Do you have a celebratory event at an upcoming hotel? Perhaps it might be your girlfriend’s anniversary, her birthday, your birthday, or your sister’s graduation? Well, it never hurts to e-mail the General Manager of the hotel to let them know of your celebratory event.
It will dramatically increase your chances at a possible suite upgrade before arrival. Communicating directly with the hotel letting him/her know about your celebratory event and your hotel chain loyalty is almost always a two-step bang into securing a better room before arrival.
Special occasion: Birthdays, Anniversaries, Graduation, etc.
Hotel Elite Status: It helps to have hotel elite status. I would have at least Silver or above to improve your chances at a hotel room upgrade. You might be able to score suites with top tier elite status.
How to find GM addresses:
First of all, check the hotel’s website to see if there’s an e-mail address to the General Manager. Most times you can find the name of the General Manager within your hotel e-mail confirmation. If that doesn’t work, check TripAdvisor on the particular hotel and look for the General Manager’s name when he/she is responding to Tripadvisor guest reviews. Sometimes their e-mail is written on their guest replies. If you can at least secure the name of the General Manager, Google is your friend and you can often find the e-mail address there.
Sample e-mail subject:
Upcoming reservation in August
Sample e-mail letter:
I am celebrating my girlfriend’s anniversary in New York at the New York Marriott Marquis and will be arriving on Mon, Aug 22, 2013. We will be staying for one night at your lovely hotel. As a Marriott Platinum guest, this would be our first time together in your hotel and I wish to make it a memorable night. As a Platinum guest, I was wondering if there was any way you could secure us the best suite upgrade before our time of arrival. For your reference, this is my hotel reservation confirmation # 2343333. Thank you so much.
Sample e-mail template:
Dear Mr./Mrs. Hotel GM,
I am celebrating my girlfriend’s [Special Ocassion] in [City Name] at the [Full Hotel Name] and will be arriving on [Day, Date]. We will be staying for one night at your lovely hotel. As a [Hotel Chain] [Elite Status] guest, this would be our first time together in your hotel and I wish to make it a memorable night. As a [Elite Status] guest, I was wondering if there was any way you could secure us the best suite upgrade before our time of arrival. For your reference, this is my hotel reservation confirmation # [Conf #]. Thank you so much.
After your e-mail is sent, you should hear from the hotel within a few days. Often times, the e-mail is CC’d to the front desk supervisor, etc. Be sure to hit “Reply All” and thank him/her for the upgrade. Now you can check your reservation online to see if the upgrade has been reflected. Sometimes they will just note your account and process the upgrade when you arrive.
You might also find welcome amenities such as balloons, champagne, chocolates, fruit basket, or even a birthday cake in your room when you arrive.