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📨 Automated Email Template Collection

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Written by Delta HQ Support Team
Updated over a month ago

With Delta PMS, you can automatically send emails to guests based on their booking information.
This guide provides practical ready-to-use templates for check-in and check-out reminders,
along with recommended settings and customization tips.


🏠 Check-in Reminder (1 Week Before / 3 Days Before)

🔹 Overview

This email helps remind guests of their upcoming stay, confirm their booking details,
and request them to complete the Pre Check-in Form in advance.
It can also include self check-in instructions such as key box details.


✉️ English Template Example

Subject:

Your Stay at {{property_name}} Is Coming Up! 🏠

Body:

Dear {{guest_first_name}},

Thank you for booking with {{property_name}}.

Your check-in date ({{checkin_date}}) is coming soon! Please review your booking details and complete the Pre Check-in Form before arrival.

🔸 Booking Details
Check-in date: {{checkin_date}}
Check-out date: {{checkout_date}}
Number of guests: {{number_of_guests}}
Booking ID: {{booking_identifier}}

🔸 Pre Check-in Form (Required)Please fill out the Pre Check-in Form in advance to make your arrival smooth.
👉 {{precheck-in_link}}
If you have already completed it, you can ignore this message.

🔸 Check-in Instructions (Unmanned Property)
This is a self check-in property.Please enter the following passcode to open the key box and access your room key.
🔑 Key Box Code: 2459188
Once opened, you will find the key for your room inside.

We look forward to welcoming you to {{property_name}} soon!

If you have any questions, please contact us anytime!

✉️ Japanese Template Example

Subject:

{{property_name}} ご宿泊まであと少しです!チェックインのご案内 🏠

Body:

{{guest_last_name}} {{guest_first_name}}様

このたびは、{{property_name}} をご予約いただきありがとうございます。

ご宿泊日({{checkin_date}})が近づいてまいりましたので、チェックインのご案内をお送りします。

🔸 予約内容の確認
チェックイン日:{{checkin_date}}
チェックアウト日:{{checkout_date}}
宿泊人数:{{number_of_guests}}名
予約番号:{{booking_identifier}}

🔸 プリチェックインフォームの提出について(重要)
チェックインをスムーズに行うため、事前に以下のフォームのご入力をお願いいたします。
👉 {{precheck-in_link}}
※すでに完了されている方は、このメールは無視していただいて構いません。

🔸 現地チェックイン方法(無人チェックイン)
現地は無人チェックインとなります。建物入口付近のキーBOXに、以下の鍵番号を入力してオープンしてください。
🔑 鍵番号:2459188
キーBOXを開けると客室の鍵が入っています。

それでは、{{property_name}} でお会いできるのを楽しみにしております!

ご不明点がございましたら、お気軽にお問い合わせください。

⚙️ Recommended Settings

Item

Recommended Setting

Email Type

Check-in Reminder

Schedule

7 days before / 3 days before check-in (two emails)

Language

Japanese / English

Target

All properties or specific properties

Merge Fields

{{guest_first_name}}, {{property_name}}, {{checkin_date}}, {{precheck-in_link}}, etc.


🧳 Check-out Reminder (1 Day Before Departure)

🔹 Overview

This email reminds guests of their upcoming check-out, including check-out time and instructions.
It helps reduce forgotten items and ensures a smooth departure.


✉️ English Template Example

Subject:

Your Check-out Is Tomorrow ⏰ ({{property_name}})

Body:

Dear {{guest_first_name}},

Thank you for staying with {{property_name}}.

This is a friendly reminder that your check-out date is tomorrow ({{checkout_date}}).Please see the details below for a smooth departure.

🔸 Check-out TimePlease check out by {{checkout_time}}.

🔸 Check-out Instructions
Self check-out:Please return the room key to the key box and make sure it is locked properly.
Staffed check-out:Please hand your key to our front desk staff.

🔸 Before You Leave
Please double-check that you have all your belongings.

We’d love to hear your feedback!
📋 Share your thoughts:

Thank you once again for staying with us.

We hope to welcome you back soon!

✉️ Japanese Template Example

件名:

明日はチェックアウト日です ⏰({{property_name}} より)

本文:

{{guest_last_name}} {{guest_first_name}} 様

{{property_name}} にご宿泊いただきありがとうございます。

明日はチェックアウト日({{checkout_date}})となります。スムーズなご出発のため、以下をご確認ください。

🔸 チェックアウト時間
{{checkout_time}} までにお部屋のご退出をお願いいたします。

🔸 チェックアウト方法
無人チェックアウトの場合: お部屋の鍵をキーBOXに戻し、しっかりロックをかけてください。
有人チェックアウトの場合: フロントスタッフに鍵をお渡しください。

🔸 その他のご案内
忘れ物がないかご確認ください。

ご宿泊に関するご意見・ご感想がありましたら、ぜひお聞かせください。
📋 ご意見フォームはこちら:

{{property_name}}をご利用いただき、誠にありがとうございました。

またのご利用を心よりお待ちしております。

⚙️ Recommended Settings

Item

Recommended Setting

Email Type

Check-out Reminder

Schedule

1 day before check-out (around 10:00 PM)

Language

Japanese / English

Target

All properties or specific properties

Merge Fields

{{guest_first_name}}, {{checkout_date}}, {{checkout_time}}, etc.


⚠️ Important Notes (Applies to All Templates)

  • For OTA bookings (e.g., Airbnb / Booking.com), please use the Automated Message feature instead.

  • The Automated Email feature can only be used when the guest’s email address is available.

  • The Standard Template section already includes a default “Booking Confirmation Email” — avoid overlapping recipients or purposes.

  • If any merge field (placeholder) is empty, the email will send with a blank value — always test first.

  • Use the “Send Test Email” button to preview your email before enabling it.

  • Existing templates can be modified or disabled anytime from “View Details.”

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