Hotels and travel templates
Guest messages for hotels, holiday rentals and tour operators, plus traveller emails and trip notes. 40 free templates, 14 of them longer notes. Open one to fill in the blanks and copy it.
Guest messages
Before, during and after a stay.
- Booking confirmation Snippet Confirms a reservation. Dear [Guest], Thank you for booking [Property]! Your reservation [Booking ref] is confirmed for [Check-in]…
- Pre-arrival email Snippet A few days before. Hi [Guest], We look forward to welcoming you on [Check-in]! Getting here: [Directions]. Parking: [Parking].…
- Check-in instructions Snippet Self check-in. Hi [Guest], Check-in instructions for [Property]: 1. Address: [Address] 2. Key box code: sent separately on…
- Welcome message Snippet On arrival. Welcome to [Property], [Guest]! We hope you have a wonderful stay. Breakfast is served [Breakfast times].…
- Mid-stay check-in Snippet Is everything okay? Hi [Guest], just checking everything is okay with your stay. Anything we can do to make it better?
- Check-out reminder Snippet Day before departure. Hi [Guest], a reminder that check-out is at [Check-out time] tomorrow. Please [Instructions]. Safe travels!
- Late check-out reply Snippet Answers a request. Hi [Guest], Good news, we can offer late check-out until [time now].
- Thank you after stay Snippet Post-stay thanks. Dear [Guest], Thank you for staying at [Property]. We hope to welcome you back soon. A review would help us…
- Complaint response hotel Snippet Responds to an issue. Dear [Guest], I am sorry your stay did not meet expectations, especially [Issue]. We have [Action], and I…
- Review reply positive Snippet Thanks a reviewer. Thank you, [Guest], for your lovely review! We are delighted you enjoyed [Highlight]. We hope to see you…
- Review reply negative Snippet Public reply to criticism. Dear [Guest], thank you for your feedback. We are sorry about [Issue]. We have shared it with our team and…
- House rules Snippet Holiday rental rules. House rules: - Check-in [Check-in time], check-out [Check-out time] - No smoking indoors - Quiet hours…
- Local recommendations Snippet Guide for guests. Our favourites nearby: 🍽 Food: [Restaurants] ☕ Coffee: [Cafes] 🌳 To see: [Sights] 🛒 Shops: [Shops]
- Deposit and cancellation policy Snippet Policy text. A deposit of [Deposit] secures your booking. Free cancellation until [Days] days before arrival; after that,…
Tours and activities
Operators and guides.
- Tour booking confirmation Snippet Confirms a tour. Hi [Guest], You are booked on [Tour] on [today] at [time now]. Meeting point: [Meeting point]. Bring [Bring].
- Weather update Snippet Tour affected by weather. Hi [Guest], Due to [Weather], [Tour] on [today] will go ahead with changes. [Details]
- Tour reminder Snippet Day before. Hi [Guest]! See you tomorrow at [time now] at [Meeting point] for [Tour]. Wear comfortable shoes.
- Post-tour thanks Snippet After the tour. Thanks for joining [Tour], [Guest]! Photos from the day: [Link]. We would love a review: [Review link]
- Group booking quote Snippet Quotes a group. Hi [Name], For a group of [Size] on [today], [Tour] costs [Price] per person, including [Included].
Traveller emails
When you are the one travelling.
- Hotel special request Snippet Asks for something. Dear [Hotel], I have a reservation ([Booking ref]) from [Check-in]. Could you [Request]? Thank you!
- Early check-in request Snippet Arrive early. Dear [Hotel], My flight lands at [time now] on [today]. Is early check-in possible, or could I leave my bags?
- Airline refund request Snippet Flight cancelled. Dear [Airline], My flight [Flight] on [today] (booking [Booking ref]) was cancelled. I request a full refund…
- Lost luggage claim Snippet Missing bag. Dear [Airline], My bag did not arrive on flight [Flight] on [today]. File reference: [Reference].…
- Travel insurance claim Snippet Claim summary. Policy: [Policy] Incident: [Incident] on [today] Costs: [Costs] Receipts attached.
- Out of office travelling Snippet Traveller auto-reply. I am travelling until with limited access to email. For anything urgent, contact [Contact].
- Visa invitation request Snippet Asks for a letter. Dear [Name], Could you send an invitation letter for my visa application? I will visit [Company] from [From]…
Trip notes
Plan and remember trips.
- Trip itinerary Note Day by day. Trip: [Destination] Dates: [Dates] Day 1 - Day 2 - Day 3 - Bookings | What | Ref | Time | | | | |
- Packing list Note Pack smart. Documents - [ ] Passport - [ ] Tickets - [ ] Insurance Clothes - [ ] Toiletries - [ ] Tech - [ ] Chargers -…
- Travel budget Note Track trip spending. | Category | Budget | Spent | | | | | | Flights | | | | Stay | | | | Food | | | | Activities | | |
- Business trip plan Note Work travel. Trip: [Destination] Purpose: [Purpose] Meetings | Date | Who | Where | | | | | | | | | Logistics
- Travel journal Note Daily diary. [today], [Place] Best moment: Ate:
- Hotel operations checklist Note Daily hotel tasks. - [ ] Arrivals list checked - [ ] Rooms ready - [ ] Special requests prepared - [ ] Reviews answered
Packing lists
Lists for every kind of trip.
- Beach holiday packing Note Sun and sea. - [ ] Swimwear - [ ] Sunscreen - [ ] Sunglasses - [ ] Hat - [ ] Sandals - [ ] Beach towel - [ ] After-sun -…
- Ski trip packing Note Snow trip. - [ ] Ski jacket and trousers - [ ] Thermals - [ ] Gloves and hat - [ ] Goggles - [ ] Ski socks - [ ] Lip…
- Business trip packing Note Work travel. - [ ] Laptop and charger - [ ] Adapters - [ ] Business cards - [ ] Two smart outfits - [ ] Notebook - [ ]…
- Camping packing Note Outdoors. - [ ] Tent and pegs - [ ] Sleeping bag and mat - [ ] Head torch - [ ] Stove and fuel - [ ] Water filter - […
- Festival packing Note Music festival. - [ ] Tickets - [ ] Wellies - [ ] Poncho - [ ] Portable charger - [ ] Earplugs - [ ] Cash - [ ] Wet wipes -…
- Travelling with a baby Note Baby packing. - [ ] Nappies and wipes - [ ] Change of clothes - [ ] Formula or snacks - [ ] Comforter - [ ] Pushchair or…
- City break packing Note Weekend away. - [ ] Comfortable shoes - [ ] Day bag - [ ] Portable charger - [ ] Rain jacket - [ ] Evening outfit - [ ]…
- Hiking day pack Note Day hike. - [ ] Water - [ ] Snacks - [ ] Map or offline route - [ ] Layers - [ ] Waterproof - [ ] First aid - [ ]…