What is a hotel booking confirmation email?

A booking confirmation email is an electronic message sent by the hotelier to ensure guests that their room reservation has been accepted. The confirmation email for a hotel reservation is critical and should be sent straight after a guest completes their booking.

The instantaneousness speaks to the main purpose of the email – to reassure the guest that they will get what they’ve just paid for. At its most basic, a confirmation email must include the room booked, the dates chosen and the price paid.

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What is the purpose of a booking confirmation email for hotels?

A hotel booking confirmation email serves as a record that the guest can easily access in the weeks, days and hours leading up to check-in. Ideally, it should offer up instructions on when and how to get to your hotel.

Booking confirmation emails should list any extras – breakfast, dinner, parking, late check-out – that they may have added to their reservation. It should tell the guest how they paid and which credit card they pay with.

In short, a hotel booking confirmation email is a record of the booking that is designed to offer the guest peace of mind – though, as we’ll see below, it can be so much more.

In this blog, we’ve got the full guide on booking confirmation emails – their importance, their potential, and how to write a good one.

Why a booking confirmation email is important for hotels

Hotel booking confirmation emails serve a seemingly simple function: to confirm reservations. But to take such a simplistic view of this critical message is to miss out on a wealth of opportunities.

A hotel booking confirmation email can be just as important for the hotel as it is for the guest, as it represents a fantastic opportunity to connect with your guests and show them what your hotel is all about. It’s an opportunity to create a memorable first impression; one that leads to increased guest satisfaction, brand loyalty, and more hotel bookings in the future.

Confirmation emails can also help in a managerial sense. They form a record that can be accessed by both you and your guests, which can bring clarity to reservation changes, cancellations or modifications. Each of these events demands another confirmation email, which again grants your hotel an opportunity to impress.

Parts of a hotel booking confirmation email

What should you include in your hotel reservation email? Here are a few key elements that a good email will include:

Booking details/reservation summary

Having navigated your (hopefully simple and intuitive) online booking process, the email serves as a confirmation of all the most critical booking details, including dates, guests, room type and price.

Booking number

Every confirmation email should feature a reference number that the guest can quote in order to check on the booking and make changes if required.

Hotel information

Where is your hotel? How do guests get there? Where do they park? What are your reception hours? What policies do guests need to know about prior to arrival? 

Check in/out instructions

When can a guest check in, and what do they need to know about the check-in process?

Payment information

The confirmation should list the total price paid, a breakdown of that price including any relevant taxes, and the method of payment including the credit card used.

Additional amenities and services

You should include any additional services that the guest has booked, but you should also take the opportunity to include extras that they may want to include: food and drink, spa sessions, private parking, tours, etc.

Hotel personalisation and branding

It should be immediately clear where the confirmation came from. Showcase your logo and brand colours, and don’t be afraid to show a bit of personality in the copy.

Call to action (CTA)

What would you like your guest to do after reading this email? Now that they’re locked in for a stay, you can take the opportunity to upsell or cross-sell, or to enhance their experience by offering up lead-generation content, like blogs and downloadable guides, about the local area.

Booking confirmation email sample template

Email Subject: Your Booking at [Hotel Name] is Confirmed – Reservation #[Booking Number]

Email Body: Hey there, [Guest Name],

We’re delighted to confirm your booking at [Hotel Name]. Get ready for a fantastic experience because we’re eagerly looking forward to hosting you.

Let’s dive into the details:

We’ve got you covered with Reservation #[Booking Number] for your stay from [Check-in Date] to [Check-out Date]. You’ll find us at [Hotel Address], right in the heart of [City]. Need anything during your stay? Just give us a ring at [Phone Number] or drop us a line at [Email Address].

You can check in any time after 2:00 PM on your arrival date, and check-out is at a leisurely 11:00 AM on your departure day. We’ve received your down payment of [Amount Received], and the final balance of [Amount Due] is due by [Due Date].

Because we want your stay to be absolutely perfect, we’ve included a few extra perks: [List of Services and Amenities]

  • Complimentary breakfast
  • Access to the hotel gym and spa
  • Free roundtrip airport transfers

If you want to take your experiences to the next level, check out these exclusive offers: [List of Upselling and Cross-selling Promotions]

  • Enjoy a 20% discount on spa treatments during your stay.
  • Indulge in our gourmet dining experience with a 3-course meal for two at our award-winning restaurant.
  • Discover the city with a guided tour package – the best way to explore

Snag these upgrades now to ensure the ultimate getaway!

We can hardly wait to welcome you to [Hotel Name]. Please think of us as your home away from home! If you have any questions or special requests, just shoot us a message. We’re here to make your stay unforgettable.

Warmest regards,

[Your Name]
[Your Position]
[Hotel Name]

How to write a booking confirmation email

  • Step 1: List all the information that you’d like your confirmation email to include.
  • Step 2: Create an easy-to-digest layout that has space for all the information you want to include. Ensure that it is branded with your logo and colours.
  • Step 3: Craft a subject line, ensuring it’s less than 60 characters. Work to make it compact and compelling.
  • Step 4: Write body copy that will help the reader navigate the email, and that will get them excited about their stay. Make it more meaningful by inserting a bit of personality and writing it in your brand voice.
  • Step 5: Craft a CTA that compels the reader to act. This is one of the few automated emails that you can almost guarantee the recipient will open, so work to capitalise on that fact.

Hotel reservation confirmation email example

Automating hotel confirmation emails and more with Little Hotelier

Ready to enhance your guest experience? Unlock the power of effective guest communication with hotel confirmation emails that engage, delight and convert. Little Hotelier is an all-in-one booking system that can increase hotel revenue by up to 43%.

You can have everything you need to take reservations on your own hotel website, including email automation. There are five different emails you can use and customise to give guests all the information they need including:

  • Booking Confirmation – Make sure the guest receives their reservation details in a timely manner after they make a booking.
  • Booking Modification – Confirmation details whenever you or a guest needs to make a change to their reservation.
  • Booking Cancellation – A notification to let the guest know their booking has been cancelled.
  • Pre-arrival Message – Let guests know when they’re due to arrive and offer them an opportunity to take advantage of your additional offers.
  • Post-departure Message – A follow-up to thank guests for their stay and ask for feedback on their stay, including submitting a review.

By Dean Elphick

Dean is the Senior Content Marketing Specialist of Little Hotelier, the all-in-one software solution purpose-built to make the lives of small accommodation providers easier. Dean has made writing and creating content his passion for the entirety of his professional life, which includes more than six years at Little Hotelier. Through content, Dean aims to provide education, inspiration, assistance, and, ultimately, value for small accommodation businesses looking to improve the way they run their operations (and live their life).