Email Automations For Your PMS/Channel Manager (Pre and Post Stay)

Below are 7 emails you can copy-paste-amend and add to your email automation on your PMS that has a rule-based system setup. (i.e Bookalet, Eviivo or Supercontrol)

 

When you have set these up, please feel free to share what you have done in the Boostly Academy Facebook Group

Confirmation Email At The Point Of Booking. 

(Note: This goes out via your PMS and not on Booking com, or the OTAS)

 

Hi {{ name_of_booker }},

 

We wanted to personally reach out to you and thank you for booking your stay with us at {{NAME OF BUSINESS}}.

 

You have booked for {{ number_of_nights }} nights, your arrival date is{{ arrival_date }} and the total cost of your stay is {{ total_cost }}

 

If you would like to change any of the above, please let us know ASAP by calling {{PHONE NUMBER}}.

 

Please read the important information about your check-in time below.

 

If you booked directly with us (Email, Our Website or Phone Call) your check-in time is anytime after {{INSERT TIME}}

 

If you have booked your stay with us via a third party (e.g Booking. Com, Airbnb or Expedia) your check-in time is after {{INSERT LATER TIME}}

 

If you would like to request an earlier check-in time, please phone us directly on {{PHONE NUMBER}}.

 

If you have any other questions about your stay reply to this email and we will help you as best as we can.

 

Regards

[[Your Name]]

{{Your Business}}

 

 

Email 1 – 24 hours after The Booking Arrives –  Rapport Building

 

Subject Line Options: 

 

You’ve only gone and done it haven’t you.

Congratulations – Your stay with us is OFFICIAL

Now, you have something else to look forward to

 

Hey / Hi / Local Language/ Congratulations (Guest Name)

 

I’m pleased to say you’re officially booked in at (Venue)

 

 I promise, like all our guests, I/we always try to go above and beyond to make it a  memorable and enjoyable stay.

 

Just a heads up, we also do things a little differently at (Venue).

 

We’ll / I’ll be in contact a couple more times before you arrive just to make sure your stay goes without a hitch and with a few suggestions of the most exciting and interesting things to do in and around (Area) even a couple of personal recommendations of the best places to eat and drink.

 

Don’t worry, if you’ve been here before or already have your trip planned out feel free to ignore me.

(But, I’ll try and slip in a little gem nonetheless.)

 

One last thing.

Just a brief introduction (If we’ve not already met of course)

Instruction: Brief intro of who you are. A couple of paragraphs will be perfect. This is to put a face to the name and start building a relationship with your guest.

Example: I’m Paul, and along with my better half, Lindy we’ve run our beautiful cottage in Devon for the last 8 years. And not forgetting our Yorkshire Terrier Max of course.

We fell in love with Devons breathtaking scenery and beaches and I hope when you stay with us you will too.

 

With that, I’ll leave it there.

 

(Guest Name), Chat soon.

 

(Your Name/s)

 

P.S

 

Please note that if you have booked via a third party (Booking com, Airbnb etc) then your Check-In Time is {{INSERT TIME}}. If you would prefer an earlier Check-In Time and also a {INSERT MORE INCENTIVES – OPTIONAL}} then please contact me directly on {{INSERT PHONE NUMBER}} ASAP so we can accommodate this.

 

 

 

Email 2 – 48 hours After Booking – Features Of Property

 

Subject Line Options:

 

Let's have a closer look at (Venue)

What’s waiting for you at (Venue)

Those all important questions answered

 

Hey/Hi/(Local Language) (Guest Name)

 

Told you I’d / We’d be back in touch.

I know, and so soon!

 

Now, if you’re anything like me you would have picked (Venue) after researching quite a few options in the area. 

And rest assured, you’ve made the right choice.

 

Yes, I’ll admit, I’m / we’re a little biased, so I think it’s only fair I prove it to you.

 

If you’ve already stayed with us before then please feel free to skip this email.

 

However,  you never know, there might be a few changes since your last visit so why not have a read just in case.

 

If this is your first time at (Venue) allow me to give you the low down on my top 3 favourites that really stand out for me.

 

Instructions: List your top 3 favourite facilities at your property. Write 1-2 paragraphs on each. This could be anything from the rooms, the location/spa/ pool/restaurant/scenery. Pick what really stands out for you or what receives the best feedback from past guests.

 

Example:

 

• The Crabby Fisherman – This is our onsite eatery where we prepare the daily catch from the local fisherman on the Devonshire Coast. We pride ourselves with having the freshest ingredients in the area which can be enjoyed with delightful wines from our local vineyards or even a cheeky glass of scrumpy cider to wash it down with.

 

Now, these are my personal favourites and I hope by the end of your trip you’ll have your own.

 

Personal Sign off 

(Names/s) 

 

P.S 

 

Just a quick suggestion…

 

While you here why not jump over to our [Facebook/Instagram page] and follow us on there too. 

 

Not only will you be able to see (Venue) in all its glory, you’ll be able to see what our previous valued guest’s experienced and this might even trigger a question you might want to ask before you arrive, for example, Check-In times, Car parking or where to go for something to eat on the day of arrival.

 

 

 

Email 3 – 2/3 Days Before Arrival – Places of Local Interest

 

Subject Line Options:

Not long now…

Your stay at (Venue) is just around the corner

Question: What are you going to do in (Area)?

Your Personal Trip Advisor to (Area)

 

Hi / Hey/ (Local Language) (Guest Name)

 

Your stay at (Venue) is just around the corner.

 

Now, I’m not really sure if you have a ‘plan ahead’ type of personality or more of a last minute, ‘fly by the seat of your pants’ type of traveller?

 

Well, it doesn’t really matter. 

 

Let me throw in a few suggestions on what to do in and around (Area) while you're here just to be on the safe side.

 

Look at it as having it as your own personal Trip Advisor.

 

Instructions: List 3 popular/unknown/underrated attractions in the surrounding areas you believe suits your own properties avatar and what they’d enjoy. Could be anything from walks/hikes/restaurants/ adventure parks, etc. (1-2 sentences on each)

 

I.e. 

 

• If you get a lot of hikers then you can recommend specific trails with the best scenery. 

• If you get couples, maybe a restaurant which has a touch of romance.
• Kids – Kid-focused adventure attractions or parks.

 

Did any of them fit the bill? (I hope so.)

 

Remember (Name), if you’re wondering about any other places you’ve heard of which I haven’t listed above, feel free to let me know on the (Venue) [Facebook Page, Whatsapp Number or email] and I’ll give you the full low down.

 

Well, I’m sure you’ve got a few things to organise before your trip so I’ll leave you to it.

 

See you in a few days.

 

(Name/s)

 

 

 

Day 4 – 24 Hours Before Check-In – Last Minute Check-In and Directions

 

Subject Line Options: 

The time is upon us 

Looking forward to meeting you tomorrow

Any last requests?

(Guest Name), you all packed and ready to go?

 

Hi/ Hey/ (Local Language) (Guest Name)

 

Don’t worry, this is just a quick one.

 

Just wanted to confirm one last time you’ll be arriving tomorrow with us at (Venue).

 

Now, if you're arriving by car then here are the directions to (Venue). (Just in case your GPS decides to play tricks with you or decides to stop working.)

 

Instructions: Directions Or Map to your property.

 

Optional: Or by Taxi…

If this is the usual way guests arrive, give them with instructions on where to get one or a trusted firm who’ll pick them up.

 

I’m sure you’ll get here safe and sound, however, if you have any problems feel free to ring reception on (Number) and we’ll be able to guide you the rest of the way.

 

(Guest Name), Looking forward to meeting you tomorrow.

 

(Name/s)

 

Email 5 – Post Stay Email – Ask for Review.

This is to be sent from 2 hours  – 24 hours after check out 

 

Subject Line Options

 

(Guest Name), So, how was it?

I hope we lived us to expectations…

Safe onward travels

Tell us how was your stay?

 

Hi /Hey/ Local Language (Guest Name)

 

How was your stay? 

 

Did you leave anything behind?

 

Did you get home or to your next stop OK?

 

Well, I’m hoping from our end everything lived up to expectations. 

 

And if it did, we’d love you let us know with some feedback on what really stood out about (Venue) or even (Area).

This feedback extremely helpful so I/we can know what where we are hitting the mark, and more importantly, continue to deliver the high levels of service for guests like yourself.

 

Link HERE

 

And that's it. I’ll/We’ll take up no more of your time.

All that’s left to say is it was a pleasure to have you stay and hopefully it won’t be too long until I/we’ll see you again soon.

 

Optional: Personal Sign off

 

(Name/s)

 

P.S

(Guest name), before you go.

 

Here at (Venue), we’re not naive.

 

It hardly ever happens, but, very rarely a guest may find something they’re not 100% completely happy with, and if this is the case, please let us know by hitting reply and so I/we can personally follow up to discuss and see if there's anything I/we can do.

 

 

Email 6 – 1 Month After Stay – Maintain Guest Relationship

 

Subject Line Options:

 

It’s been a month so I’d thought I’d check in

Hopefully, you haven't forgotten us.

Seems like only yesterday you were here.

 

Hi / Hey / Local Language (Guest Name)

Well, it’s been about a month since you stayed with us at (Venue) and I just wanted to check in.

You see, just because your trip with us is over, that doesn't mean our relationship has to end.

In fact, my favourite thing about this business is when our guests come back over, and over again.

Because it shows 2 things:

 

Firstly, You enjoyed your time at (Venue) so much you keep coming back for more.

 

And secondly. 

 

We’re doing our job properly when looking after you during your visit.

I promise, it really means a lot.

Optional: And to show our appreciation here is your personal code so if you book up again directly on our website I’ll/ we’ll take 10% off the next booking.

 

And you can even pass it over to any friends or family who you think would enjoy a little holiday at (Venue).

How’s that sound?

 

And if you're not quite ready to book again just yet, I have another option that might suit you better.

Why don’t you sign up for our newsletter? 

 

It’ll only take a moment and this way you’ll be the first to receive our latest offer and deals as a Thank You because you’ve stayed with us before.

 

Also, I/we can guarantee these won't be available on any of those 3rd party booking sites so you’ll get the best price every time.

 

Just add your email here/tick this box

 

Oh and don't worry.  I won’t be filling up your inbox with pointless emails. I’ll only send you the good stuff which is relevant to you.

And remember, if after a while you’d me to stop sending you the best insider deals you can unsubscribe at any time.

I/ We won't take it to heart I promise.

 

(Guest name), well I/we wish you all the best from (Venue) and you know where we are if you need a break.

Personal Sign Off

(Name/S)

 

 

 

 

Email 7 – 2 Months After The Stay – The Aim is for a Referal With The Promise Of an Incentive

 

Subject Line Options:

 

Do you know anyone..?

(Guest Name), I’ve got an offer you can’t refuse.

 

Hi / Hey / Local Language (Guest Name),

 

Do you know anyone who is coming to (Area)?

 

It could for a wedding, family get-together, business trip or even someone who really deserve a few days away from the rat race.

Why do I ask?

Because, we’d LOVE to have them.

And as a great big Thank You for your help I’d/we’d even love to send you a little gift in return.

So, if you have anyone who springs to mind. Great!

 

We have a few dates available coming up in our calendar at (Venue) and it couldn’t be easier to let them know.

 

Either:-

 

1) Forward this email to them with a link to our booking calendar (Insert Link)

 

Or

 

2) Reply to this email with their contact details and I will personally get in touch.

Simple.

 

And If they come to stay with us on the back of your recommendation, an (Insert Incentive) will be winging its way to you for your trouble.

 

Equally, if YOU feel you could do with a much-needed getaway and you have some dates in mind this year, please let me know hitting reply to this email or calling (Number) and we can check our availability and see if your favourite Room/Cottage/Apartment before we are fully booked out.

Thanks for reading.

Personal Sign Off

(Name/s)

 

P.S

 

And don’t forget, if anything comes from your referral of a friend or loved ones I’ll/we’ll be sure to look after you at (Venue).

 

You have my/our word.