Skip to content

How to Craft Persuasive Emails for Securing Hotel Room Upgrades

ADVERTISER DISCLOSURE: The Frugal Tourist belongs to an affiliate network and gets compensated for diverting traffic to partner websites, like MileValue.com. This compensation might affect how and where links show up on this site. This site does not include every financial company or all financial offers. Terms apply to American Express benefits and offers. Enrollment might be required for some American Express benefits and offers. Visit americanexpress.com for details.

Whether you’re a points enthusiast or an occasional traveler, obtaining a room upgrade can significantly enhance your travel experience.

Sending a friendly and customized email to your hotel before your arrival increases the likelihood of receiving that desired upgrade.

Be it a birthday, honeymoon, anniversary, or graduation, a well-composed request often results in pleasant surprises.

This blog post will present multiple email templates for upgrade requests for you to easily copy and paste, helping you secure that wonderful complimentary hotel upgrade during your holiday.


Join Our Free Travel Miles & Points Facebook Group


TRAVEL-MILES-AND-POINTS
Join Our Free Travel Miles & Points Facebook Group

Disclaimer


Although I’ve had some luck with these email templates for securing hotel upgrades, it’s not guaranteed.

Certain elements can enhance the odds of an upgrade, which I’ll explain later. Nevertheless, some factors beyond our control may lead the upgrade request to be ignored.

If the hotel is fully occupied, the upgrade likelihood might be 0%. Furthermore, emails could end up in the wrong hands or get lost in transit.

Should your upgrade request be declined, recall to handle it gracefully and courteously.

These requests are for free perks, so be thankful for any additional perks received, but face a declined request with a smile.


In a Nutshell


Composing upgrade request emails has been shown to elevate the chances of obtaining a free upgrade to a superior room or special amenity.

If you opt to write an email informing the hotel about your special event, remember to send it at least a week before your arrival.

This grants hotel staff sufficient time to contemplate your request and make arrangements if possible.

Mentioning your loyalty program status, conveying the purpose of your trip, and expressing genuine enthusiasm about your visit can also heighten your chances of a positive reply.

Ensure your tone remains friendly and grateful, and always acknowledge the possibility that the upgrade might not be feasible.

With a bit of fortune and the right approach, you might enjoy a fabulous room upgrade on your next journey.


What to Request & Who to Email


Various Room Types
QuietRoom (distant from lifts)
Upper Floor
Superior View (Cityscape / Seascape)
Room with Executive Access (usually includes complimentary breakfast & snacks)
Suites

Whom to Email
Hotels typically reach out to guests before they arrive. If they don’t, think about contacting them via their social media pages or websites to get the contact details of either the manager, reception, or concierge.
Suite Upgrade at Park Hyatt Siem Reap

Tips Before You Send Your Email


1. Set Your Expectations


Anticipate the best outcome, but also keep realistic expectations.

Acknowledge that upgrades are not always possible, and hotels have their own rules and procedures for granting them.

Express appreciation for their consideration, regardless of whether you receive the upgrade.

A positive demeanor can make a lasting impression, potentially affecting future visits.


2. Be Explicit About Your Requests, But Remain Flexible


State clearly what kind of upgrade you seek, such as a higher level, ocean view, or suite.

This allows the hotel personnel to understand exactly what you desire and increases the likelihood of meeting your request.

As your request may not be fulfilled, it’s wise to mention that you’d be open to any alternative upgrades if your primary choice isn’t available.


3. Boost Your Chances


Increase your odds of getting an upgrade by showing genuine excitement and enthusiasm about your visit.

Along with mentioning your special occasion, mention that it’s your first visit to the property or destination.

If you’ve stayed there before, don’t forget to express your enjoyment of your prior excellent stays.

As noted in earlier tips, you can also indicate that you are amenable to various types of upgraded rooms, such as those with executive access, upper floors, ocean views, etc.


4. Send Your Email Timely


Timing can be key to the success of your request.

Send your email approximately one week before your arrival, allowing the hotel ample time to review your request.

If you have a special occasion, consider sending your request even earlier.


5. Maintain Politeness and Brevity


Ensure your email is brief yet cordial, and express thanks to the hotel for considering your request.

When asking for “complimentary” upgrades, bear in mind that you’re requesting the property to offer something at no charge.

Therefore, it’s essential to stay gracious and courteous always.


6. Follow Up Politely


If you don’t get a response after a few days,发送

sending a courteous follow-up email is completely fine.

This ensures your request stays on their radar without seeming forceful.


7. Steer Clear of Busy Seasons


Choosing the right time for your stay can greatly affect your likelihood of getting an upgrade.

Traveling in off-peak periods provides hotels with more options and flexibility for granting requests.


8. Make It Personal


Customizing your message to the particular hotel or chain you’re staying at can be highly effective.

Referencing past visits, mentioning your loyalty status, or highlighting impressive aspects you’ve heard about the property can indicate your potential to become a repeat guest.

Ocean View Room Upgrade at the Cape Thompson, Cabo

Example Email Templates


Honeymoon Upgrade Request #1


Property Type: Beach / Resort
Subject: Honeymoon Stay – Special Request (Confirmation Number: XXXX)
Dear [Hotel Name] Team,

My partner and I are incredibly thrilled to celebrate our honeymoon at your stunning venue! Friends and online reviews highlight the breathtaking views, top-notch service, and exceptional amenities.

We are particularly excited about the beachfront setting and the wonderful facilities you offer.

Embarking on this special journey, we can’t help but dream of waking up to the tranquil sounds of the ocean from a beachfront room.

Should it be feasible, an upgrade to such a room would truly make our stay unforgettable.

We understand it’s not guaranteed, but we wanted to express our enthusiasm for staying at [Hotel Name].

We are also loyal members of [Loyalty Program], which consistently enhances our travel experiences.

Anticipating the potential for lifelong memories at [Hotel Name].

Sincere regards,

[Your Name]


Honeymoon Upgrade Request #2


Property Type: City
Subject: Honeymoon Celebration at [Hotel Name] (Confirmation Number: XXXX)
Hello [Hotel Name] Team,

My spouse and I are ecstatic to spend our honeymoon at your highly-regarded hotel!

We’ve read numerous reviews praising your outstanding service, excellent amenities, and perfect location close to various attractions. We’re eager to experience it ourselves!

Given this unique occasion for us, we aim to make our stay even more distinguished.

Could we possibly be eligible for a complimentary upgrade to a suite or a room with a high-floor view?

A quiet room would also be ideal for unwinding after our busy wedding events.

Many thanks for considering our request.

We’re excited about our stay.

Warm regards,

[Your Name]


Birthday Upgrade Request #1


Property Type: City
Subject: Birthday Celebration at [Hotel Name] (Confirmation Number: XXXX)
Hello [Hotel Name] Team,

I’m planning a special birthday getaway for (myself, my_______) and chose your hotel because of its outstanding reputation, fantastic location, and superior amenities.

I’ve heard such positive feedback about your staff and facilities from reviews and friends alike.

Given this special occasion, I was hoping I might be considered for an upgrade to a room on a higher floor with an amazing view. It would add an extra touch of magic to my celebration.

I am also a member of [Loyalty Program], which has always enhanced my experiences.

Thank you for your time and consideration, and I’m eager for the chance to celebrate a memorable birthday at your exceptional hotel.

Best regards,

[Your Name]


Birthday Upgrade Request #2


Property Type: Beach
Subject: Birthday Celebration at [Hotel Name] (Confirmation Number: XXXX)
Hi [Hotel Name] Team,

I hope this message reaches you well. My partner and I are very excited about our forthcoming stay at your beautiful property!

We’ve heard outstanding things about your hotel, from the attentive staff to the superb facilities. The beachfront setting and proximity to local attractions are just the icing on the cake!

We’re visiting

to commemorate a unique event—my partner’s birthday!

To enhance our visit, I wanted to ask about the chance of upgrading to a room with an oceanfront view or possibly a suite. It would mean everything to us and elevate the birthday celebration.

Thank you in advance for your consideration. We’re eagerly anticipating our stay and the renowned hospitality of your hotel!

Sincerely,

[Your Name]


Anniversary Upgrade Request #1


Property Type: Urban
Subject: Anniversary Celebration at [Hotel Name] (Confirmation Number: XXXX)
Hello, [Hotel Name] Team,

My spouse and I are marking our anniversary and have heard wonderful things about your establishment – from the courteous staff to the fantastic amenities. We’re also especially thrilled about the spa and dining options.

We were wondering if an upgrade to a suite or a room with a stunning view might be possible. Access to a club room would be fantastic as well.

Such an upgrade would make our anniversary celebration truly remarkable and mean a lot to us.

We are also members of your [Loyalty Program] and highly value the benefits it provides.

Thank you for your attention, and we look forward to the chance to enjoy the hospitality of [Hotel Name].

Sincerely,

[Your Name]


Anniversary Upgrade Request #2


Property Type: Coastal
Subject: Anniversary Celebration at [Hotel Name] (Confirmation Number: XXXX)
Dear [Hotel Name] Team,

Hope all is well. My partner and I are eagerly anticipating our anniversary getaway at your stunning hotel.

We’ve heard glowing reviews about your friendly staff, delectable dining options, and serene spa facilities, and we can’t wait to experience it all!

To celebrate our anniversary lavishly, we’d like to inquire about the possibility of upgrading to a suite, a room with club access, or an oceanfront view.

We truly appreciate your consideration. We are excited to experience all the wonderful things we’ve heard about [Hotel Name].

Thank you in advance,

[Your Name]


Graduation Upgrade Request #1


Property Type: Urban
Subject: Graduation Celebration at [Hotel Name] (Confirmation Number: XXXX)
Hello [Hotel Name] Team,

I recently graduated from ________ and decided to commemorate this milestone at your highly-rated hotel.

With your central location and outstanding reviews, it was an easy choice for this significant occasion.

To make this celebration exceptionally memorable, I’d greatly appreciate if you consider upgrading me to a room with a serene ambiance and a fantastic view.

A suite or a room with club access would also be amazing. It would be an ideal setting to reflect on my accomplishments and plan ahead.

As a member of [Loyalty Program], I’ve always appreciated the perks it provides. I also noticed your [Special Offer or Package], which could further enhance my stay.

Thank you very much for your time and consideration. I am eagerly looking forward to my stay at [Hotel Name].

Best wishes,

[Your Name]


Graduation Upgrade Request #2


Property Type: Urban
Subject: Graduation Celebration at [Hotel Name] (Confirmation Number: XXXX)
Hello [Hotel Name] Team,

Writing to you with great excitement! My friends and I have chosen your magnificent hotel to mark my recent graduation.

Previous guests have spoken highly of the central location, fantastic dining, and excellent pool facilities.

Given this milestone event, I was hoping to ask if there might be a chance to upgrade to a suite or a room with club access and an incredible view.

A high-floor, quiet room would nicely complement this achievement.

Thank you for considering my request. We’re eager for a memorable stay at [Hotel Name]!

Best regards,

[Your Name]


Optional Add-Ons


Consider Including Any of These Statements In Your Email
Thank you so much for considering our request. If a suite upgrade is not feasible, we’d be perfectly happy with a room featuring club access or a sea view.
I currently have elite status with _________________. Hopefully, this will be taken into account, so I can be considered for an upgrade at your splendid property.
Thank you for your consideration. If the upgrade request cannot be fulfilled or the room is unavailable, we would be grateful for any alternative upgrades to make our special day memorable. We are flexible and would gladly accept any upgrade options offered.
The reviews about your property from fellow travelers have been outstanding / excellent / spectacular, and I can’t wait to add my own glowing review after our visit.

Upper-Floor, City Panorama (Empire State View) Enhancement at the Grayson


Optional: Following Your Enhanced Hotel Stay


Numerous travelers neglect the importance of showing thanks to a hotel for a complimentary upgrade.

Writing a thank-you email or posting a favorable review on sites such as TripAdvisor or Google is equally essential.

This aids the hotel in achieving its business objectives and helps other travelers make informed decisions, while also acknowledging the hotel’s efforts.

Moreover, demonstrating appreciation increases your chances of receiving an upgrade again during your subsequent visit to the same establishment.

Below are sample appreciation emails, so you don’t need to start from scratch.


Graduation
Subject: Appreciation for the Upgrade – Enhancing My Graduation Celebration Significantly
Dear [Hotel Name] Team,

I’m writing to express my profound gratitude for the exceptional upgrade during my recent stay.

The spacious suite with a mesmerizing view far surpassed my expectations!

Your considerate gesture made my graduation celebration significantly more delightful.

It was the ideal setting to relax, contemplate my achievements, and plan for the future.

I genuinely appreciate being a member of [Loyalty Program], which consistently offers extraordinary experiences at their hotels.

Thank you once more for making this celebration truly unforgettable.

Warm regards,

[Your Name]


Birthday
Subject: Appreciation for the Marvelous Upgrade – Making My Birthday Celebration Unforgettable
Dear [Hotel Name] Team,

I just wanted to extend immense thanks for the fantastic upgrade during my recent stay. It was a splendid surprise and made my birthday celebration genuinely memorable.

The ample space, spectacular views, and superior amenities really left me in awe.

I am deeply appreciative to be part of [Loyalty Program] and to have the chance to create special memories at your hotel.

Thank you once again for making this birthday one I will always treasure.

Sincerely,

[Your Name]


Honeymoon/Anniversary
Subject: Appreciation for Making Our Honeymoon Spectacular – The Ultimate Upgrade
Dear [Hotel Name] Team,

We cannot convey enough gratitude for the outstanding upgrade during our recent honeymoon stay. It was a delightful surprise and truly enhanced our time together.

The upgraded suite was phenomenal with its breathtaking views, romantic ambiance, and luxurious features—it exceeded our expectations by far. We felt like royalty, and your hotel genuinely made our honeymoon one we will never forget.

Being a member of [Loyalty Program] has always provided us with superior experiences, but this upgrade surpassed anything we imagined.

Thank you from the depths of our hearts for helping to forge lasting memories on this special journey.

With gratitude,

[Your Names]


Any Occasion
Subject: Gratitude for A Delightful Stay!

The upgrade we received at [Hotel Name] truly capped off an already splendid __________ celebration.

The enhanced suite/room made our stay cozy and opulent.

As frequent travelers and [Loyalty Program] members, we have stayed at numerous hotels worldwide, but our time at [Hotel Name] stands out as one of the finest.

Your dedication to providing a superior guest experience is evident in every aspect of our stay.

We will forever cherish the unforgettable memories created at [Hotel Name], and we eagerly anticipate returning to create more special moments.

Thank you once more for making our _________ celebration extraordinary.


Final Reflections


Receiving a complimentary upgrade significantly elevates your travel experience, especially when commemorating milestones like a birthday, honeymoon, or graduation.

Next time you plan a trip, do not hesitate to send your room upgrade request email.

Using the tips in this blog post can enhance your chances of securing a remarkable upgrade that will make your stay even more memorable.

Ensure your message is personalized and mention any loyalty memberships or special promotions that might support your request.

Safe travels!

Editorial Disclosure: Opinions expressed here are solely the author’s, not those of any bank, credit card issuer, hotel, airline, or other entity. This content has not been reviewed, approved, or otherwise endorsed by any of the entities featured within the post.

User Generated Content Disclosure: The comments section below is not provided or commissioned by the bank advertiser. Responses have not been reviewed, approved, or otherwise endorsed by the bank advertiser. It is not the bank advertiser’s responsibility to ensure all questions are answered.


Leave a Reply