Crafting the right email to attract new hotel business can feel like a puzzle. You want to connect with potential clients, from event planners to corporate travel managers, without sounding generic or pushy.
That's where having a solid template comes in handy. It gives you a starting point, ensuring you hit all the right notes while still leaving room for your unique touch.
Go beyond their first name. A quick look at their LinkedIn or company news can give you a hook. Mention a recent event they managed or a project their company launched. This shows you’ve done your homework and you’re not just another email in their inbox.
Nobody gets excited about "a 2,000-square-foot meeting space." But they do get excited about "a sunlit room with skyline views perfect for your team's next brainstorm." Paint a picture of the experience they'll have. Help them see it.
Your hotel has great visuals, so use them. Drop a stunning, high-quality photo of a relevant space right into the email. It grabs attention instantly and does a lot of the selling for you.
A busy planner is unlikely to commit to a 30-minute call from a cold email. Make the next step easy. Offer to send a custom proposal, a short video tour, or a lookbook of past events. A low-friction call-to-action gets a better response.
<template>
Subject: A potential new space for [*Company Name*] in [*Your City*]
Hi [*Prospect's Name*],
My name is [*Your Name*], and I’m with [*Your Hotel Name*]. I’m reaching out because I saw [*mention a specific company achievement or event, e.g., the recent launch of your new product line*] and thought our space might be a great fit for your team's future events.
We help companies like yours host everything from intimate team workshops to large-scale conferences. We focus on creating an environment that fosters connection and creativity. Imagine your next strategy session in our sunlit atrium or a product launch party on our rooftop terrace overlooking the city.
I've put together a brief lookbook of our corporate event spaces. Would you be open to taking a look? It’s a simple way to see if we might be a good fit for [*Company Name*] in the future.
Best,
[*Your Name*]
[*Your Title*]
[*Your Hotel Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Following up from [*Your Hotel Name*]
Hi [*Prospect's Name*],
I'm following up on the email I sent last week about [*Your Hotel Name*] and a potential fit for [*Company Name*].
I know you're busy, so I'll be brief. I was thinking more about your team and thought our [*mention a specific space, e.g., library bar*] could be a great spot for your next [*mention a potential event type, e.g., leadership offsite*]. It’s a private, inspiring space that other teams have used for focused work.
Would you be open to me sending over a few photos and a floor plan of that specific space? No call needed.
Best,
[*Your Name*]
[*Your Title*]
[*Your Hotel Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: A special offer for [*Company Name*]'s next event
Hi [*Prospect's Name*],
I'm writing to you with a special offer we've put together for companies planning events in [*Your City*]. We thought this might be a good time to connect as you plan for the upcoming quarter.
For a limited time, we're offering [*describe the offer, e.g., a 15% discount on meeting space rentals or a complimentary A/V package*] for any event booked by [*Booking Deadline Date*] for dates through [*Event End Date*]. This is a great way to add value to your next corporate gathering, whether it's a team offsite or a client presentation.
If you're interested, simply reply to this email. I can send over a customized proposal based on your needs. No call necessary.
Best,
[*Your Name*]
[*Your Title*]
[*Your Hotel Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: You're invited: Experience [*Your Hotel Name*]
Hi [*Prospect's Name*],
I’m personally inviting you to an exclusive showcase event we're hosting at [*Your Hotel Name*] on [*Date of Event*]. We are opening our doors to a select group of corporate and event planners in [*Your City*], and we would be delighted for you to attend.
This is a chance to experience our spaces firsthand, from our [*mention a specific space, e.g., grand ballroom*] to our more intimate meeting rooms. You'll be able to meet our events team, sample creations from our culinary staff, and see how we can support your company's future events.
The showcase will run from [*Start Time*] to [*End Time*]. It’s a relaxed, no-pressure way to see if our venue is the right fit for you.
Please RSVP by replying to this email by [*RSVP Date*] so we can add you to the guest list. We hope to see you there.
Best,
[*Your Name*]
[*Your Title*]
[*Your Hotel Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: How was your event at [*Your Hotel Name*]?
Hi [*Prospect's Name*],
Thank you again for hosting your [*Event Name*] with us at [*Your Hotel Name*]. We hope it was a successful and memorable occasion for your team.
We are always looking for ways to refine the experience we offer. To help us do that, we would value your feedback on your time with us. Your perspective is essential for our team as we work to improve.
If you have a moment, would you be willing to share your thoughts? You can reply directly to this email or use the link below for a short survey.
We appreciate your insight and hope to have the opportunity to work with you again.
Best,
[*Your Name*]
[*Your Title*]
[*Your Hotel Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
Now that you have these five hotel sales prospecting email templates, you need an effective way to send and manage them. Flodesk is an email marketing platform designed for businesses that want to grow their email list and connect with their audience. Without needing any coding or design experience, you can create, send, and automate emails that engage your prospects and help you book more business.
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With these templates, you have the framework for effective hotel sales prospecting. The right tool will help you put them into action consistently.
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