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About a week before every trip, I send a quick email to the hotel manager letting them know how excited we are for our stay and mentioning any special occasion we may be celebrating. (There is always something to celebrate!) I usually don't send it much earlier than that, since the hotel may not have a clear picture of room availability or potential upgrades until closer to our arrival.

To find the manager’s email address, I usually start by searching the hotel online and looking for the General Manager’s contact information. LinkedIn is often a great resource, as many hotel executives have their work email listed on their profile. If you can’t find the manager’s direct email, many resorts will send a pre-arrival email before your stay – this is a great opportunity to simply reply and send your message that way.

Whenever we travel, we are usually celebrating something. Whether it’s a birthday, anniversary, or another special occasion happening around the time of our trip, I always mention it. The key is to never expect an upgrade – I simply want to give the hotel an opportunity to make our stay extra special if they are able to.

We've been pleasantly surprised almost every time we've asked, which is why I always recommend giving it a try. Every stay is different - some of our upgrades have been truly incredible, while others have been more modest. I always keep my expectations realistic because upgrades are never guaranteed, but I have to admit, it's getting harder not to get excited about what might happen each time we check in! At the very least, we've always gotten a welcome treat delivered to the room.

Good luck, and happy travels!

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Dear [Manager’s Name],

My family and I are excited to be staying at [Resort Name] for the first time from [dates] (Confirmation #______). We have been looking forward to visiting your resort for years and can’t wait to experience firsthand the incredible reputation we’ve heard so much about.

After reading so many wonderful reviews from past guests, we are excited to create our own special memories and hopefully add our own positive review after our stay. This trip is especially meaningful because we will be celebrating [birthday, anniversary, etc.], and we are counting down the days until our visit!

If there is any availability for an upgrade to a [desired room type], we would be incredibly grateful for your consideration. We completely understand upgrades are based on availability, but any opportunity to make this celebration even more memorable would mean so much to our family.

Thank you so much for your time and consideration. We are truly looking forward to our stay and experiencing all that [Resort Name] has to offer.

We’ll see you soon!

[Your Name]