--- title: "Hotel thank-you email after checkout ยท Vivified Tech" description: "One thank-you email saved as a Gmail template, scheduled for the morning after checkout, plus a short WhatsApp version. Free, about 15 minutes." url: "https://vivifiedtech.com/guides/hotel-thank-you-email/" --- ## Step 1: Write the thank-you and save it as a Gmail template ``` Dear [guest name], Thank you for staying with us at [hotel name]. [one line about their stay, or delete this line] Left something behind? Reply to this email and we'll check. Anything not right during your stay? Reply and tell us. If you'd like to leave a review: [review link] Kind regards, [your name], [hotel name] ``` The review line is optional: delete it if you don't want one. No offer, discount or gift goes in this email. Gmail templates work only on a computer, per [Google's help page](https://support.google.com/mail/answer/14864208?hl=en). 1. Open **Settings**, **See all settings**, **Advanced**. 2. Next to **Templates** click **Enable**, then **Save Changes**. 3. Click **Compose** and paste the email. 4. Open **More options**, **Templates**, **Save draft as template**, **Save as new template**, and name it, for example "Thank you after stay". Type the subject yourself each time, for example: Thank you for staying at \[hotel name\]. ## Step 2: Add your Google review link (optional) [Google's help page](https://support.google.com/business/answer/16816815?hl=en) suggests putting your review link in thank-you emails. Copy it once, on a computer. 1. Go to your Business Profile. 2. Select **Read Reviews**, then **Get more reviews**. 3. Select **Copy**. 4. In Gmail, click **Compose**, then **More options**, **Templates**, and pick the thank-you under **Insert template**. 5. Paste the link in place of \[review link\]. 6. Open **More options**, **Templates**, **Save draft as template**, choose the thank-you under **Overwrite Template**, and click **Save**. Send the same message, with the same review line, to every departing guest, not only the ones who seemed happy. Google's [content policy](https://support.google.com/contributionpolicy/answer/7400114?hl=en) does not allow offering anything in exchange for a review, asking only happy guests, or asking for specific content. Guests also need a Google Account to leave a review. Answering the reviews that come in is covered in [our review replies guide](https://vivifiedtech.com/guides/google-review-replies-for-hotels/). ## Step 3: Write it at checkout and schedule it for the next morning 1. When the guest checks out, open the booking in your PMS for the email address and name. 2. In Gmail, click **Compose**, then **More options**, **Templates**, and pick the thank-you under **Insert template**. 3. Fill in every \[placeholder\] and type the subject. 4. Read the message once more for any "\[" left. 5. Next to **Send**, click the **Down arrow**, then **Schedule send**, and pick tomorrow morning. Gmail's [own page on scheduling](https://support.google.com/mail/answer/9214606?hl=en&co=GENIE.Platform%3DDesktop) says scheduled emails may go out a few minutes after the time you set, and they go out in the time zone you schedule them in. You can have up to 100 scheduled emails. To change or stop one, open **Scheduled** in the left panel and click **Cancel send**; it becomes a draft again. If you'd rather send in one batch, do it the next morning from the list of yesterday's departures. ## Step 4: Save a short version as a WhatsApp quick reply, then answer every reply This is for guests the desk has been talking to on WhatsApp. If WhatsApp Business is not set up yet, start with [Auto-replies for hotel WhatsApp](https://vivifiedtech.com/guides/whatsapp-business-auto-replies-for-hotels/). ``` Thank you for staying with us at [hotel name]. Left something behind? Reply here. Anything not right? Tell us here. If you'd like to leave a review: [review link] ``` 1. Open the **Tools** tab and tap **Quick replies** (in older versions: Settings, then Business tools). 2. Tap **Add** (the plus sign). 3. Paste the short version into **Message**. 4. Set the **Shortcut**, for example `thanks`, so it appears as `/thanks`. 5. Tap **Save**. To send it, the morning after checkout, open the guest's chat and tap **Message**. Type `/` and pick it, or tap **Attach**, then **Quick reply**. Change the placeholders, then send. WhatsApp has no schedule here, so a person sends it. [WhatsApp's help page](https://faq.whatsapp.com/1791149784551042/?cms_platform=android) covers quick replies in full if your menu looks different. Replies are the point: read every one the same day. A lost item goes to your [lost and found log](https://vivifiedtech.com/guides/hotel-lost-and-found-log/). A complaint gets a reply from a named person. Keep a copy of both texts outside Gmail and WhatsApp, since a deleted template or quick reply cannot be recovered, per both help pages. The checkout-morning message in [our welcome and checkout templates](https://vivifiedtech.com/guides/hotel-welcome-message-templates/) comes first; this one follows a day later. ## Details and limits Checked on 2026-11-04. Gmail, WhatsApp and Google move menus between versions, so look for the same words if yours differ. ### What it does Every departing guest gets the same short thank-you the next morning, whoever was on shift, with an easy way to reply about a lost item or a problem. Both pieces are built into free apps. ### What it can't do It does not know who checked out, and it does not read the PMS or fill in names. A person writes and schedules each email. WhatsApp quick replies do not send on a schedule. A person sends them. It does not get you reviews by itself. ### Limits - Gmail templates work only on a computer. - Type the subject yourself each time. - Up to 100 scheduled emails. - Scheduled emails may go out a few minutes late and follow the time zone you schedule them in. - Up to 50 quick replies in WhatsApp. - A deleted template or quick reply cannot be recovered. - Guests need a Google Account to leave a review. ### When this stops being enough When the thank-you should go out by itself from the day's departures, with each guest's name and stay filled in, a saved template is no longer enough. Read [how the no-build-fee model works](https://vivifiedtech.com/how-it-works/). ## Sources 1. [Create a template in Gmail (Gmail Help)](https://support.google.com/mail/answer/14864208?hl=en) 2. [Schedule emails to send (Gmail Help)](https://support.google.com/mail/answer/9214606?hl=en&co=GENIE.Platform%3DDesktop) 3. [How to use quick replies (WhatsApp Help Center)](https://faq.whatsapp.com/1791149784551042/?cms_platform=android) 4. [Create a Google link or QR code to request reviews (Google Business Profile Help)](https://support.google.com/business/answer/16816815?hl=en) 5. [Prohibited and restricted content (Google Maps user contributed content policy)](https://support.google.com/contributionpolicy/answer/7400114?hl=en) ## Related guides - [Hotel welcome and checkout message templates](https://vivifiedtech.com/guides/hotel-welcome-message-templates/) - [Google review alerts and replies for hotels](https://vivifiedtech.com/guides/google-review-replies-for-hotels/) - [Hotel lost and found log in Google Sheets](https://vivifiedtech.com/guides/hotel-lost-and-found-log/) ## Have a task like this? Tell us the repetitive task and we'll say honestly whether we can automate it. [Get a free assessment](https://vivifiedtech.com/contact/)