Hotel Stay Information & Expectations for Guests

As you prepare your clients for their hotel stay, they're likely receiving a lot of information, such as their reservation specifics, hotel rules and etiquette, and your/your agency's contact information. This document serves as a resource to make that information a bit easier for them to manage.

Customize the template to align with your agency's policies, then update it with each client's reservation details and share it with them for easy reference.

Hotel Stay Information & Expectations for Guests

Hi [Client Name]!

Here is all your hotel info and a few helpful tips. I’m available [insert availability here]. Please read this email carefully and respond with any questions and/or concerns. If you'd prefer to speak on the phone, let me know and I can give you a call. Our phone number goes straight to voicemail so text is the best way to reach me.

IMPORTANT: If there are any issues that cause you to cancel or reschedule your trip, please let me know immediately. If the room is not canceled and we are charged a no-show fee, we may not be able to provide further assistance.

Your Hotel Details

• HOTEL INFORMATION
  • [insert hotel name]
  • [insert hotel address]
  • [insert hotel phone number]
  • [insert hotel confirmation number]

• NAME ON THE RESERVATION: [insert client / companion name or alias name]
• YOUR ROOM IS AVAILABLE: [insert check in - check out dates] (Total Nights: __)

Checking In

• IDENTIFICATION: To check in, you will need a government issued ID, such as a driver’s license, state ID card, passport, or permanent resident card.
  • If you do not have an ID, please let me know asap so we can make proper arrangements with the hotel.
• EARLY CHECK IN: Hotel check in times are usually at 3 or 4pm. [Org name] can request an early check in, but hotels are not always able to accommodate one. [Org name] cannot do anything about these hotel policies.
• PAYMENT: We cover the cost of the room, parking, and incidentals. You will not be asked to present a credit card for incidentals at check in. If you are asked, please show the Problems Checking In graphic to the front desk.
• LATE CHECK IN: Hotels automatically cancel hotel reservations if guests do not check in by midnight. If you are running late and do not think you will arrive by 12am, please call the hotel ahead of time and let them know you are on your way and what time you plan to arrive.
• PROBLEMS CHECKING IN? Please show the graphic attached at the bottom of this email to the front desk at the hotel.
  • If the hotel is still unclear, please find a location in the hotel lobby you feel comfortable waiting at and contact [org name] immediately to let us know there’s a check-in issue.

During Your Stay

• INCIDENTALS OR DAMAGES: [Org name] does not ask you to put a card down at the hotel to cover incidental charges. Because of this, it is very important to not incur any incidental charges or damages at the hotel
  • Incidentals include, but are not limited to, damages, smoking in the room, making long distance calls, ordering movies or food, etc.
  • DO NOT SMOKE in the room. If you are a smoker, please go outside of the hotel.
  • Please do not cause damages, smoke, or make incidental charges to the room. Damages or incidental charges may result in loss of assistance during your trip or for future trips 
• EXTENDING YOUR STAY: If you need to stay longer than you originally planned, [org name] will attempt to extend your stay if necessary. If you think you’ll need to extend your stay, contact me at least one day before the check out time so that I can request an extension.
  • The hotel does not let guests extend their stay without our authorization. 

Checking Out

• CHECK OUT TIMES: Most hotels have an 11am check out time. [org name] is not usually able to extend this time.
• YOUR ROOM KEY: Be sure to stop by the front desk before you leave to drop off your room key and let them know you’re checking out.
• EARLY CHECK OUT: If you need to leave before your checkout date, please let me know and stop by the front desk and inform them that you’re checking out early. If you do not tell the hotel, they will assume you are still in the room and we will be charged the extra day.

[Insert the Problems Checking In graphic below or attach to email]