Tired of getting ghosted by your email list? This fixes it.
Learn what to send, when, and how to make your hotel emails irresistible.

Subscribe and ring that bell, you won’t want to miss upcoming episodes! Today’s tip might just fix that “empty inbox = empty rooms” problem.

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Let’s face it: Email marketing gets a bad rap. Too many hotels either spam their list with discounts or send nothing at all. Both are a problem. If you’re not nurturing your email list, you’re missing bookings. Full stop.

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But here’s the good news: Get your timing and content right, and you’ve got a direct line to your guest’s heart (and wallet). Independent hotel owners—this one’s for you.

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Check out the Hotelier Helpcast Podcast for more marketing and management gold nuggets:
👉 hotelierhelpcast.com/podcast

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Timing Is Everything: Why Most Hotels Get This Wrong

So, when should you send hotel emails?

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Quick question: Would you propose marriage on a first date? Of course not. So why send a “Book Now” email to someone who just joined your list?

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Here’s a general timeline that works for most independent properties:

• Immediately after signup – A welcome email (or series) that builds trust.

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• 1–2 weeks later – Value emails (guides, local secrets, behind-the-scenes).

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• Monthly – A newsletter that keeps your brand top-of-mind.

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• 6–8 weeks before key seasons – Promotional campaigns or packages.

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• Pre-stay – Info that enhances their visit and reduces check-in stress.

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• Post-stay – Thank you + request for reviews + incentive for return.

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Your email list isn’t a billboard. It’s a relationship.

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We cover hotel marketing step-by-step on the Hotelier Helpcast YouTube channel. Subscribe here:
👉 YouTube.comHotelierHelpcast

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What to Send: 7 Emails That Actually Work

Let’s break down what actually works in hotel email marketing.

1. Welcome Email (with a twist)
Start with a personal note, not a promo. Share your story. Why your hotel exists. Maybe even a funny mishap from opening week.

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2. Local Insider Guide
Highlight top spots—cafés, hidden beaches, local events. Don’t just promote your own place. Become their virtual travel buddy.

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3. Behind-the-Scenes Peek
A short video or photo series of a staff member prepping rooms, your chef creating a new dish, or how you flip rooms in under 30 minutes (if you dare share that chaos!).

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4. Exclusive Offer or Package
Not a “Book Now, 10% Off!” spam. Make it a limited-time deal with a reason. Birthday? Local festival? Anniversary of your opening?

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5. Guest Stories
Feature a guest (with permission) who had a memorable stay. Bonus: it builds trust and adds that emotional pull.

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6. Pre-Arrival Checklist
Send 2–3 days before arrival. Include directions, check-in times, Wi-Fi codes, and a link to upgrade or book spa dining options.

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7. Thank You + Review Ask
A day after checkout. Keep it short, friendly, and link to TripAdvisor / Google. Toss in a discount for next time.

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Do you follow up after your guests leave? Most don’t. But the ones who do? Repeat bookings go up by 35%.

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Usable Tip of the Episode

Set up a 5-email automation for new subscribers.
Start with: 1) Welcome, 2) Local tips, 3) Story email, 4) Exclusive deal, 5) Review request.
Do it once. Bookings forever.

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The big hotel chains? Deep pockets.

You? Guts, charm… and this guide.

“Your Independent Hotel Blueprint” helps you win—without selling your soul to OTAs.

Download it free. Let’s show them how it’s done.

You can find a link in the show notes.

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What Do You Send Now?

Drop a comment below. Do you have an email sequence? Or just flying by the seat of your pants?

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Here are Your Key Takeaways

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In Conclusion

Let’s be honest: Email isn’t sexy. But neither is an empty booking calendar. Smart email marketing gives your hotel personality, builds loyalty, and fills those rooms.

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And here’s the kicker—it doesn’t need to be complicated. It just needs to be real.

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If you liked this episode, you also might like “How To Boost Your Bookings With Targeted Hotel Digital Advertising” episode 21.

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For deeper support, join “The Hotel Owner’s Roadmap: 90 Days to More Bookings, More Time, and Less Stress” course. Get the tools, templates, and support you need.

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Don’t forget to subscribe and ring that bell and if you like the information we are producing, feel free to buy us a coffee.