Pre Arrival Letter / Pre Stay Letter Format Send to Hotel Guests

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Sample Pre Arrival Letter Format to Hotel Guests

A personalized pre-arrival letter or ‘See you Soon letter’ is emailed to the guest before the guest’s arrival. Such types of letters are normally sent a few days or weeks before their expected arrival at the hotel.

Nowadays hotels and resorts have the option to send automated emailers/letters as per the predefined format, set number of days, etc. configured on their hotel software or PMS. For example, you can send a pre-stay or greeting letter 4 to 7 days before the client’s arrival date to welcome him/her at your hotel.

The pre-stay letter allows you to remind the client about the hotel reservation and sell extra services if desired. Below you can find a couple of sample templates for pre-arrival or see you soon or pre-stay letters which can be used for your hotel and resorts. 


Pre-Arrival Letter Format Sample 1

Dear [Salutation FirstName LastName],

Thank you for choosing [Hotel Name] for your next stay in [City Name].

It is indeed a great pleasure to welcome you to our hotel. We look forward to turning your trip into a truly memorable experience. Since your arrival is just a few days away, we would like to reconfirm your reservation and share some useful travel tips with you.

Your Stay:

Reservation No: 123456

Arrival Date: 12/08/2019

Departure Date: 18/08/2019

Room Type: Deluxe

Deposit Description: A $100 deposit bond or pre-authority is required at check-in. Payable via cash or card. Your deposit bond balance is refundable at checkout on finalizing your account (Credit card pre-authority refunds may take up to 7 days for your bank to process.)

A valid form of identification must be shown at the time of check-in.

A 1% transaction fee is applicable for all credit cards. We accept Visa, MasterCard, Amex, and Diners.

Our Services:

We strive to provide the best facilities and the most personalized service so that our guests can make the most of their stay.

At [Hotel Name] we offer the following services for our guests:

  • Complimentary WIFI Internet connection in all rooms and public areas.
  •  Complimentary access to Gym and Swimming Pool.
  •  Guest Laundry
  •  Complimentary secure parking
  •  Daily housekeeping
  •  We start our check-in process at 2 p.m. Should you require an early check-in, please feel free to contact us directly and we will do our best to accommodate your needs.
  •  Reception is open 24 hours.

How to reach us:

Full directions to get here from the airport and railway station are listed on our website

[Insert Link to the Map]

Weather in [Hotel City]:

For the weather forecast, we recommend consulting

Discover [Hotel City]:

Visit [Mention Hotel Website / Local attractions Page] to get information on local attractions, news, and what’s going on in the city

Public transportation:

At [Your Hotel Name ]you will be able to purchase (public transportation cards).

We are at your service:

Sometimes the smallest things can make the biggest difference. If there is anything our team can do to make your stay more comfortable, help you get things done, or just generally have a better day – please don’t hesitate to contact us.

Call us: + 123 456 789

Email us:

We look forward to seeing you soon,

Kind regards,

Your [Hotel Name] Team


Pre-Arrival Letter Format Sample 2



Thank you for choosing the [HOTEL NAME] for your upcoming stay in [CITY NAME]. We appreciate your patronage and wish to provide you with the tools to make your stay perfect.

We have created your private itinerary based on your trip information and invite you to explore it for the current weather conditions, travel tips, photos, and what to do and bring to make your stay more enjoyable.

Below are your confirmation details:

Arriving: 18/04/2019

Departing: 21/04/2019

Room Type: Seaview Villa

Adults: 2

Kids: 1

Please explore our facilities mentioned below:
Hotel Pre Arrival Letter - Facilities


T +123 456 789
F +123 456 789


Pre-Arrival Letter Format Sample 3

Hey there,

Our team can’t wait to welcome you to [Hotel Name]! Before you get here on [Arrival Date], we would like to reconfirm your reservation and share some useful travel tips with you.

Your Stay:

Reservation No: 123456

Arrival Date: 12/08/2019

Departure Date: 18/08/2019

Room Type: Deluxe

Airport Pick up:

If you need an airport pick up then, please let us know in advance and share your flight details.

Can We Help you?:

Please let us know if we can prearrange anything for your trip. Transport, early check-in, special requests, questions… just let us know!

Call us at +123 456 789 or email

Looking forward to welcoming you!

Front Desk Team


Pre-Arrival Letter Format Sample 4 

Dear [Guest Name],

We are delighted that you have selected our hotel!

On behalf of the entire team, We are looking forward to your arrival on 19-04-2019.

Please don’t hesitate to contact us for any additional requests.

Yours Sincerely,

General Manager


Pre-Arrival Letter Format Sample 5

Dear [Guest Name],

We are looking forward to welcoming you to [Hotel Name]. We would like to do whatever we can to assist in making your stay as memorable as possible.

Please do not hesitate to let us know if we can be of assistance in making any special preparations before your arrival. We can arrange a dinner reservation, bus tours, and local activities. Remember to check our website [] to find out about events, make dining reservations, book activities, and spa treatments, or arrange sightseeing trips, and also to get helpful travel tips including current weather conditions, etc.

We look forward to welcoming you personally.

The Guest Relations Team.

[Hotel Cloud Air]

T +123 456 789

F +123 456 789


Pre-Arrival Letter Format Sample 6

Dear [Guest Name],

I hope you are looking forward to your trip to [City Name] and [Hotel Name].

Our Team will be delighted to assist you with any arrangements such as transportation to the hotel, theatre tickets, and restaurant bookings throughout your stay.

[Visit our Hotel Concierge Page]

Please do not hesitate to contact us with any requests or questions before arrival. We are looking forward to welcoming you and making your stay memorable.

The [Hotel Name] Team.


Pre-Arrival Letter Format Sample 7 

Dear [Guest Name],

Your reservation 123456 at [Hotel Name] and [City Name] begins soon.

We look forward to your arrival and would like to share some information to help you prepare for your visit.

Please let us know how we can help make your stay comfortable and productive.

Your Reservation Details:

Reservation No: 123456
Arrival Date: 19-04-2019
Departure Date: 20-04-2019
Adults / Kids: 2 / 1

[Hotel Name]

Pre-Arrival Letter / Pre-Stay Letter Format SMS

A pre-arrival letter or pre-stay letter is a communication sent to guests before their scheduled arrival at a hotel or accommodation. This type of communication is a way to provide guests with important information, welcome them, and ensure a smooth check-in process. Here’s a sample format for a pre-arrival letter, which could be adapted for an SMS (Short Message Service) format:

Dear [Guest’s Name],

We are delighted to welcome you to [Hotel/Resort Name]! Your upcoming stay is important to us, and we want to ensure that you have a seamless and enjoyable experience. Please find below some important information:

Arrival Date: [Date] Departure Date: [Date]

Reservation Details:

  • Confirmation Number: [123456]
  • Room Type: [Room Type]
  • Special Requests: [Any specific requests]

Check-In Information:

  • Check-in time is from [Check-in Time], and our front desk staff will be ready to assist you.
  • Should you arrive earlier, we will do our best to accommodate an early check-in based on availability.

Hotel Amenities:

  • [List any notable amenities or services available to the guest]

Contact Information:

  • Should you need any assistance or have specific requests, please contact our front desk at [Front Desk Phone Number].

We look forward to making your stay memorable. Safe travels, and we can’t wait to welcome you to [Hotel/Resort Name]!

Best Regards, The [Hotel/Resort Name] Team

For an SMS format, you may need to condense the information due to character limitations. Here’s a shorter version:

Hi [Guest’s Name]! Welcome to [Hotel Name]! 🌟 Your reservation [123456789] is confirmed for [Date]. Check-in is from [Check-in Time]. Need assistance? Call [Front Desk Phone Number]. We’re excited to host you! Safe travels! 🛫

Remember to customize the letter with specific details related to the guest’s reservation and your hotel’s policies. Additionally, it’s always a good idea to maintain a friendly and welcoming tone in your communication.

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