The Hotelia Dispatch
Customizable Guest Email Templates for Independent Hotels
The emails a stay depends on, sent automatically and now fully customizable, in every plan.
How this helps your hotel
Independent hotels win on how a stay feels. Guest email is one of the quietest ways that feeling gets built, and one of the easiest to overlook. Every message a guest receives before, during, and after their stay is a chance to sound like the place they chose, or a chance to sound like everyone else.
Hotelia has always sent your guest emails automatically. Now all five of the core emails a stay depends on are customizable hotel email templates, written in your property's voice, sent for you, and included in every plan. Your guest data is yours. Your booking revenue is yours. Now every word of every email is yours too.
Why guest emails matter more than most hotels think
A guest reads your emails at the exact moments they are deciding how they feel about their stay. Right after they book, when they are excited and want reassurance. The day before arrival, when they are getting ready. The moment they need to get in the door. When plans change and they need to trust you handled it.
Get these right and a guest feels looked after before they set foot on the property. That is why these emails should sound like you, and why they should never be an upsell you pay more to control.
The five guest emails in the stay journey
There are five emails a stay depends on. Each one lands at a specific moment in the guest journey, and each is now yours to shape.
1. Booking confirmation: The first message after a guest books. It sets the tone, confirms the details, and turns a reservation into a real plan. This is your welcome before the welcome.
2. Pre check in reminder: Sent before arrival, when the guest is packing and looking forward to the trip. A warm, clear reminder here makes arrival smooth and tells the guest you are ready for them.
3. Reschedule confirmation: Sent when a guest's dates change. Plans shift, and a calm, clear note that the change is handled builds trust at exactly the moment a guest might worry.
4. Cancellation notice: Sent when a booking is cancelled. Even a goodbye is a chance to be gracious, keep the door open, and leave a guest feeling well treated so they come back another time.
5. Door code at check in: Sent at check in time with the guest's access code. This is the moment they arrive. A door code email in your own voice, with your welcome and your details, is the last thing a guest reads before they walk in.
Together these five cover the whole arc of a stay, from the first yes to the front door.
How it works
All 5 email templates live in one place, under your Hotelia Settings, then Emails.
For each email, you control the subject line, the heading, the opening, the closing, and the footer. Write them in your property's voice, add a warm welcome, and set the tone you want a guest to feel. You can start from the wording we provide and change only the parts you want, or leave our defaults if they already sound right for you. Nothing forces you to rewrite anything.
The reservation details inside each email stay locked on purpose. Dates, confirmation numbers, refund lines, and the guest's actual door code are filled in by Hotelia and cannot be edited. You get to sound like yourself. Your guests always get the right information.
When you are done, use the live preview to see exactly how the email will look to a guest before you save. That is it. Every message goes out automatically, in your voice, at the right moment.
You can see the full feature on our guest email templates page.
Keep what you earn. Earn more from every stay. And sound like yourself at every step.
Frequently asked questions
Which hotel emails can I customize in Hotelia?
All five core guest emails: booking confirmation, pre check in reminder, reschedule confirmation, cancellation notice, and the door code email sent at check in. Each is a template you can edit under Settings, then Emails.
What parts of each email can I edit?
The subject line, heading, opening, closing, and footer. The reservation details, like dates, confirmation numbers, refund lines, and the door code, are filled in automatically and stay locked so every message is accurate.
Do I have to write the emails myself?
No. Every template comes with default wording you can keep as is or edit. Change only the parts you want, and use the live preview before you save.
Are the emails sent automatically?
Yes. Hotelia sends all five at the right moment in the guest journey. You set the words once, and every future guest receives them without you lifting a finger.
Does customizing guest emails cost extra?
No. All five email templates are included in every Hotelia plan at no extra cost, sent automatically and fully editable.
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