Be smarter with your confirmation email

It’s obvious at this point that every property should be sending email confirmations immediately after booking. This affirmation is something customers look for to ensure they have completed the checkout process. Offering this reassurance helps improve their overall experience with your property.

While these emails may seem simply transactional at first glance, they can be so much more. Done right they offer the opportunity to add additional content that will deepen your relationship to your guests and expand their personal emotional connection with you and your property. Confirmation emails should enhance your guests’ experience, excite them about their stay, and ideally increase your sales. Read further to be smarter about your booking confirmation emails.

Basic confirmation data

At a minimum, your confirmation email should include the following basic information.

Brand your emails

Just like a letter with letterhead, thick card stock, or even monogramming, your confirmation email is an opportunity to show off and promote your brand. Make sure your software offers full theming of your emails so that logos, colors, fonts, and other stylistic items match your brand.

Say thank you

Show your hospitality by simply saying thank you. Personalize the gesture by using the guest’s name and address them personally. Whether you use first name, last name, or both is up to you and how formal you wish to be. The key here is to make the email conversational so that it doesn’t sound robotic.

Personalize your messaging

By gathering guest data, you can use this to craft a personalized booking confirmation email. Part of personalization is directly asking your guests their preferences. Consider asking some questions or providing a link to a survey that helps to create a personal profile. With this information, you will be able to create a personalized experience they won’t forget.

For more on personalization and how to do it right, read our blog here.

Contact information

Within this social world we live in, it is important to make contact with your guests in every way possible. Make it easy for your guests to get a hold of you by providing emails, phone numbers, and property address. Plus be sure to encourage them to connect with you on social media by providing them with links to your active social pages.

Mention your special amenities

If your property offers special amenities such as an in-house restaurant, complimentary breakfast, pool, gym, etc., this is a great time to remind them of that. While they most likely saw these amenities listed on your website, it is always good to mention all that they are getting when booking with you.

Offer local tips

Many of those who are staying with you are likely new to the area and are looking for local tips on where to go and what to do. Help them out by offering resources to assist them in planning their trip using local guides, tours, etc. If you have a blog or an activities section on your website that provides information on the area, add links to these pages within the email.

Also be sure to inform them of upcoming events such as concerts, festivals, and farmer’s markets. Your guests will appreciate the information and feel as though the value has been added at no extra cost to them. Building up the excitement will also mitigate the inherent risk of cancellations.

Tell them about promotions, packages, and offers

Now that you have their attention, tell them about promotions you are running like a spa discount, food/drink vouchers, or even packages you have that might be of interest to them for their current or future bookings.

Above all else, no matter what you put in your email the key factor in sending these emails, is to make sure they are automated. By automating you can streamline the entire process, which allows you time for other important tasks. With a reservation software system like rezStream’s Cloud, you are able to set up customized and automated emails for as many pre- and post-stay communications as you desire.

To learn more about what our reservation software can do for you be sure to Schedule a Demo.