SMS Templates for Hospitality & Hotels

SMS is a key channel for hospitality and hotel teams because it reaches guests and prospects quickly and supports clear, two-way updates when timing matters. Hospitality & Hotels use it across the lifecycle, from new leads and trial stays to follow-ups, service recovery, and renewals. This collection provides ready-to-use SMS templates that help teams keep messages practical, conversational, and consistent.

Booking Confirmations

Hospitality & Hotels often need to confirm reservations when details are fresh and errors can cause no-shows. SMS is effective because it reaches guests quickly and supports simple replies to verify dates, arrival times, or special requests. The goal is follow-through and reduced check-in issues.

Template 1:

Hi [First Name], this is [Rep Name] from [Company Name] confirming your booking for [Date] at [Time]. Reply YES to confirm or reply with any updates you’d like us to note.

Template 2:

Hi [First Name], quick check-in from [Company Name] about your reservation on [Date] at [Time] - can you reply with your arrival time and any special requests? Reply with the details that work best.

Pre-Arrival Instructions

Hospitality & hotels benefit from sending key arrival details right after booking, like parking, entry steps, and ID needs. SMS works well because it’s read quickly and supports fast two-way confirmation when plans change. The goal is timely replies and smoother on-time arrivals.

Template 1:

Hi [First Name], this is [Rep Name] with [Company Name] - here are your pre-arrival details for [Date]: parking info, entry steps, and ID notes: [Link]. Reply OK when you’ve reviewed or text any questions.

Template 2:

Hi [First Name], quick reminder from [Company Name] for your arrival on [Date] at [Time] - please reply with your ETA and whether you’ll need parking. If plans change, just reply with the update.

Check-In Reminders

Hospitality & Hotels use SMS to remind guests of upcoming check-in times, which helps prompt timely responses and clarifies any last-minute questions. This approach supports better guest engagement and helps reduce confusion or delays at arrival.

Template 1:

Hi [First Name], it’s [Rep Name] with [Company Name] - you’re set to check in on [Date] at [Time]. Reply 1 to request an earlier check-in or 2 to keep the current time.

Template 2:

Hi [First Name], quick note from [Company Name] ahead of your check-in on [Date] - do you have an estimated arrival time? Reply with your ETA or any questions before you arrive.

Stay Updates

Hospitality & Hotels can use SMS to share real-time updates about room readiness or unexpected changes, allowing guests to adjust their plans promptly. This method encourages quick responses and helps maintain clear communication, supporting a smoother guest experience and operational efficiency.

Template 1:

Hi [First Name], this is [Rep Name] from [Company Name] with a quick stay update - your room is expected to be ready around [Time] on [Date]. Reply 1 to get a text when its ready or 2 if youd like to adjust your arrival.

Template 2:

Hi [First Name], quick update from [Company Name] - theres a change to your schedule for [Date] at [Time]. Reply with OK to confirm you saw this or send your preferred next step.

Service Announcements

Hospitality & Hotels can notify guests about temporary service interruptions or maintenance updates using SMS, which delivers information directly and is likely to be seen quickly. This approach supports prompt guest awareness and encourages timely responses to minimize inconvenience and maintain satisfaction.

Template 1:

Hi [First Name], this is [Rep Name] from [Company Name] with a service update for [Date] - [Service Name] will be unavailable from [Time] to [Time]. Reply OK to confirm you saw this, or reply with a good time to reschedule.

Template 2:

Hi [First Name], quick note from [Company Name] - maintenance in progress near [Location Name] on [Date] may cause some noise around [Time]. Reply HELP if you’d like a quieter option or a call-back at [Phone Number].

Checkout Instructions

Hospitality & Hotels can send SMS checkout instructions to guests on the morning of departure, making sure important steps like key return or express checkout are clear. SMS is effective for quick delivery and easy reference, supporting timely guest action and efficient room turnover.

Template 1:

Hi [First Name], this is [Rep Name] from [Company Name] with your checkout steps for [Date] - key drop-off location and any balance details are here: [Link]. Reply OK once you’ve reviewed.

Template 2:

Hi [First Name], quick checkout reminder from [Company Name] for [Date] at [Time] - you can use express checkout here: [Link] and leave keys in [Location Name]. Reply if you’d like a late-checkout option.

Review Requests

Hospitality & Hotels can request guest feedback shortly after checkout using SMS, which is effective because messages are typically read quickly and allow for immediate, convenient responses. The marketing goal is to increase response rates and gather timely insights to improve future guest experiences.

Template 1:

Hi [First Name], thanks again for staying with [Company Name]. Could you share a quick rating and any notes about your visit here: [Link]?

Template 2:

Hi [First Name], this is [Rep Name] with [Company Name] following up after your checkout on [Date]. When you have a minute, reply with 1 thing we did well and 1 thing we could improve.

Create and convert pipeline at scale through industry leading SMS software. Book a Demo with TextUs!