Imagine arriving at your hotel on a holiday and getting upgraded to a better room for FREE. For those who travel a lot, this might have happened at some time or the other. Maybe you received a room on a higher floor or a room with a better view or (the best one) a suite room. It’s a great feeling and makes your vacation feel special from the get-go. If you’re looking to increase your chances for a free hotel upgrade, I’ve got an email template that has worked for me twice for a room upgrade.
Here it is:
EMAIL For Free Hotel Upgrade (Template):
Hi there,
Hope you’re doing well.
After reading some amazing reviews on TripAdvisor & Google, I’ve booked your hotel for our honeymoon! We will be coming in a week on DD/MM/YY and staying till the DDth. I am excited to try your in-house brioche bread and spreads at the breakfast buffet.
As our first getaway as newlyweds, we would love to be considered for an upgrade to elevate our celebrations and make our stay at your property memorable.
Upgrade or not, we are eagerly looking forward to staying with you.
Best,
Rose
10 Tips On Writing An Email Asking For A Free Hotel Room Upgrade:
1. Find The Person Who Makes The Upgrade Decisions
The general manager is often in charge of making upgrade decisions. The name and email of the general manager can be found on the hotel’s website, or you can call the hotel and ask for them.
2. Keep The Tone Depending On Your Hotel Type
If you didn’t find the concerned person’s name, address the email with the usual greetings. Do keep in mind the type of hotel you’re staying at before writing the greeting. A simple “Hi” or “Hey there!” is good enough for a laid-back Airbnb, but if you’re staying at a 5-star property, then a formal “Hello” is better suited.
3. Slyly Mention Review Websites Like TripAdvisor or Booking
You can tell them you found their hotel through any of these websites or saw great reviews on a particular third-party app. This way they know that you refer to and use these review sites and might write positive feedback for them as well.
4. Include The Dates Of Your Stay
This is very important! But very easily forgotten details in the hotel room upgrade email. Mention the dates of your vacation in bold or on another line so they can quickly check whether an upgrade is even possible or not.
5. Timing is Important
Naturally, when the vacation spot is experiencing its high season, the hotel is likely fully booked and there isn’t much chance for an upgrade. If you’re traveling to a destination in its peak season, it’s better to not ask for upgrades and rather ask for other complimentary benefits like resort credit or a free meal!
6. Mention Why You’ve Chosen Them Specifically
Everyone loves details and personal stories. Tell the hotel why you chose them. Is it because you read about them somewhere and it personally connected to you? Is it because you read the review and found an exciting detail? Include that in your email and compliment them.
7. Tickle Your Humor Muscle
You don’t have to go out of your way to write a humorous line but if something funny comes to your mind, then do include that in your hotel upgrade template. If you get someone to smile, you already have some brownie points on their list and it just ups your chances of an upgrade.
8. Check If The Room You’re Asking Is Available On Those Dates
If you’re asking for a specific type of room like corner suites or beach-view stays, then check if they’re available on the dates of your stay. There is no point in requesting a room that isn’t even available.
9. End On A Good Note
It’s always best to keep your tone cheerful and happy when you ask for an upgrade. Don’t be demanding at any point. The hotel should know that you’re excited about your stay anyway and the upgrade will be just like the cherry on top.
10. Include Any Status You Have With The Hotel Chain
The hotel always reserves their perks for the loyal members and if you’re one of them, mention it in the email. You don’t necessarily have to be a member of their program, but even if you have stayed in their chain before, a casual mention of how amazing it was will help.
7 Factors That Increase Your Chances Of A Free Hotel Upgrade
1. Travel During Slow Season
You are less likely to be upgraded when all rooms are booked and the hotel is flushing with people every day. This is a norm during the high season in a destination like Italy in July or December in Mexico. You will have a higher chance of getting hold of an upgrade if it’s a quieter time of the year or a mid-week booking. See, hotels also want to make the experiences of their guests as memorable as possible and wouldn’t mind giving an upgrade during low seasons. There are other benefits of off-season too. Less-crowded tourist spots, easier reservations, and cheaper rates are some of the key ones.
2. Sign Up To The Hotel’s Loyalty Program
If you have a favorite hotel chain like Hyatt, Marriott, IHG, etc. sign up for their loyalty program and keep earning points every time you stay. Not all hotel chains have loyalty programs and if that’s so, you can nicely tell them how you have enjoyed your previous stays with their chain before asking for an upgrade. Hotels love to reward their loyal customers and shower them with free perks like better rooms, spa points, and free meals.
3. Book Through Hotel’s Booking Site
Booking through a hotel’s booking site rather than third-party channels can help you secure an upgrade. Hotels prioritize guests who have the hotel loyalty program or have a partnered credit card first and then accommodate further requests based on who has booked through their site. Sometimes, hotel authorities can’t even make changes to the selected room if it’s booked via a third-party site. Making reservations via a reputed travel agent or a destination-specific travel expert can also help you secure free hotel upgrade.
4. Mention Any Special Occasion
The hotel staff doesn’t know if you’re celebrating something unless you let them in on the information. Whether it’s an anniversary, a birthday celebration, or a bachelorette trip, let the staff know your special occasion and wait for extra perks to fly in throughout your stay. Some hotels pre-assign rooms just a day or two before, so it’s best to send an email right about then. If not, you can also mention it at the check-in. Besides a better room, hotel staff also goes out of their way to make the occasion special by decorating the room, sending a complimentary cake, or sending their best champagne when you dine in.
5. Use Credit Card
Just like there are credit cards that help you crank up your airline miles for upgrades and meal credits, there are also credit cards like the AMEX Platinum Card or a co-branded credit card like the Marriott Bonvoy Brilliant AMEX Card that gives you a shot at getting an upgrade. Besides the hotel loyalty program, a credit card with benefits towards a specific hotel chain is a great way to secure a better room. Upgrade or not, these credit cards promise some benefits like an extended check-out, a credit to use towards dining or spa, and points for future travels.
6. Pick A Newer, Less-Popular Hotel
Newer hotels will have fewer rooms booked, so they are more likely to accommodate your request when you ask for an upgrade. They are also less popular in the area and on social media, so they’d be more than happy to enhance the guest experience to gain views on search engines and gain a valuable customer at the same time.
7. Ask Nicely
Ask any hoteliers or travel experts and their most powerful advice on securing a free hotel upgrade is to show some genuine kindness. Generally, the person in charge of on-ground upgrades is the person you talk to when you check in. You’d be surprised how many people are unfriendly to them after a long flight or unexpected delays in getting their room allotted. Just a simple, “How’s your day going?” or “Hope you have a great day” can go a long way. It makes them feel special and they will remember that politeness anytime you ask for something during your stay. If not a free room upgrade at the hotel, they will offer a discount on the upgrade, give you meal credit, or shower you with surprises like a complimentary champagne bottle throughout the stay.
8. Don’t Book The Cheapest Room/ Package Available
Don’t book the lowest room category and expect to be upgraded to a suite or club room with benefits. If you’re booking a lower category of room, then try to book a package with meals or drinks included so you get a better upgrade when you ask for it. It’s easier to get a suite if you’ve booked a room on a higher floor with a great view or booked a good package deal with the hotel.
Also See: Best Hotels in Top Honeymoon Destinations in the World
FAQ’s
What’s a Hotel Upgrade?
A hotel room upgrade would mean an improvement over your existing room whether it’s in terms of size, view, or amenities. Room upgrades depend on the type of hotel you choose, how vast the property is, and how many types of rooms the accommodation offers. Some room upgrade examples are rooms with a good view, rooms on a higher floor, rooms with a bigger area, and of course, suite rooms, villas, and penthouses. If you’re a light sleeper, a room upgrade can also count as a room that’s away from the restaurant or the lounge area and if you like to wake up early on vacations, a room with a sit-out can also count as a room upgrade.
What If You Don’t Get The Upgrade?
When you’re asking for a FREE upgrade, understand that the hotel isn’t liable to give you one. This email has worked for me twice and I’ve sent it to 7 different hotel chains. One of them was kind enough to give me a complimentary meal instead of the upgrade and the other 3 outright said no. Still, I was happy when I arrived at the property and greeted everyone with the same kindness. Don’t let this hope ruin your stay or vacation. And if you think a better room means that much to you than ask for the price of the upgrade in the next email. Chances are you will get a reduced price than usual.
How Do You Negotiate A Room Upgrade?
Negotiating a free room upgrade is tricky because you don’t want to come off as demanding, stern, or impolite and yet want to enjoy a better room. If your room upgrade is rejected, then try asking for a room that’s on a higher floor or a better view. If you’re given a price on the upgrade, you can also negotiate the price so it’s a win-win situation for both parties. The key to negotiation is to be firm, rightful in your opinions, genuine, and empathetic. Try to understand why the upgrade is rejected. Is there a lot of rush at the hotel? Are you talking to someone who isn’t in charge of the upgrade? Having compassion can go a long way during negotiations.
Why Do Hotels Give Free Upgrade?
Because sometimes, it’s in the best interest of everyone. The customer is happy and if the room is free, hotel authorities would love to offer it to a kind or loyal guest to gain a loyal customer. Hotels also hand out free upgrades for those celebrating a special occasion, especially a honeymoon or a milestone anniversary to make the stay special. Free upgrades are also reserved for guests who have a hotel loyalty program and have a significant number of points with the hotel chain.