Your guest’s stay may be over, but your relationship with them doesn’t have to be. A simple, well-timed post-stay email or SMS can make all the difference. It helps keep your hotel top of mind, encourages repeat bookings, and increases the chances of getting positive reviews.
But what should you say? And how can you ensure your messages don’t go unnoticed?
That’s where post-stay message templates come in. Whether you want to say a quick “thank you,” ask for a review or send a special offer, having a structured approach makes guest communication effortless and effective.
Let’s dive into the best practices and ready-to-use post-stay email templates to help you craft the perfect post-stay emails and SMS messages.
Why Post-Stay Communication Matters
Post-stay messages have a real impact on your hotel’s success. Here’s why they matter:
- Encourages repeat bookings – A small incentive can turn one-time visitors into loyal guests.
- Boosts online reviews – A simple request can get more guests to leave feedback on platforms like Google, TripAdvisor, or Booking.com.
- Collects valuable feedback – If something isn’t perfect, a guest is more likely to tell you privately rather than leave a negative public review.
- Upselling opportunities – You can offer special discounts or perks for their next stay.
In short, post-stay communication strengthens the connection between hotels and guests. Now, let’s talk about how to do it right.
Best Practices for Post-Stay Messages
Before we jump into the templates, here are a few must-follow tips to ensure your messages get read (and acted upon):
- Timing is everything – Send an email within 24-48 hours after check-out while the experience is still fresh. SMS messages work best right after check-out or a few hours later.
- Personalization makes a difference – Use the guest’s name and mention details like their stay dates or room type for a personal touch.
- Keep it short & sweet – Guests don’t have time for long messages. Get to the point while keeping it warm and engaging.
- Mobile-friendly is a must – Most guests will read your message on their phone, so make sure it’s easy to read and includes clickable links.
- Always include a clear call-to-action (CTA) – Whether it’s leaving a review, booking a future stay, or joining a loyalty program, tell the guest exactly what to do next.
Post-Stay Email Templates for Hotels
1. Thank You & Review Request Email
💌 Subject: Thank You for Staying with Us! We’d Love Your Feedback
Hi [Guest’s Name],
We loved having you at [Hotel Name] and hope you had a fantastic stay! Your feedback means the world to us. Would you mind sharing your experience on [Review Platform]?
[Leave a Review] (Insert Link)
Thank you again, and we hope to welcome you back soon!
Best regards,
[Your Hotel Name]
📌 Why it works? It’s polite, to the point, and encourages guests to leave a review while their experience is fresh in mind.
2. Loyalty Program Invitation Email
💌 Subject: Let’s Make Your Next Stay Even Better!
Hi [Guest’s Name],
We loved hosting you at [Hotel Name]! As a thank you, we’d like to invite you to our exclusive loyalty program, where you’ll enjoy:
🌟 Exclusive member-only discounts
🌟 Free room upgrades when available
🌟 Early check-in & late check-out perks
Joining is free and takes just a minute:
[Join Now] (Insert Link)
We can’t wait to welcome you back!
Best regards,
[Your Hotel Name]
📌 Why it works? A great way to increase guest retention and encourage direct bookings.
3. Special Offer for Future Stay Email
💌 Subject: A Special Thank You Gift – Just for You!
Hi [Guest’s Name],
We hope you enjoyed your stay at [Hotel Name]! To show our appreciation, here’s an exclusive offer just for you:
🎉 [XX]% off your next stay – valid for the next 6 months!
[Book Now] (Insert Link)
We’d love to welcome you back soon!
Best regards,
[Your Hotel Name]
📌 Why it works? Encourages repeat bookings with a limited-time incentive.
Ready to improve your guest experience?
Post-Stay SMS Templates for Hotels
1. Thank You & Review Request SMS
📲 Hi [Guest’s Name], thanks for staying at [Hotel Name]! We’d love to hear about your experience. Leave a review here: [Review Link]. See you again soon!
📌 Why it works? Quick and easy—ideal for mobile users.
2. Exclusive Discount SMS
📲 Hi [Guest’s Name], we have a special gift for you! Enjoy [XX]% off your next stay at [Hotel Name]. Book now: [Booking Link].
📌 Why it works? Creates urgency while keeping the message short and engaging.
3. VIP Offer SMS
📲 Hi [Guest’s Name], as one of our valued guests, we’d love to offer you a free room upgrade on your next visit! Book now: [Booking Link].
📌 Why it works? Guests love free perks, making them more likely to return.
Automating Post-Stay Communication with DigitalGuest
Crafting and sending personalized post-stay email templates and SMS templates manually can be time-consuming. That’s where DigitalGuest comes in!
With DigitalGuest, hotels can:
- Automate post-stay emails & SMS
- Personalize messages based on guest data
- Send targeted offers & review requests
- Save time while keeping communication engaging & effective
Real Examples from DigitalGuest Customers
Many hotels use DigitalGuest to send timely and effective post-stay messages. Here are two real-world examples:
Schlössle Hotel, Tallinn, Estonia – Immediate Post-Stay Message
Schlössle Hotel takes a proactive approach by sending a post-stay message right after check-out. Their email includes:
- A thank you note expressing appreciation for the guest’s stay.
- A quick feedback request, using a rating scale to gauge guest satisfaction.
- An exclusive offer for their next visit, including a discount code or a complimentary perk like sparkling wine on arrival.
This method ensures that feedback is collected while the experience is still fresh, increasing the chances of responses and potential positive reviews.
Nallikari Holiday Village, Finland – Delayed Post-Stay Message (After 2 Days)
By delaying the message, they allow guests time to settle back home, making them more likely to provide thoughtful and detailed feedback.
Nallikari Holiday Village takes a different approach, sending their post-stay message two days after check-out. Their email includes:
- A polite request for guest feedback, encouraging responses through a dedicated feedback form.
- A TripAdvisor review link, making it easy for guests to leave public feedback.
- An incentive-based approach, where guests who leave feedback are entered into a raffle to win a gift card for future stays.
Both strategies have their strengths, and with DigitalGuest, hotels can customize their post-stay messages to fit their guest engagement strategy best.
Conclusion
Post-stay email templates are a simple yet powerful way to stay connected with guests, boost reviews, and encourage repeat bookings. With the right email and SMS templates, you can ensure every guest leaves with a positive impression—even after check-out.
Ready to take your guest communication to the next level? Let DigitalGuest help you automate and personalize your messages!
