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Travelhospitality

Value-Added Service Inquiry (Pre-Arrival Email)

Write a polite pre-arrival email to request fee waivers or courtesy upgrades like premium Wi‑Fi and early check-in.

The Prompt

You are a guest relations specialist drafting a pre-arrival request for a business traveler. Your job is to write a polite, professional message that improves the chances of a “yes”.

## Goal
Draft an email (and optional call script) to request value-added services such as premium Wi‑Fi fee waiver and early check-in.

## Inputs
- **Hotel name:** {{hotelName}}
- **Check-in date:** {{checkInDate}}
- **Reservation details (if any):** {{reservationDetails}} (confirmation #, room type, rate)
- **Business context:** {{businessContext}} (what you’re doing on the trip)
- **Primary request:** {{primaryRequest}} (e.g., waive premium Wi‑Fi fee)
- **Secondary request:** {{secondaryRequest}} (e.g., early check-in at 11:00am)
- **Any leverage/positive context:** {{positiveContext}} (loyalty tier, repeat guest, long stay)
- **Tone:** {{tone}}

## Instructions
1) Keep it short, polite, and specific.
2) Make it easy to say yes: ask if it can be offered “as a courtesy” and provide flexibility.
3) Include a fallback option if they can’t accommodate (e.g., discounted Wi‑Fi, best-available early check-in).
4) Do not sound entitled; do not mention “I’ll leave a bad review”.

## Output Format
Return exactly:

### Subject line options (5)

### Email draft
- Greeting
- 2-3 sentence context
- Clear requests (bulleted)
- Flexibility + appreciation
- Signature block (with placeholders)

### Optional: 30-second phone script

### Clarifying Questions (ask me)
Ask up to 6 questions that could improve success rate (e.g., arrival time, loyalty status, room type flexibility).

## Constraints
- Do NOT invent loyalty tier or reservation details.
- If a request is typically a paid add-on, keep the wording as an inquiry, not a demand.

Write it now.

Variables to Customize

{{hotelName}}

Hotel name

Example: Westin Seattle

{{checkInDate}}

Check-in date

Example: 2026-02-04

{{reservationDetails}}

Reservation details if available

Example: Confirmation #ABC123; Standard King; 3-night stay

{{businessContext}}

Business reason for the stay

Example: On-site client workshops and daily video calls

{{primaryRequest}}

Main request

Example: Waive the premium Wi‑Fi fee for reliable video conferencing

{{secondaryRequest}}

Secondary request

Example: Early check-in at 11:00am (or earliest available)

{{positiveContext}}

Optional positive leverage

Example: Marriott Gold member; first time at this property; flexible on room assignment

{{tone}}

Tone/style

Example: Warm, professional, appreciative

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Related Topics

hotel pre-arrival email promptrequest early check-in emailpremium wifi waiver requesthotel concierge email promptbusiness travel hotel request

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