological equipment to ensure a successful meeting.

We understand how important it is to create a space where business can be conducted effectively, and we strive to provide the best services for you and your team. If you are interested in booking our venue, please let us know.

Best regards,

[Your Name]

Wedding Venues

Dear [Name],

Your big day is one of the most special moments in your life, and you deserve to celebrate in a beautiful and elegant venue. That’s why I would like to recommend [Hotel Name] as your wedding venue. Our hotel offers a picturesque location, stunning architecture, and an experienced team to create the perfect wedding.

From intimate ceremonies to grand receptions, we ensure that every detail is taken care of. Our team will work with you to create a wedding that reflects your personal style and vision.

We would love to be a part of your special day, so please reach out to us if you are interested.

Warm regards,

[Your Name]

Family Getaways

Dear [Name],

Looking for a fun and memorable family vacation? Look no further than [Hotel Name]. Our hotel offers a variety of activities for families, including a swimming pool, children’s play area, and game room. Plus, with our convenient location in the heart of [location], there are endless opportunities for you and your family to explore the city.

We take pride in creating family-friendly accommodations to ensure that our guests have a comfortable and enjoyable stay. From spacious rooms to delicious meals, we’ve got you covered.

So why wait? Book your family getaway with us today!


[Your Name]

Honeymoon Packages

Dear [Name],

Congratulations on your recent marriage! To celebrate this special occasion, why not treat yourselves to a luxurious honeymoon package at [Hotel Name]. Our hotel offers various honeymoon packages, including romantic dinners, spa treatments, and scenic tours.

We understand how important it is to create unforgettable memories during your honeymoon, and we strive to exceed your expectations. Our team is dedicated to providing the best services to make your honeymoon a dream come true.

If you’re interested in booking our honeymoon packages, please reach out to us.

Best wishes,

[Your Name]

Bachelorette Party Weekend

Dear [Name],

Planning a fun-filled bachelorette party weekend for your closest friends? Look no further than [Hotel Name]. Our hotel offers stylish accommodations, delicious meals, and a variety of activities for you and your friends to enjoy.

We understand how important it is to create a memorable event for the bride-to-be, and we are dedicated to providing the best services to make your weekend a success. From spa treatments to shopping excursions, there’s something for everyone at our hotel.

We would love to help you plan the perfect bachelorette party, so please let us know if you’re interested.


[Your Name]

Business Travel Accommodations

Dear [Name],

As a business traveler, your time is valuable, and you need a comfortable and convenient place to stay. That’s why I would like to recommend [Hotel Name] for your upcoming trips. Our hotel offers luxurious accommodations, seamless check-in and check-out, and advanced technological amenities to ensure that your stay is hassle-free.

We understand the importance of a good night’s sleep and a productive work environment, and we strive to provide the best services to our business travelers.

If you’re interested in booking with us, please let us know. We look forward to having you as our guest.

Best regards,

[Your Name]

Staycation Packages

Dear [Name],

Are you in need of a relaxing staycation? Look no further than [Hotel Name]. Our hotel offers various staycation packages, including spa treatments, rooftop dining experiences, and fitness center access.

Our goal is to create a peaceful and rejuvenating environment for our guests, and we take pride in providing the best services to ensure maximum relaxation.

If you’re interested in booking with us, please let us know. We would love to have you as our guest.

Warm regards,

[Your Name]

Mastering the Art of Hotel Prospecting Emails

Prospecting emails are an essential part of any hotelier’s sales and marketing strategy. They help you build relations with potential clients and generate leads for future business. However, crafting the perfect email that not only catches the reader’s attention but also conveys your message effectively can be challenging. Here are a few tips to help you level-up your hotel prospecting emails:

Personalize your Emails

Creating a personalized email is a must if you want your email to stand out and get a response. Begin by addressing the recipient by their name, and if possible, mention their latest transaction or interaction with your brand. For example, “Dear (Name), I hope the (hotel service) you received during your stay with us last month left a positive impression.” This shows that you recognize them as an individual, and not just another potential client.

Create Compelling Subject Lines

The subject line is the first thing the recipient will see, and it can determine whether they will open the email or not. So, make sure it is enticing and compelling. A good subject line is concise, clear, and directly relates to the recipient and what you can offer them. Avoid using generic or spammy-sounding subject lines because they will likely be marked as spam or ignored.

Keep it Short and Simple

Your email should be simple, straightforward, and easy to read. Most people get plenty of emails a day, and they won’t spend much time reading an email that doesn’t look interesting or useful. Be respectful of their time by keeping your message short, using bullet points, and avoiding long blocks of text.

Highlight the Benefits

What can you offer the recipient that sets your hotel apart from the competition? Highlight the benefits of your location, amenities, services, and previous customer experiences. Make sure to include credible third-party reviews and ratings if possible that can support your claims.

End with a Strong Call-To-Action

Have a clear call-to-action that encourages the recipient to take action or respond. Make sure to include specific details like dates, times, and any other relevant information. You can also offer a special promotion or discount to incentivize them to act quickly.

By following these tips, you can write effective and personalized prospecting emails that get results. Remember, each email you send out is an opportunity to build a relationship with a potential client and generate new business, so make sure to put your best foot forward.

FAQs related to sample prospecting email for hotels

What should be the subject line of a prospecting email for hotels?

The subject line should be short, catchy, and relevant to catch the hotelier’s attention. For instance, “How to increase your hotel’s bookings by 30%” or “New marketing strategy for hotels” can be some of the subject lines that are successful.

How long should a prospecting email be?

A prospecting email for hotels should be clear and concise, containing all the necessary information in the first two paragraphs. The email should not exceed 200-250 words, as it may lose the reader’s interest.

How can a hotelier be convinced to open and read a prospecting email?

The email should start with a personalized salutation and quickly get to the point, explaining the benefits for their hotel. Including an interesting stat or a successful case study can also capture their attention.

What information should a prospecting email for hotels include?

It should include a brief introduction, a problem statement that the recipient may be facing, a solution to that problem, statistics or testimonials to back up the solution, and a call to action.

What should be the tone of a prospecting email?

The tone should be professional but conversational, friendly yet informative, and persuasive enough to convince the reader to take the next step. Avoid using jargon or complex language, as it can make it difficult for the reader to understand.

Should images or videos be included in a prospecting email for hotels?

Yes, adding relevant visuals can increase the chances of the email being read. Adding embedded videos or images can also help the hotelier better understand the message you are trying to convey.

What are the best times to send a prospecting email to hotels?

The best days to send an email are either Tuesday or Wednesday, as most people tend to be busy on Mondays and Fridays, respectively. The best time to send an email is early in the morning, around 8 to 9 a.m. The second-best time is around 1 to 2 p.m., after lunch.

How many follow-up emails should be sent?

It depends on the consistency of the hotelier’s response to the initial email. If there is no reply to the initial email, two to three follow-up emails can be sent in a span of two weeks. However, it is essential to avoid spamming the hotelier’s inbox with too many emails.

What is the ideal call-to-action in a prospecting email for hotels?

The ideal call-to-action should be straightforward, specific, and encourage the hotelier to take immediate action. It should also be tied to a benefit they would receive by taking the necessary step. For instance, “Book a free consultation with us” or “Sign up for a free trial” can be good examples of call-to-actions.

Thanks for Checking Out Our Sample Prospecting Email for Hotels!

We hope you found this article helpful and gained some insight into how to craft your own compelling emails to target hotels. Don’t forget to visit our website for more useful tips and tricks on email marketing and sales strategies. We’re always updating our content, so be sure to check back often. If you have any questions or comments, feel free to reach out to us anytime. Thanks again for reading!