Email marketing still drives bookings for hotels – but let’s be real: 21% average open rates mean 79% of your effort gets buried in inboxes. 😬 Meanwhile, WhatsApp boasts 98% open rates and instant engagement. We’ll show you when to use email, when to switch to WhatsApp (thanks to chatlyn’s WhatsApp Newsletters), and how to make both work harder for you.
15 Hotel Email Examples That Build Relationships
1. Booking Confirmation Email
Why send it: Reduce pre-stay anxiety and upsell services early.
Subject: “Your [Hotel Name] Escape Starts [Date]!”
“Hi [First Name],
Your reservation is confirmed! Check-in: 3 PM. Pro tip: Reply to this email to request early check-in or a spa booking – we’ll make it happen. 🧖♀️
See you soon,
The [Hotel Name] Team”
Upgrade it: Use chatlyn to auto-send a WhatsApp message 24 hours before arrival with digital room keys.
2. Post-Stay Feedback Request
Why send it: Improve your service and show guests you value their opinion.
Subject: “How’d We Do, [First Name]?”
“We’re obsessed with perfection. Rate your stay → [Survey Link] → Get 15% off next time. Deal? 🤝”
Pro Tip: Send via WhatsApp for 3x faster responses using chatlyn’s automation studio.
3. Abandoned Cart Reminder
Why send it: Recover lost bookings with FOMO tactics.
Subject: “Wait! Your [Luxury Suite] Is Still Available…”
“Hi [First Name],
Your cart’s gathering dust! 🕷️ Complete your booking in 2 clicks and we’ll throw in free parking. 🚗
[Book Now Button]”
4. Loyalty Program Update
Why send it: Turn repeat guests into VIPs who book direct.
Subject: “New Perks Unlocked: Your [Hotel Name] Rewards”
“You’re now Gold Tier! 🥇 Enjoy free breakfast, late checkouts, and a surprise room upgrade on your next stay. Treat yourself → [Booking Link]”
5. Welcome Email
Why send it: Make a great first impression and incentivize new subscribers to book.
Subject: “Welcome to [Hotel Name] – Here’s a Gift! 🏖️”
“Hi [First Name],
Thanks for joining our family! As a welcome treat, snag 10% off your first stay. Ready to relax by the pool or explore local hotspots?
[Book Now]
Cheers,
The [Hotel Name] Team”
Pro Tip: Use chatlyn’s automation to send an instant WhatsApp welcome as soon as someone subscribes.
6. Hotel Events Email
Why send it: Showcase upcoming events and boost event-related bookings.
Subject: “Big Events Alert: Don’t Miss [City’s] Best Shows!”
“Hey [First Name],
Planning a trip? Mark your calendar for these can’t-miss happenings near [Hotel Name]:
• Food & Wine Festival (Oct 10) 🍷
• Live Jazz Fridays (All Month) 🎷
Stay with us and be right in the heart of the fun!
[Grab Your Room Now]”
Upgrade it: Embed a short video teaser or highlight reel to spark curiosity.
7. Special Offers Email
Why send it: Urgency + exclusive deals = instant bookings.
Subject: “Flash Sale! [Hotel Name] Deals Inside…”
“Hi [First Name],
Book this week and enjoy 15% off weekend stays or a complimentary breakfast upgrade. Hurry—offer ends soon!
[Book Now and Save]”
Pro Tip: Add a countdown timer for that extra FOMO effect.
8. VIP Email
Why send it: Reward loyal guests and keep them coming back.
Subject: “[First Name], Your VIP Status Awaits!”
“Hello [First Name],
We love having you around. Enjoy 20% off your next stay—just use code VIP20 at checkout. Ready for your well-deserved getaway?
[Claim Your VIP Offer]”
Upgrade it: Send a personalized WhatsApp message with a unique promo code for easy redemption.
9. Visual “Sneak Peek” Email
Why send it: Entice potential guests who haven’t completed their booking yet.
Subject: “[First Name], Peek Inside Your Future Getaway! 🌅”
“Still on the fence? Here’s a taste of [Hotel Name]:
• Stunning ocean views
• Luxurious spa & rooftop pool
• Cozy suites with room service 🍽️
Ready to seal the deal?
[Complete Your Booking Now]”
Pro Tip: Use GIFs or short videos showcasing your best amenities.
10. Seasonal Promotion Email
Why send it: Leverage holidays or seasonal events for additional bookings.
Subject: “Holiday Fun at [Hotel Name]: Special Rates Inside!”
“Hey [First Name],
Celebrate the season with our festive package:
• Holiday-themed events
• Exclusive discounted rates
Don’t miss out—spots are filling fast!
[Book Your Holiday Getaway]”
Upgrade it: Share a festive WhatsApp greeting and direct booking link with chatlyn.
11. Anniversary Email
Why send it: Invite past guests back by celebrating the anniversary of their stay.
Subject: “A Year Ago You Visited Us…Time to Come Back?”
“Hi [First Name],
It’s been a year since your last stay! To celebrate, enjoy 15% off if you book this month. Ready for a nostalgic escape?
[Book Now and Relive the Memories]”
Pro Tip: Reference a highlight from their last visit (e.g. “We know you loved our spa!”) for a personal touch.
12. Referral Program Email
Why send it: Turn happy guests into brand ambassadors.
Subject: “Share [Hotel Name], Earn Rewards!”
“Hello [First Name],
Love your stays with us? Refer a friend and you’ll both get $50 off your next booking. Spread the word, and let’s create more happy memories!
[Refer Now]”
Upgrade it: Include one-click share buttons for WhatsApp or social media.
13. Celebration Email (Birthdays, Special Occasions)
Why send it: Delight guests on their special day with a personal touch.
Subject: “Happy Birthday, [First Name]! 🎉 A Surprise Awaits…”
“Dear [First Name],
It’s your special day! Enjoy a complimentary room upgrade or a bottle of champagne on your next stay. 🍾
Wishing you all the best,
The [Hotel Name] Team”
Pro Tip: Automate birthday triggers with chatlyn to never miss a guest’s big day.
14. Re-engagement Email
Why send it: Win back inactive subscribers with an attractive offer.
Subject: “[First Name], We Miss You! Here’s 20% Off…”
“Hello [First Name],
It’s been a while since we’ve seen you. Come back and enjoy 20% off your next stay. We’ve added new amenities you’ll love!
[Re-Book Your Stay]”
Upgrade it: Sweeten the deal with a VIP welcome amenity if they book within 48 hours.
15. Post-Stay Follow-Up (Beyond Feedback)
Why send it: Thank guests and gently nudge them to return soon.
Subject: “Thanks for Staying! Let’s Do It Again?”
“Hi [First Name],
We loved hosting you! Enjoy 15% off if you book again within 30 days. Ready for more seaside sunsets or gourmet dining? 🌅
[Book Again Now]”
Pro Tip: Automate a follow-up WhatsApp message two days post-checkout to stay top-of-mind.
16. Surprise and Delight Email
Why send it: Strengthen loyalty by gifting unexpected perks.
Subject: “A Little Surprise for You, [First Name]! 🎁”
“Hello [First Name],
Because we appreciate you, enjoy a complimentary spa treatment on your next stay. We can’t wait to pamper you again!
[Claim Your Surprise]”
Upgrade it: Send a short personalized video from your spa team via chatlyn’s automation.
17. Travel Tips Email
Why send it: Position your hotel as a helpful resource for travelers.
Subject: “Your Cheat Sheet to [Destination]: Must-See Spots 🗺️”
“Hey [First Name],
Planning a trip? Don’t miss:
1. Hidden rooftop bars
2. Scenic hiking trails
3. Local street markets 🌮
Discover more when you stay at [Hotel Name]!
[Plan Your Adventure]”
Pro Tip: Provide a custom Google Map link highlighting your insider recommendations.
18. Community Engagement Email
Why send it: Highlight your local involvement and invite guests to participate.
Subject: “Join [Hotel Name] at [Local Event] – You’re Invited!”
“Hi [First Name],
We’re proud to support [Event Name] on [Date]. Come hang with us and the community—let’s make a difference together! 💗
[Learn More]”
Upgrade it: Go live on social media to let remote guests be part of the fun.
19. Seasonal Theme Email
Why send it: Spark excitement around holiday or seasonal festivities.
Subject: “Celebrate [Season/Holiday] with Us – Limited-Time Packages!”
“Dear [First Name],
Embrace the [Season/Holiday] spirit! We’ve got festive décor, themed cocktails, and exclusive packages waiting for you.
[Book Your Seasonal Stay]”
Pro Tip: Send countdown emails leading up to the holiday for maximum engagement.
20. Virtual Tour Invitation
Why send it: Let potential guests explore your hotel remotely.
Subject: “Explore [Hotel Name] from Your Couch! 🏠”
“Hi [First Name],
Curious about our newly renovated suites or spa? Take our virtual tour and see it all before you arrive.
[Start Your Tour Now]”
Upgrade it: Offer a live virtual walkthrough with a staff member via chatlyn for personal Q&A.
When to Ditch Email for WhatsApp Automation
Use email for: Legal updates, newsletters, long-form offers.
Switch to WhatsApp Automation via chatlyn for:
- 📲 Pre-arrival upsells (“Want to pre-book a sunset couples’ massage?”)
- 📲 Instant surveys (“Tap 😃/😐/😞 to rate your check-in”)
- 📲 Post-stay re-engagement (“Miss us? Here’s $50 off 🌟”)
How chatlyn Makes This Effortless
Connect your PMS to chatlyn’s Automation Studio to:
- Auto-send WhatsApp messages at every guest journey stage
- Sync guest data (no manual spreadsheets!)
- Track revenue from upsells triggered by automated messages
The Bottom Line
Use email for evergreen content, but leverage WhatsApp for time-sensitive, high-impact messaging. With chatlyn, you can automate both channels while focusing on what matters: creating guest experiences worth raving about. 🏆