SMS template · Utility
Pre-Arrival Information SMS Template for Hotels & Resorts
A ready-to-adapt SMS message for hotels and resorts, with placeholders, sample values and compliance notes.
When to Send This Message
Send a day before check-in. For hotels and resorts, this is one of the everyday messages that keeps guests informed without a phone call. It can be sent manually from a panel at first and automated later through an API.
Pre-arrival and in-stay communication shapes reviews and repeat stays.
The SMS Template
India (DLT format)
Dear {#var#}, we look forward to welcoming you to [Business Name] tomorrow. Check-in is from {#var#}. Please carry a valid photo ID for each guest. Directions: {#var#}International (plain text)
Dear {guest}, we look forward to welcoming you to [Business Name] tomorrow. Check-in is from {time}. Please carry a valid photo ID for each guest. Directions: {map_link}Example with sample values
Dear Mr. Rao, we look forward to welcoming you to [Business Name] tomorrow. Check-in is from 12 noon. Please carry a valid photo ID for each guest. Directions: https://example.com/m/HT1
With these sample values the message is 187 characters in the standard GSM-7 character set, which is 2 SMS parts (square brackets count as two characters each). Long links or local-language (Unicode) text increase the count, as Unicode SMS allow 70 characters per single part.
Replace [Business Name] with your registered brand name. Links shown use example.com as a placeholder; use your own domain.
Placeholders and Sample Values
| Placeholder | Meaning | Sample value |
|---|---|---|
| {#var#} | Guest | Mr. Rao |
| {#var#} | Time | 12 noon |
| {#var#} | Map link | https://example.com/m/HT1 |
Filling in each placeholder
- Guest (sample: Mr. Rao): Use the first name or the salutation the customer gave you; fall back to a neutral greeting if the field is empty.
- Time (sample: 12 noon): Give times with AM/PM or a clear range, and the time zone if the customer may be in another country.
- Map link (sample: https://example.com/m/HT1): Use your own short, recognisable domain; for SMS in India the domain must be whitelisted on DLT, and each variable is usually limited to 30 characters.
This template has 3 placeholders and a body of 169 characters before values are filled in. Shorter messages cost less and are more likely to be read in full; aim to keep the filled-in message within one or two SMS parts.
Category and Approval
In India this type of message is usually registered as Service Implicit: it relates to an existing transaction or relationship and can be delivered to numbers on the DND registry. It must not contain promotional content.
Compliance Checklist
- Each {#var#} holds only the kind of value it was registered for; most platforms limit each variable to 30 characters.
- Any link uses a domain whitelisted for your header, as TRAI requires for URLs in commercial SMS.
- The brand name in the message matches your registered business or header.
Rules to keep in mind for Hotels & Resorts
Room rates, taxes and cancellation terms shown in ads and messages should match what the guest pays. Guest ID and booking data must be protected under the DPDP Act, 2023, and marketing messages need opt-in.
General guidance, not legal advice. Rules change, so confirm current requirements before launch. See our SMS compliance guide for India.
Tips for Better Results
- Keep one purpose per message; if you need to send a reminder and a document, the reminder should still make sense on its own.
- Use the customer's name and a reference number so the message is easy to trust and to search for later.
Need this SMS template set up?
We register, submit and connect templates for you, and send test messages before launch.
Questions About This Template
When should a hotel send the pre-arrival information message?
Send a day before check-in. If customers reply, make sure someone on your team monitors and answers.
What does {#var#} mean?
It marks the variable part of a DLT template, such as a name, date or amount. Everything outside the variables must be sent exactly as registered.
Which DLT category should I choose for this pre-arrival information message?
Usually Service Implicit. The final category depends on your entity type, the consent you hold and your operator's guidelines, and we confirm it during registration.
Can DND Teams set this up for my hotel?
Yes. We adapt the template to your business, register or submit it, and connect it to your software or our panel. Share your use case on WhatsApp or through the form.
Related Templates
More SMS templates for Hotels & Resorts
This message on other channels
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