What is a thank you message?
A thank you message, also known as a departure communication, is a simple but powerful way to nurture guest relationships. It’s a note of appreciation sent via email, text message, or even a handwritten card left in the room. More than just a courtesy, it keeps the connection alive and invites guests to stay in touch.
Why is a thank you note important to guests?
With so many accommodation options available, a thank you message is a small but meaningful way to acknowledge a guest’s choice to stay with you. It’s a way of not only showing your appreciation, but also keeping a loyal customer base, and hopefully leads to them coming back again.
It’s also an opportunity to provide useful follow-up information – such as ways to contact you, links to social channels, or an exclusive return offer. A thoughtful message can turn a one-time visitor into a repeat guest.
Best practices when writing a thank you message
Now that we’ve covered why thank you messages matter, let’s look at how to craft an effective one.
Greet guests by their name
Address guests by name to make the message feel personal. A simple “Dear [Guest’s Name]” shows you value them as an individual, not just another booking. Ultimately, the more personal the message, the better.
Express appreciation clearly
The core purpose of the message is to thank them, so say it early and sincerely. Let them know you appreciate their stay and hope to welcome them back in the future.
Offer something of value
Consider including a return incentive, such as a discount on their next visit, a complimentary service, or a loyalty program invitation. You can also encourage them to leave a review or complete a guest survey.
Make it personal
If the guest was celebrating a special occasion, acknowledge it. A tailored message – such as thanking them for choosing your hotel for their anniversary or business trip – shows attention to detail and enhances the guest experience.
End with a sincere closing
Wrap up with a friendly closing, letting them know they’re always welcome back. Provide contact details and ways to stay in touch, whether through social media, email, or WhatsApp.
By following these best practices, you’ll ensure your thank you messages strengthen guest relationships, boost loyalty, and leave a lasting impression.
For an added bonus, have the Hotel Manager, Front Office Manager, or Resident Manager sign the message with their full name, title, and contact information.
4 examples of thank you messages
Now that you have the general framework, here are some examples of thank you messages you can adapt for your hotel.
Basic thank you message
Subject: Thank you for your stay at [Hotel Name]
Dear [Guest Name],
Thank you for choosing [Hotel Name]. We know there are many options in [Location], and we truly appreciate you staying with us. We hope you had a pleasant stay.
If you have a moment, we’d love to hear your feedback. Your insights help us improve and continue offering the best possible service. You can share your thoughts in our short guest satisfaction survey [link].
We’d also love to welcome you back soon. As a token of our appreciation, please use this promo code [insert promo code] for 25% off your next stay.
Looking forward to seeing you again.
Thank you message with friends and family discount
Subject: Share your stay – and a special discount
Dear [Guest name],
We hope you had a fantastic stay at [hotel name] in [location]. Your feedback is invaluable, so if you’d like to share your experience, please leave us a review on Google, TripAdvisor, or Booking.com [links].
If you enjoyed your stay, why not share it with friends and family? As a valued guest, we’re offering you an exclusive 30% off a three-night stay for you or your loved ones. Simply use the code [coupon code] when booking.
We look forward to welcoming you-and hopefully your friends and family-again soon.
Best regards,
[Manager name, signature and contact details]Thank you message encouraging direct bookings
Subject: Stay with us again – and enjoy exclusive benefits
Dear [Guest name],
Thank you for staying at [Hotel name] in [city name]. It was a pleasure hosting you, and we hope you had a great experience. If you’d like to share your thoughts, we’d love your feedback on [review link].
For your next visit, book directly on our website [website link] to access exclusive discounts and perks. Booking direct ensures you get the best available rate and added benefits.
We look forward to welcoming you back soon.
Warm regards,
[Manager name, signature and contact details]Thank you message with a personal touch
Subject: Thank you for staying with us at [hotel name]
Dear [guest name],
It’s been a great pleasure having you stay with us at [hotel name] in [location]. We hope you have a great onward journey.
In the interest of offering the best service possible, we would really appreciate it if you could provide us with any feedback about your stay. [feedback/review site links].
Should you travel through [city name] again, we hope you will visit us. Feel free to contact us via email, social media, or phone [links] if there is any way we can assist you in the future.
Once again, thanks for choosing us!
All the best,
[Manager name, signature and contact details]Conclusion
We’ve covered the importance of thank you messages, best practices, and examples that are designed to perform well. The clearer and more direct your messages, the more likely guests are to return.
But a great thank you message is just the start. Keeping guests engaged beyond their stay is key to driving repeat bookings and increasing customer lifetime value. With acquisition costs being one of the biggest expenses in hospitality, well-crafted messaging throughout the guest journey helps build lasting relationships and ensures your efforts go further.
Download our guide Perfecting Guest Communication’
