5 Hotel Pre-Arrival Email Examples That Actually Drive Revenue
8/27/2025
Why Pre-Arrival Emails Matter
Guests are most receptive right after booking and just before arrival. This is when they’re planning their trip, browsing the area, and thinking about how to make their stay smoother. Hit that window with clear, valuable emails and you’ll turn ordinary bookings into higher-value stays.
Example 1: Paid Parking & Directions
Subject line: “Your trip made easy – reserve parking now 🚗”
Simple, practical, and relevant.
Include a map or directions plus a “Reserve parking” button.
Cuts down the dreaded “Where do I park?” calls at reception.
Example 2: Early Check-In / Late Checkout
Subject line: “Arrive early? Stay late? It’s sorted.”
Offer early check-in or late checkout for a modest fee.
Guests love flexibility; housekeeping loves staggered arrivals/departures.
Example 3: Spa & Wellness Slots
Subject line: “Start your stay with a little R&R ✨”
Promote off-peak spa times where you’ve got free capacity.
Let guests book treatments before arrival so your therapists’ schedules are full.
Frame it as a treat: “Unwind as soon as you arrive.”
Example 4: Dining Reservations & Add-Ons
Subject line: “Your table awaits – book dinner now”
Encourage pre-booking of on-site dining.
Suggest upsells like wine pairings or dessert boards.
Helps the kitchen plan inventory and boosts F&B revenue before guests even check in.
Example 5: Local Recommendations + Upsells
Subject line: “Make the most of your weekend in [City]”
Share curated local recommendations (cafés, events, hidden gems).
Add optional upsells like bike rentals, picnic hampers, or guided tours.
Guests see you as helpful, not pushy—and you unlock extra spend.
Best Practices to Remember
Keep subject lines short and benefit-driven.
Use personalisation: guest name, stay dates, room type.
Mix value (info, tips) with offers (upsells). Pure sales emails flop.
Always brand the email to look like you, not a generic template.
Final Word
Pre-arrival emails aren’t spam—they’re a service. They reduce guest anxiety, answer FAQs before they’re asked, and open the door for meaningful upsells. Get the timing right, and these emails pay for themselves within days.