FREE TRAVEL RESOURCES
How to ask your hotel for a room upgrade
Ask nicely, and sometimes they say yes. Here is the email we send before a stay, plus the six things worth doing before you hit send.
We don't have a secret handshake with hotel managers. Just a polite email we send before our stays, and a few lovely room surprises along the way.
Not every time. Not even most times. Often enough that we would never skip it.
Sometimes the answer is no, and that is completely fine. But a warm, specific, genuinely personal note gets a better response than saying nothing at all, and it takes about four minutes to send.
What the free download includes
- The complete email template. Ready to copy, with every detail you need to personalize marked clearly.
- Three loyalty paragraphs. One if you have status, one if you just joined the program, one if the hotel does not have a program at all. Drop in whichever fits.
- An optional celebration line, for anniversaries, birthdays, retirements, and milestone trips.
- The Before You Send guide, printable, so you can keep it with your travel notes.
A look at the opening
Here is how it starts.
Subject: Upcoming Stay at [Hotel Name] | Reservation [Number]
Dear [Hotel Name] Team,
We're really looking forward to our upcoming stay from [arrival date] to [departure date]!
We're especially excited about visiting [destination], and we chose your property because [personal reason for choosing the hotel].
The rest, including the three loyalty paragraphs and the printable version, is in the free download below.
Before you send: six things worth doing first
- Join the hotel's loyalty program. Before sending your letter, check whether your hotel offers a free loyalty program. Even basic membership can provide access to member rates or other benefits. Add your membership number to your reservation when eligible. Membership alone doesn't guarantee an upgrade.
- Make your letter personal. Tell the hotel why you chose it. Perhaps it's the location, a beautiful view, a recommendation from a friend, or something special about the property. A genuine detail makes your email feel personal rather than copied.
- Mention a celebration. An anniversary, birthday, honeymoon, retirement, or milestone trip is worth mentioning if you're genuinely celebrating. You don't need a special occasion to ask for an upgrade, though!
- Ask for something specific. Would you love a room overlooking the Christmas market? A higher floor? A particular room category? Make your preference clear, but leave room for the hotel to surprise you.
- Send your email before arrival. We suggest approximately 3–7 days before check-in. Hotels handle room assignments differently, so there isn't one perfect time.
- Be gracious, whatever happens. A complimentary upgrade is never guaranteed. Hotel availability, room categories, booking conditions, and loyalty benefits can all affect the outcome.
Send me the letter.
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We never assume an upgrade is coming. We are just not afraid to ask nicely.