Imagine arriving at your hotel, knowing that before you even set foot in the lobby, your room has already been transformed into something special. No need for nervous conversations at the front desk or hoping for a last-minute upgrade — everything has been arranged ahead of time. With a simple, carefully crafted message sent in advance, you have secured a luxurious suite or a room with a stunning view, turning what could have been a routine stay into a remarkable experience. It is all about setting the stage before you arrive, ensuring that your hotel stay is nothing short of extraordinary.

How To Upgrade Your Hotel Room

Credit. CNN. Hotel Suite In the Maldives.

Even without elite status, there are still ways to secure a coveted suite upgrade and other elite benefits by using strategic and thoughtful approaches. Here is how you can elevate your stay to the next level, by simply sending a room upgrade request via email before your stay.

Hotel Upgrade Template

With just a single email, you can upgrade your entire hotel experience. Here is a simple, yet effective, example of a hotel upgrade request template that you can customize for your next stay.

Greetings <insert hotel name>,

My name is <insert name>, and my <wife / husband / partner / family> and I are extremely excited to stay at your amazing hotel from <insert dates of stay>. <insert 1-2 sentences on why this trip is special or if you are celebrating a special occasion>

I have <inset # of rooms> room<s> booked with the following details:

<insert loyalty program> #: <insert loyalty number> (<insert status level, if any>)

Reservation #: <insert reservation number>

Reservation Dates: <insert dates of stay>

I would be very grateful if you could make <my / our> trip to <insert hotel OR city OR country> as special as possible. Specifically, would it be possible to have a room upgrade to the <insert specific room type>. If there is anything else you can do to make this trip as memorable as possible, it would be greatly appreciated.

I cannot wait to stay at your hotel with my <wife / husband / partner / family>.

Thank you for your time and I look forward to your reply.

Sincerely,

<insert name>

Related: The Best Credit Cards For Hotel Status

What Counts As A Special Occasion

Credit. The Cranleigh Boutique Hotel. Celebrating A Special Occasion.

When it comes to securing a hotel room upgrade, highlighting a special occasion can be the perfect way to make your request stand out. While there is no official list of “special occasions,” here are some examples:

• Generic Birthday (i.e. turning 24)
• Milestone Birthday (i.e. turning 40)
• Wedding Anniversary
• Work Anniversary
• Work Promotion
• Baby Moon (i.e. vacation before the baby comes)
• Date Night (i.e. a night away from the kids)
• Job Change
• First Time In A City / Country

The key is to be creative, as the definition is quite liberal, and show why this specific occasion is special for you. However, always be honest.

When Should You Send Your Request

Timing is everything, and knowing when to send your upgrade request can greatly increase your chances of success. Here is a suggested timeline:

• 3 – 4 Weeks Before Stay: send initial request
• 1-2 Weeks Before Stay: send follow up request if no response or if you received a noncommittal response
• 1-2 Days Before Stay: send follow up request if no response or if you received a noncommittal response
  • At this point, you may want to add a line to your communications indicating that your desired hotel room upgrade is still available.

The trick is to make sure you do not sound too demanding, but are just genuinely excited for the hotel stay and the potential upgrade.

Ask At The Front Desk During Check In

Credit. The Points Guy. Andaz Bali Check In Area.

If you have already sent your upgrade request template and follow-up communications before arriving, but have not received confirmation, you still have one last opportunity when you check in. Approach the front desk with a warm smile and mention that you sent a request in advance for a potential upgrade. Politely ask if there is any availability for an upgraded room, mentioning any special occasion or reason for your stay. The key is to remain courteous and understanding, knowing that upgrades are not always possible.

Often, hotel staff will do their best to accommodate you if they see that you have made an effort to reach out beforehand. Even if an upgrade is not available, your respectful approach might earn you other perks, like a room with a better view or additional amenities, making your stay more enjoyable.

Final Thoughts

Securing a hotel room upgrade, even without elite status, is more achievable than you might think. By preparing in advance with a well-crafted request template and following up before your stay, you set the stage for a truly memorable experience. If your initial efforts do not yield results, a polite inquiry at check-in can still work in your favor. The key is to be proactive, respectful, and courteous in your approach. Whether you are celebrating a special occasion or simply looking to enhance your stay, these strategies can help you unlock a more luxurious experience. So the next time you book a hotel, remember that a little effort can go a long way in turning your standard room into something extraordinary.