When someone is about to arrive at your property, whether it's a hotel, a rental home, or even your own residence for a visit, a well-crafted arrival email can make all the difference. This communication sets the tone for their entire experience, offering essential information and a warm welcome. Understanding what makes a good arrival email sample is key to ensuring your guests feel prepared, informed, and excited about their upcoming stay.
Why a Great Arrival Email Sample Matters
An arrival email is more than just a formality; it's a crucial touchpoint that bridges the gap between booking and the actual arrival. It provides guests with the practical details they need to navigate their journey and entry, reducing potential stress and confusion. The importance of a clear and comprehensive arrival email cannot be overstated, as it directly impacts the guest's first impression.
- Reduces guest anxiety by providing all necessary information in advance.
- Shows professionalism and attentiveness from your end.
- Minimizes the need for last-minute phone calls or inquiries.
- Sets expectations for their stay.
A good arrival email typically includes:
- Check-in instructions
- Contact information
- Directions and parking details
- Any specific house rules or notes
Consider this basic structure for a standard arrival email:
| Section | Key Information |
|---|---|
| Welcome | Warm greeting and confirmation of stay dates. |
| Logistics | Check-in time, access codes, key pickup location. |
| Location & Access | Address, directions, parking instructions. |
| Important Notes | Wi-Fi password, emergency contacts, local tips. |
| Farewell (Pre-arrival) | Looking forward to their arrival. |
Hotel Check-in Instructions Arrival Email Sample
Dear [Guest Name],
We are delighted to confirm your upcoming reservation at [Hotel Name] from [Arrival Date] to [Departure Date]. We're looking forward to welcoming you!
To ensure a smooth check-in experience, please note the following:
Check-in Time: Our standard check-in time is from 3:00 PM onwards. If you anticipate arriving earlier, please contact us to inquire about early check-in availability. We will do our best to accommodate your request.
Location: [Hotel Address]
Parking: Complimentary parking is available for our guests. The entrance to our parking garage is located at [Parking Entrance Address]. Upon arrival, please proceed to the front desk to collect your parking pass.
Front Desk: Our front desk is open 24 hours a day. Should you require any assistance upon arrival or during your stay, please do not hesitate to approach our reception team.
We are excited to have you with us and hope you have a wonderful stay!
Warmly,
The Team at [Hotel Name]
Vacation Rental Key Pickup Arrival Email Sample
Subject: Your Upcoming Stay at [Property Name] - Arrival Information!
Hi [Guest Name],
We're so excited for you to arrive at [Property Name] on [Arrival Date]! To make your arrival as easy as possible, here's everything you need to know.
Check-in: Your check-in time is after 4:00 PM on [Arrival Date].
Key Collection: The keys to [Property Name] will be in a secure lockbox located at [Lockbox Location - e.g., next to the front door, on the porch railing]. The code for the lockbox is [Lockbox Code]. Once you've retrieved the keys, please remember to lock the box again.
Address: [Property Address]
Parking: There is free street parking available directly in front of the property. Please ensure you park within the marked bays.
If you have any questions at all before you arrive, feel free to reply to this email or call us at [Phone Number].
We can't wait to host you!
Best regards,
[Your Name/Property Manager Name]
Airbnb Self Check-in Arrival Email Sample
Subject: Welcome to your [City] Getaway! Arrival Details for [Your Listing Name]
Hello [Guest Name],
We're thrilled that you've chosen to stay at our place for your trip to [City]! Your booking from [Arrival Date] to [Departure Date] is all set.
Self Check-in: Our check-in process is completely self-service for your convenience. You can enter the property anytime after 3:00 PM on [Arrival Date].
Access: The entry door to the apartment uses a smart lock. We will send you a unique 4-digit code a few hours before your check-in time. This code will be active from 3:00 PM on your arrival day until 11:00 AM on your departure day.
Address: [Your Listing Address]
Getting Here: [Brief directions or nearest public transport info].
Wi-Fi: The Wi-Fi network name is [Wi-Fi Name] and the password is [Wi-Fi Password].
We've tried to think of everything to make your stay comfortable. If anything comes up, please reach out!
Enjoy your stay!
Cheers,
[Host Name]
Long-Term Rental Move-In Arrival Email Sample
Subject: Welcome Home to [Rental Property Address] - Your Move-In Details
Dear [Tenant Name],
Congratulations on your new home at [Rental Property Address]! We are excited to welcome you as our new tenant. Your lease begins on [Start Date], and we're ready for your move-in.
Move-In Time: You are welcome to begin your move-in anytime on [Start Date] after 10:00 AM.
Key Pickup: Please come to our office at [Office Address] to collect your keys and sign the final move-in documents. Our office hours on [Start Date] are from 9:00 AM to 5:00 PM. If you cannot make it during these hours, please let us know, and we can arrange an alternative.
Utilities: Your utilities ([Electricity, Gas, Water, Internet]) should be set up and active for your arrival. If you need to transfer any of these services into your name, please ensure this is completed before your move-in date.
Condition Report: Upon moving in, please take a moment to review the property's condition and complete the provided move-in inspection report. This helps ensure everything is documented.
We wish you a smooth and happy move!
Sincerely,
[Landlord/Property Management Company Name]
Guest House/Bed & Breakfast Early Arrival Request Arrival Email Sample
Subject: Regarding Your Upcoming Stay - [Guest Name] at [B&B Name]
Dear [Guest Name],
We are looking forward to your stay at [B&B Name] from [Arrival Date] to [Departure Date]. We hope you're having a wonderful day!
You mentioned you might be arriving earlier than our standard check-in time of 3:00 PM. We understand that travel can sometimes mean arriving a bit sooner, and we'd love to accommodate you if possible.
Early Arrival Request: If you are planning to arrive around [Requested Arrival Time], please let us know. We will do our very best to have your room ready for you. If the room isn't quite ready, we'd be happy to store your luggage securely so you can explore the local area until it is.
Our Location: [B&B Address]
Please confirm your estimated arrival time by replying to this email so we can best prepare for your arrival.
We can't wait to welcome you!
Kind regards,
The Team at [B&B Name]
Event Guest Accommodation Arrival Email Sample
Subject: Welcome to [Event Name]! Your Accommodation Details
Dear [Guest Name],
We are so excited for you to join us for [Event Name] on [Event Date]! As a special guest, your accommodation is arranged at [Hotel Name/Venue Name].
Accommodation Details:
- Hotel Name: [Hotel Name]
- Address: [Hotel Address]
- Check-in Date: [Arrival Date]
- Check-out Date: [Departure Date]
- Reservation Name: [Reservation Name, e.g., Event Name Group Booking]
Check-in Process: Please proceed to the hotel's front desk upon arrival. Mention that you are attending [Event Name], and they will have your reservation details ready. Standard check-in time is from 3:00 PM.
Getting Around: [Provide brief details on transportation from the hotel to the event venue, or nearest transport hubs].
We look forward to celebrating with you!
Best,
The [Event Name] Organizing Committee
University Dormitory Move-In Arrival Email Sample
Subject: Welcome to Campus! [Your Name], Your Residence Hall Arrival Information
Dear [Student Name],
Welcome to [University Name]! We are thrilled to have you join our vibrant campus community and are ready to help you settle into your new home at [Dormitory Name].
Move-In Day: Your official move-in day is [Arrival Date]. We encourage you to arrive between [Start Time] and [End Time] to ensure a smooth process.
What to Bring: Please remember to bring your student ID card for check-in and your necessary personal belongings. You will also need to provide [mention any required documents, e.g., proof of payment, signed housing agreement].
Key/Access Card Pickup: Upon arrival at [Dormitory Name], please report to the [Designated Check-in Location, e.g., Main Lobby, Residential Life Office]. Our staff will be there to greet you, verify your identity, and provide you with your room key or access card.
Parking: Temporary parking is available in [Parking Lot Name] for unloading your belongings. Please adhere to all posted signage.
We are excited to welcome you to your new residence!
Sincerely,
The Residential Life Team
[University Name]
Short-Term Stay/Guest House Late Arrival Arrival Email Sample
Subject: Welcome! Late Arrival Details for Your Stay at [Guest House Name]
Dear [Guest Name],
We're delighted you'll be staying with us at [Guest House Name] starting [Arrival Date]. We're looking forward to your visit!
We understand that your travel plans may mean you'll be arriving later in the evening. Not a problem at all!
Late Arrival Procedure: Our front desk operates until [Desk Closing Time]. If you anticipate arriving after [Desk Closing Time], please notify us at your earliest convenience. We have a secure key drop box located [Location of Key Drop Box - e.g., to the left of the main entrance]. Your room number is [Room Number], and the key will be inside an envelope with your name on it.
Your Room: [Room Number]
Address: [Guest House Name Address]
Please don't hesitate to call us at [Phone Number] if you have any questions or need assistance during your late arrival.
We wish you a safe journey and look forward to seeing you!
Warmly,
[Guest House Name] Management
Company Apartment/Corporate Housing Arrival Email Sample
Subject: Welcome to Your Corporate Apartment - [Address] - Arrival Information
Dear [Employee Name],
Welcome to [City] and welcome to your corporate housing at [Apartment Address]! We are pleased to provide you with comfortable accommodation during your assignment.
Your Arrival: You can access your apartment starting on [Arrival Date] after 2:00 PM.
Access & Keys: Your apartment is equipped with a keyless entry system. You will receive your unique access code via a separate email from our security partner, [Security Partner Name], approximately 24 hours before your arrival. Please keep an eye out for this email.
Apartment Details:
- Address: [Apartment Address]
- Apartment Number: [Apartment Number]
- Contact Person: For any immediate needs upon arrival, please contact [Contact Person Name] at [Contact Person Phone Number].
What to Expect: Your apartment will be fully furnished and cleaned, ready for you to move in. Basic amenities such as [mention a few key amenities, e.g., Wi-Fi, kitchenware] are provided.
We hope you have a smooth transition and a pleasant stay.
Best regards,
[Company Housing Department/Contact]
In conclusion, a well-structured and informative arrival email is an indispensable tool for hospitality providers, landlords, and even personal hosts. By providing clear, concise, and friendly instructions, you not only simplify the arrival process for your guests but also significantly enhance their overall experience. Referencing these various arrival email samples can help you craft the perfect message for any situation, ensuring that every guest feels welcomed, prepared, and excited from the moment they receive your email.