Returning Guest Upgrade Email

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 anything special we’ll be celebrating. And I usually ask about an upgrade.

The goal isn’t to demand a better room or make the hotel feel obligated to upgrade you. It’s to put yourself on their radar and give them an opportunity to make your stay a little more special if they are able to do so.

I’ve been pleasantly surprised by how often this has worked for us. Some upgrades have been incredible, while others have been more modest. I always set my expectations low (which I must admit is getting harder and harder after each trip!).

When & Who to Email 

I typically send my email about a week before our arrival. I don’t like sending it too far in advance because the hotel may not have a good idea of their room availability yet. A week or so before your stay, they have a much better idea of what rooms may be available.

I usually look for the General Manager by doing a basic Google search. I also search the hotel website and LinkedIn to see if I can find a direct email address. LinkedIn can be especially helpful because hotel executives sometimes list their work contact information there. If you can't find a direct email, don't worry. Many hotels send a pre-arrival email a few days before your stay. Just reply to that email with your request.

Always Mention a Special Occasion

Whenever we're traveling, there's usually something we're celebrating... a birthday, anniversary, family milestone, or just a special family trip. If you're celebrating something, definitely tell the manager. Hotels love creating special experiences for guests, and even if an upgrade isn't available, mentioning your celebration may lead to something else like a welcome treat or another thoughtful touch.

---

My Returning Guest Template

Dear [Manager’s Name],

I hope you’re doing well! We’re so excited to be coming back to [Resort Name] from [dates] (Confirmation [#_____])!

We’ve stayed with you before, and every visit reminds us why we keep coming back. There’s something so special about [Resort Name]. From [specific thing you loved] to the wonderful hospitality, our family has always felt welcomed and cared for during our stays. It truly feels like one of those places that has become part of our family’s favorite memories and traditions.

This trip is extra special because we’ll be celebrating [birthday/anniversary/etc.]. I wanted to reach out and ask if there might be any opportunity for an upgrade to a [desired room type] during our stay. We completely understand that it depends on availability, and there are certainly no expectations. If something happens to open up, we would be incredibly appreciative. It would make an already special return visit even more memorable for our family.

Thank you again for always making our stays so wonderful. We genuinely love coming back to [Resort Name], and we’re already counting down the days until we’re there again!

Warmly,

[Your Name]

---

Keep Expectations Realistic

Don't send the email expecting an upgrade. Hotels have limited inventory and there may not be a better room available during your stay. I've had stays where we've received an amazing upgrade and others where we've received a smaller upgrade, but I still think it's worth asking. At the very least, you're letting the hotel know that you're excited about your stay and giving them the opportunity to do something special for you.

Some of the nicest surprises we've received weren't room upgrades at all. We've had welcome treats delivered to our room, champagne and balloons at dinner, special desserts, and other little touches that made us feel genuinely welcomed.

Make It Personal

If you want the best chance of getting a thoughtful response, don't copy and paste the exact same email to every hotel. Use this template as a starting point, but customize it. You might get an upgrade. You might get a welcome treat. Or you might get exactly the room you originally booked. But you won't know unless you ask.

Good luck and happy travels!