Engage your Guests: 5 Free Email Templates for Hotels

the list goes on. On top of that, they need to create unforgettable experiences for their guests.

That’s where email marketing steps in. It helps hotels build lasting relationships that aren’t limited to transactions. Imagine a guest booking a room or apartment at your property. Within minutes, they receive a confirmation email—not just a receipt, but a warm welcome note with tips for their stay. This simple touch marks the beginning of the customer’s journey with you.

A week before their arrival, they get another email with a carefully curated list of must-visit attractions nearby. The journey won’t end on check out either since you’ll send a post-visit email to thank them and perhaps entice them to return with an exclusive discount.

Creating such an email series might sound like extra effort and resources you can’t afford. But with the right free hotel email templates, you’ll engage guests at every step of their journey in a budget-friendly way. In this post, we’ve gathered five ready-to-use templates to incorporate in your hotel email marketing strategy—and key takeaways from each.

1.    The Promotional Newsletter

Turning one-time visitors into repeat guests starts with frequent communication. And you can achieve that through a weekly or monthly promotional email newsletter.

Hotel newsletters are essential to an effective hotel email marketing strategy, keeping subscribers engaged regularly. To build your own newsletter, first, decide on a sending frequency. Then, it’s all about consistency. Guest nurturing comes from adding value with every communication.

Therefore, promotional newsletters go beyond one-time bookings or seasonal offers. Consider things like sharing facility upgrades, new services, or booking options. You could recommend different types of activities and attractions during their stay too. This kind of information shows guests you offer an experience rather than another stay. Which, in turn, will prompt them to return, stay longer, or pick a costlier holiday package. 

Key takeaways from Moosend’s hotel promotional newsletter template:

• Simple email design with distinct sections addressing different guest needs
• Ample white space that helps readers focus on the key points
• Prominent CTAs combined with compelling images inviting recipients to imagine themselves there
• Bold social media icons used to engage subscribers in multiple touch points

2.    The Booking Confirmation Email

After booking a room in a hotel, resort, or guest house, customers expect a booking confirmation email to land in their inbox. It’s how they know their reservation has been processed and how they confirm its details.

Having this kind of email template in place allows you to deliver booking details easily and quickly. And you don’t just save time from creating the email from scratch. With this strategy, you reduce potential frustration. Therefore, you save time for your support team that they’d spend answering relevant queries.

Also, using a pre-made booking confirmation template makes it easier to add any extra information beyond the anticipated details.

Here are some of the key information to include in this campaign:

• The name of the guest and the booking confirmation number
• The check-in and check-out dates and times
• The type of the room and what the selected package includes
• Directions to the property, ideally considering different means of transportation
• Specific instructions related to their stay like pet policies
• Any additional information they’d find useful like services offered at your property

Key takeaways from Amadeus Hospitality’ hotel booking confirmation template:

• Single-column layout that’s centered around the booking confirmation details
• A clever black and white combination that catches the subscriber’s eye
• Readable with short sentences and just a few visual elements to display the hotel’s top amenities and services
• The inclusion of other key hotel information, such as cancellation and non-smoking policies

3.    The Post-Visit Email

Most of the time, it’s easier to bring guests back than to attract new ones. This is why post-visit emails are essential for customer loyalty. The first step includes sending a follow-up email to visitors who have recently checked out.

Thank them for trusting you, but don’t limit this type of campaign to expressing gratitude.

Post-visit emails are an invaluable opportunity to collect feedback from visitors. Customer reviews allow you to understand how to improve your hotel operations. Also, potential guests can understand how your customers experienced their stay and why they recommend your hotel.

Through your post-visit emails, encourage readers to leave a review or answer a survey. If you find that subscribers hesitate to do so, consider offering small incentives like a discount on their next visit.

You shouldn’t stop there, though. To make more of post-stay emails, personalize the content to reinforce the connection with guests. If this was their first stay at your hotel, give them a discount on the next visit. But if they’re repeat customers, it’s preferrable to invite them to join your loyalty program and enjoy exclusive offers and rewards.

Source

Key takeaways from Amadeus Hospitality’s hotel post-visit template:

• Minimalistic design including just the necessary components
• The eye-soothing colors and the lack of long chunks of text
• The email copy that highlights how the people behind the brand equally enjoyed having readers as guests
• The actionable CTA inviting users to take the survey while the word “quick” reassures them it won’t take long

4. The Loyalty Program Invitation Email

How can hotels turn one-time guests into loyal and repeat customers? The answer lies in an effective customer loyalty program. You can spread the world about it in your welcome email or your post-visit campaign as discussed above.

Yet, the smarter move is to create a dedicated email, sharing all your loyalty program details. It all comes down to answering this question: “What will I gain if I join?” To convince readers to become loyalty program members, you’ll have to show them the privileges they’ll get.

The most common is rewarding guests with loyalty points for every stay, which they can redeem for room upgrades, extra nights, or free services. Customers also enjoy benefits like early check-in and late check-out that match their unique accommodation needs. Alternatively, provide access to events or activities like tickets to a water park during summer.

You can also introduce a referral program where customers earn something, e.g., a discount, every time they recommend your property to a friend.

If your loyalty members are also past guests, you can analyze their patterns and habits to personalize their rewards. For instance, if a guest keeps coming back to your hotel on a special occasion like Valentine’s Day, why not offer them a complimentary in-room dining experience? Guests appreciate this personalized touch which can motivate them to join your loyalty program.

Key takeaways from Stripo’s referral email footer template:

• The clever way to introduce a referral program through a visually appealing email footer
• Action-oriented email copy that clearly mentions what customers get in return for each referral
• The offer is front and center and the lack of extra elements prevents readers from getting distracted
• The focus on sharing experiences with friends which enhances a sense of belonging and giving

5. The Booking Cancellation Email

In a hotelier’s mind, cancellation might be the worst-case scenario. However, it’s one they should be prepared for. When sending a booking cancellation email, include data like the guest’s name and reservation dates. Also, don’t forget to mention any cancellation policy and potential fees for transparency and credibility reasons.

Since this is usually a transactional email, a simple and professional design will do the trick. You could even opt for the good old classic plain text email where readers can easily check key information without distractions.

It’s not like this hotel campaign is without revenue opportunities, though. Once you ensure your subscribers have all the information required, it’s time to offer options for them to reschedule their visit.

By using tempting incentives and powerful email copy in this email template for hotels, you can have them rethink their decision.

Send a limited-time discount or an exclusive offer on the initial booking. Another option is to add an in-house extra service. Think of free meals in your restaurant, spa treatments in your wellness center, or guided tours of a local attraction. Anything goes as long as it matches their preferences, and you make it time-sensitive to urge them to act quickly.

Key takeaways from our booking cancellation email:

• The warm and welcoming yet professional tone
• All the reservation details are available right from the start
• An exclusive discount and the corresponding expiration date
• Service-oriented email copy, showcasing the brand’s availability to reschedule the recipient’s stay without hassle

The Art of Segmented Hotel Emails

Inspiring free hotel email templates are essential tools in every hotelier’s marketing arsenal. But to make them more targeted, you should keep track of your guests’ preferences and habits and create email content that resonates. Customize them in a way that urges readers to make a booking, act on an offer, or visit your blog for travel-related advice.

For instance, be mindful of their time zone or family needs. That way, your emails will land in their inbox when they’re most likely to open and read it. Also, while it’s important to keep in touch with subscribers regularly, don’t send emails too often just for the sake of it. You risk having the opposite effect and disengaging them.

Effective segmentation should include parameters like the recipient’s location, purchasing behavior, room and amenities preferences, etc. As you continue gathering valuable audience data, you can expand and refine your segmentation to further personalize each campaign. The key is to offer guests consistent value by delivering email content that caters to them personally – rather than just driving hotel revenue.

Inspirational free hotel email templates form the cornerstone of your email marketing strategy. However, to elevate their impact:

1. Segment Your Audience: Track guest preferences—room types, travel frequency, special occasions—and deliver content that resonates with each segment.
2. Mind the Timing: Send campaigns when subscribers are most likely to open (considering time zones and typical travel planning windows).
3. Don’t Over-Communicate: Bombarding inboxes leads to unsubscribes. Maintain a balance between staying on guests’ radar and respecting their boundaries.
4. Leverage Family or Business Data: If you know a guest travels with family or for business, tailor your messaging to highlight relevant amenities or offers (e.g., family suites, corporate rates).
5. Stay GDPR-Compliant: For EU or UK guests, always include an unsubscribe link and clear opt-in methods. Guests appreciate transparency and the ability to control their email preferences.

---

Integrating Email Strategy With Hotel Operations

Beyond simply sending emails, align your marketing with your operational workflow. Here’s how:

• Property Management System (PMS) Sync
  Automate triggers for confirmation, reminder, and post-visit emails directly from your PMS or booking engine, saving time and minimising human error.
• CRM Integration
  Track guest interactions, preferences, and feedback in your CRM. Use those insights to enhance segmentation and tailor offers even further.
• Mobile-Friendly Designs
  Today’s travellers often read emails on their smartphones. Ensure all templates are responsive and quick to load on mobile devices.
• Measure KPIs
  Keep an eye on open rates, click-through rates (CTRs), bookings, and revenue generated from email campaigns. Adjust your content, scheduling, or segmentation based on these insights.

---

Final Thoughts: Personalise, Automate, and Thrive

Email marketing for hotels is about more than promotional blasts—it’s about building lasting guest relationships. By leveraging free, ready-to-use templates for essential touchpoints—promotions, confirmations, post-stay follow-ups, loyalty invitations, and even cancellations—you’ll provide a consistent and rewarding experience that can set you apart in a crowded market.

Remember: The ultimate key to success is personalisation. From the moment guests book until after they’ve left, use segmented data and thoughtful communication to show genuine care and understanding of their needs. By doing so, you’ll not only encourage them to return but also spark word-of-mouth recommendations—driving more bookings in the long run.

---

Interested in Taking Your Hotel’s Marketing to the Next Level?

• Contact ProfileTree: Our team specialises in digital marketing solutions, website development, and automated email workflows that seamlessly integrate with hotel property management systems.
• Explore Our Blog: For more advice on boosting guest engagement and improving online visibility, visit our in-depth articles on SEO, social media marketing, and AI-driven strategies for the hospitality sector.
• Free Consultation: Need tailored guidance? Reach out to schedule a free consultation on optimising your hotel’s email marketing strategy, ensuring every template is part of a cohesive, high-converting marketing funnel.

With the right blend of effective email templates, segmentation, and operational alignment, your hotel can deliver memorable experiences that keep guests coming back—time after time.