How do I ask for an upgrade at a hotel via email?

How to Ask for a Hotel Upgrade Via Email

Step 1: Address the Hotel Contact

Start your email by addressing the hotel contact name you have on hand, whether it’s a reservations agent or a hotel manager. This adds a personal touch and shows respect.

Step 2: State Your Request Clearly

Begin your request with a phrase like “I’m writing to inquire about the possibility of upgrading our current reservation.” This clearly states your purpose and sets the tone for the rest of the email.

Step 3: Provide Your Current Reservation Details

Indicate your current room type and reservation details. This will help the hotel staff quickly identify your booking.

Step 4: Express Your Desire for an Upgrade

Politely express your desire for an upgrade to the specific room type you’re interested in. Use positive language and convey your enthusiasm for the hotel’s amenities. For example, you could say, “if there’s availability, we’d be thrilled to upgrade to a [desired room type].”

Step 5: Highlight Reasons for the Upgrade

If you have any special circumstances or reasons for requesting an upgrade, feel free to mention them briefly. For instance, you could indicate that you’re celebrating a special occasion or that you’re a loyal guest.

Step 6: Be Polite and Respectful

Throughout the email, maintain a polite and respectful tone. Remember that the hotel staff members are busy and appreciate friendly communication.

Step 7: Express Appreciation

End the email with an expression of gratitude for their consideration. For example, “Thank you for your time and attention to this matter.”

Example Email Template:

Dear [Hotel Contact Name],

I am writing to inquire about the possibility of upgrading our current reservation. We are currently booked in a [current room type], but if there is availability, we would be thrilled to upgrade to a [desired room type].

We have heard wonderful things about your hotel and are eager to experience the exceptional accommodations that [hotel name] offers. We are celebrating our [special occasion] and would appreciate the opportunity to make our stay even more memorable.

Thank you for your time and attention to this matter.

Sincerely,
[Your Name]