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If you’re a points enthusiast or a casual traveler, you know that securing a room upgrade can make a huge difference in your travel experience.
Writing a friendly and personalized email to your hotel before your stay increases the chances of getting that coveted upgrade.
Whether you’re celebrating a birthday, honeymoon, anniversary, or graduation, a well-crafted request can often lead to delightful surprises.
In this blog post, I will provide several email templates of upgrade requests that you can easily copy and paste so you can snag that fantastic complimentary hotel upgrade in your vacation.
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Disclaimer
Though I’ve had some success scoring hotel upgrades using the email templates I’ll share below, it’s not always a sure thing.
Certain factors can boost the chances of an upgrade, which I’ll detail later. However, there are variables beyond our control that may lead the upgrade request to fall on deaf ears.
Firstly, if the hotel is fully booked, the chance of an upgrade could be 0%. Moreover, emails may end up in the wrong hands or get lost in transit.
If an upgrade request isn’t granted, remember to handle it graciously and courteously.
These requests are for complimentary perks, so appreciate any extras you receive, but make sure to take a declined request with a smile.
In a Nutshell
Writing upgrade request emails has been proven to increase one’s chances of receiving a complimentary upgrade to a better room or some special amenity.
If you decide to write an email to let the hotel know about your special occasion, make sure that you send it at least a week before your stay.
This will give hotel staff time to consider your request and make accommodations where possible.
Mentioning your loyalty program status, sharing the purpose of your trip, and expressing genuine excitement about your stay can also significantly increase your chances of a favorable response.
Remember to keep your tone friendly and appreciative, and always acknowledge that you understand if the upgrade isn’t possible.
With a bit of luck and the right approach, you could enjoy a fantastic room upgrade on your next trip.
What to Request & Who to Email
| Different Room Types |
|---|
| Quiet Room (away from elevators) |
| Higher Floor |
| Better View (City View / Ocean View) |
| Room with Club Access (usually comes with free breakfast & snacks) |
| Suites |
| Who to Email |
|---|
| Hotels usually contact guests before their arrival. If they don’t, consider reaching out to them through their social media channels or websites to request the contact information of either the manager, front desk, or concierge. |
Tips Before Sending Your Email
1. Manage Your Expectations
Hope for the best, but also have realistic expectations.
Understand that upgrades are not always available, and hotels have their policies and procedures for granting them.
Whether you receive the upgrade or not, always express gratitude for their consideration.
A positive attitude can leave a lasting impression, potentially influencing future stays.
2. Be Specific About Your Requests, But Be Flexible
Clearly outline what type of upgrade you are hoping for, such as a higher floor, ocean view, or suite.
This helps the hotel staff understand exactly what you desire and increases the chances of them matching your request.
Since there’s a good chance your request may not be granted, feel free to mention that you’d appreciate any alternative upgrades if your first choice is not available.
3. Increase Your Odds
Boost your chances of scoring an upgrade by sharing your genuine excitement and enthusiasm about your visit.
In addition to mentioning your special occasion, throw in that it’s your first time at the property or destination.
If it’s a repeat visit, don’t forget to rave about your past fantastic stays.
As mentioned in the previous tips, you can also state that you are open to all types of upgraded rooms, such as a room with club access, a high floor, an ocean view, etc.
4. Send Your Email at the Right Time
Timing can play a crucial role in the success of your request.
Aim to send your email around a week before your arrival, as this gives the hotel ample opportunity to review your request.
Consider sending your request even earlier if you have a special occasion or celebration.
5. Be Polite and Concise
Keep your email brief but friendly, making sure to thank the hotel for considering your request.
When requesting “complimentary” upgrades, keep in mind that you’re asking for the property to give you something for free.
Therefore, it’s crucial to maintain politeness and gratitude at all times.
6. Follow Up Politely
If you don’t receive a response within a few days, sending a gentle follow-up email is perfectly acceptable.
This keeps your request on their radar without being pushy.
7. Avoid Peak Season
Timing your stay can significantly influence your chances of receiving an upgrade.
Traveling during off-peak seasons gives hotels more availability and flexibility when accommodating requests.
8. Personalize It
Tailoring your message to the specific hotel or chain you’re staying with can go a long way.
Mentioning prior visits, sharing your loyalty status, or citing impressive details you’ve read about the property can show your potential to become a loyal guest.
Sample Email Templates
Honeymoon Upgrade Request #1
| Property Type: Beach / Resort |
|---|
| Subject: Honeymoon Stay – Special Request (Confirmation Number: XXXX) |
Dear [Hotel Name] Team, My partner and I are so excited to celebrate our honeymoon at your beautiful place! Friends and online reviews rave about the stunning views, excellent service, and awesome facilities. We’re especially looking forward to the beachfront location and all the amazing amenities you have. As we start this special journey, we can’t help but imagine waking up to the peaceful sounds of the ocean from a beachfront room. If it’s not too much trouble, an upgrade to that kind of room would really make our stay unforgettable. We know it’s not always possible, but we thought we’d try our luck and share how excited we are about staying at [Hotel Name]. We also want to share that we are loyal members of [Loyalty Program], which has consistently added value to our travels. Looking forward to the possibility of creating lasting memories at [Hotel Name]. Warm regards, [Your Name] |
Honeymoon Upgrade Request #2
| Property Type: City |
|---|
| Subject: Honeymoon Celebration at [Hotel Name] (Confirmation Number: XXXX) |
Hello [Hotel Name] Team, My spouse and I are thrilled to spend our honeymoon at your highly-praised hotel! We’ve seen tons of reviews praising your excellent service, fantastic amenities, and perfect location near many attractions. We’re excited to check it all out ourselves! Given this is such a special occasion for us, we were hoping to make our stay even more unforgettable. Would it be possible to be considered for a complimentary upgrade to a suite or a room with a high-floor view? A quiet room would also be perfect for relaxing after our busy wedding festivities. Thank you so much for considering our request. We are looking forward to our stay. Best wishes, [Your Name] |
Birthday Upgrade Request #1
| Property Type: City |
|---|
| Subject: Birthday Celebration at [Hotel Name] (Confirmation Number: XXXX) |
Hello [Hotel Name] Team, I’m planning a special birthday getaway for (myself, my_______) and picked your hotel because of its great reputation, awesome location, and top-notch amenities. I’ve heard so many positive things about your staff and facilities from reviews and friends. Given the special occasion, I was wondering if I could possibly be considered for an upgrade to a (higher-floor room with a breathtaking view/suite/room with lounge access). It would definitely add an extra touch of magic to my celebration. I am also a member of [Loyalty Program], which has always enhanced my stays. Thank you for your time and consideration, and I’m excited about the prospect of spending a memorable birthday at your wonderful hotel. Best regards, [Your Name] |
Birthday Upgrade Request #2
| Property Type: Beach |
|---|
| Subject: Birthday Celebration at [Hotel Name] (Confirmation Number: XXXX) |
Hi [Hotel Name] Team, I hope this message finds you well. My partner and I are very excited about our upcoming stay at your beautiful property! We’ve heard so many great things about your hotel, from the friendly staff to the excellent facilities. The beachfront location and closeness to local attractions are just the cherry on top! We’re visiting to celebrate a special occasion—my partner’s birthday! To make our stay even more memorable, I wanted to inquire about the possibility of an upgrade to a room with an oceanfront view or perhaps a suite. It would mean the world to us and make the birthday celebration extra special. Thank you in advance for considering our request. We’re looking forward to our stay and the wonderful hospitality your hotel is known for! Warm regards, [Your Name] |
Anniversary Upgrade Request #1
| Property Type: City |
|---|
| Subject: Anniversary Celebration at [Hotel Name] (Confirmation Number: XXXX) |
Good day, [Hotel Name] Team, My spouse and I are celebrating our anniversary and have heard great things about your hotel – from your friendly staff to the amazing facilities. We’re also especially excited about the spa and dining options. We were curious if an upgrade to a suite or a room with a stunning view might be possible. Access to a club room would also be wonderful. Such an upgrade would make our anniversary celebration truly special and mean the world to us. We are also members of your [Loyalty Program] and have always appreciated the benefits it offers. Thank you for your attention, and we look forward to the possibility of enjoying the hospitality of [Hotel Name]. Warm regards, [Your Name] |
Anniversary Upgrade Request #2
| Property Type: Beach |
|---|
| Subject: Anniversary Celebration at [Hotel Name] (Confirmation Number: XXXX) |
Dear [Hotel Name] Team, I hope you’re doing well. My partner and I are looking forward to our anniversary trip at your amazing hotel. We’ve heard great things about your friendly staff, tasty dining options, and relaxing spa facilities, and we can’t wait to experience it all! To celebrate our anniversary in style, we would like to know if there is an opportunity to upgrade to a suite, a room with club access, or an oceanfront view. We truly appreciate you considering our request. We can’t wait to experience all the fantastic things we’ve heard about [Hotel Name]. Thank you so much, [Your Name] |
Graduation Upgrade Request #1
| Property Type: City |
|---|
| Subject: Graduation Celebration at [Hotel Name] (Confirmation Number: XXXX) |
Hi [Hotel Name] Team, I just graduated from ________ and decided to celebrate this milestone at your well-rated hotel. With your central location and awesome reviews, it was an easy choice for such a special occasion. To make this celebration even more memorable, I’d love if you could consider upgrading me to a room with a quiet vibe and a stunning view. A suite or a room with club access would be amazing too. It would be the perfect setting to reflect on my achievements and plan for the future. Being a member of [Loyalty Program], I’ve always enjoyed the perks it provides. I also noticed your [Special Offer or Package] which could be a great addition to my stay. Thank you very much for your time and consideration. I am eagerly looking forward to my stay at [Hotel Name]. Best wishes, [Your Name] |
Graduation Upgrade Request #2
| Property Type: City |
|---|
| Subject: Graduation Celebration at [Hotel Name] (Confirmation Number: XXXX) |
Hi [Hotel Name] Team, I’m writing this email with great excitement! My friends and I have chosen your wonderful hotel to celebrate my recent graduation. Previous guests have highly recommended the central location, fabulous restaurants, and amazing pool facilities. Given this milestone celebration, I was hoping to ask if there might be a possibility of upgrading to a suite or a room with club access and a fantastic view. A high-floor, quiet room would be an excellent way to cap off this achievement. Thank you for considering my request. We’re looking forward to a memorable stay at [Hotel Name]! Best regards, [Your Name] |
Optional Add-Ons
| Feel Free to Add Any of These Statements To Your Email |
|---|
| Thank you so much for considering our request. If an upgrade to a suite is not available, we would be totally fine with a room with club access or an ocean view room. |
| I currently hold elite status with _________________. I hope this will be taken into account so I can be considered for an upgrade at your spectacular property. |
| Thank you for considering our request. If the upgrade request cannot be fulfilled or the room is unavailable, we would be grateful for any alternative upgrades to make our special day unforgettable. We are flexible and would cherish any upgrade options offered. |
| The reviews regarding your property from fellow travelers have been exceptional / stellar / brilliant, and I can’t wait to write another positive review after our stay. |
Optional: After Your Upgraded Hotel Stay
Many travelers overlook the importance of expressing gratitude to a hotel after receiving a complimentary upgrade.
Sending a thank-you email or leaving a positive review on platforms like TripAdvisor or Google is equally crucial.
This not only supports the hotel in reaching its business goals but also assists other travelers in making informed choices, all while recognizing and appreciating the hotel’s efforts.
Finally, showing appreciation increases the likelihood that you will get upgraded again when you visit the same property in the future.
Here are sample appreciation emails so you don’t have to reinvent the wheel.
| Graduation |
|---|
| Subject: Thank You for the Upgrade – Making My Graduation Celebration Even More Special |
Dear [Hotel Name] Team, I’m writing to express my gratitude for the incredible upgrade during my recent stay. The spacious suite with a breathtaking view exceeded my expectations! Your thoughtful gesture made my graduation celebration even more special. It was the perfect place to unwind, reflect on my achievements, and plan for the future. I’m truly grateful to be a member of [Loyalty Program], which always provides exceptional experiences at their hotels. Thank you again for making this celebration unforgettable. Warm regards, [Your Name] |
| Birthday |
|---|
| Subject: Thank You for the Incredible Upgrade – Making My Birthday Celebration Unforgettable |
Dear [Hotel Name] Team, I just wanted to say a huge thanks for the awesome upgrade during my recent stay. It was a great surprise and made my birthday celebration truly unforgettable. The roomy space, amazing views, and top-notch amenities really blew me away. I am so grateful to be a part of [Loyalty Program] and to have the opportunity to create special memories at your hotel. Thank you again for making this birthday one I will always cherish. Sincerely, [Your Name] |
| Honeymoon/Anniversary |
|---|
| Subject: Thank You for Making Our Honeymoon Extraordinary – The Perfect Upgrade |
Dear [Hotel Name] Team, We cannot thank you enough for the incredible upgrade during our recent honeymoon stay. It was a wonderful surprise and truly made our time together even more special. The upgraded suite was amazing with its stunning views, romantic vibe, and luxurious features—it went beyond what we expected. We felt like royalty, and your hotel really made our honeymoon unforgettable. Being a member of [Loyalty Program] has always provided us with exceptional experiences, but this upgrade surpassed anything we could have imagined. Thank you from the bottom of our hearts for helping to create lasting memories on this special trip. With gratitude, [Your Names] |
| Any Occasion |
|---|
| Subject: Thank You for A Wonderful Stay! |
Dear [Hotel Name] Team, The upgrade we got at [Hotel Name] really topped off an already awesome __________ celebration. The upgraded suite/room made our stay comfortable and luxurious. As frequent travelers and members of [Loyalty Program], we have stayed at many hotels around the world, but our experience at [Hotel Name] stands out as one of the best. Your commitment to giving guests a great experience shines through in every part of our stay. We’ll always cherish the unforgettable memories we made at [Hotel Name], and we can’t wait to come back and create more special moments. Thank you again for making our _________ celebration extraordinary. Sincerely, [Your Names] |
Final Thoughts
Receiving a complimentary upgrade truly enhances your travel experience, especially when celebrating milestones such as a birthday, honeymoon, or graduation.
So, the next time you plan a trip, don’t hesitate to send in your room upgrade request email.
With the tips in this blog post, you can increase your chances of scoring an unforgettable upgrade experience that will make your stay even more special.
Make sure to personalize your message and mention any loyalty memberships or special offers that could support your request.
Happy travels!
Editorial Disclosure: Opinions expressed here are the author’s alone, not those of any bank, credit card issuer, hotel, airline, or other entity. This content has not been reviewed, approved or otherwise endorsed by any of the entities included within the post.
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