As the holiday season approaches, it’s the perfect time to express gratitude and strengthen relationships with your clients. For hotels that cater to groups, meetings, and events, a thoughtfully crafted year-end thank-you email can leave a lasting impression and set the stage for a successful new year.

Here’s how to create a holiday thank-you email that resonates with your clients and reinforces your hotel’s commitment to exceptional service.

1. EMBRACE THE HOLIDAY SPIRIT

The holidays are a time of joy and reflection, making it the perfect occasion to thank your clients for their partnership. Use warm, festive language to convey your gratitude.

“As the year winds down, we want to express our heartfelt thanks for entrusting us with your meetings and events in [Year]. Your partnership has made this year truly special for us.”

2. ACKNOWLEDGE THEIR SUPPORT

Highlight the value your clients bring to your hotel. Whether they hosted a major conference, a series of board meetings, or a corporate retreat, acknowledging their contribution demonstrates appreciation.

“It has been a privilege to host your [event type] and to support your team in creating impactful experiences. Your trust inspires us to continually raise the bar.”

3. REFLECT ON THE YEAR

Use this opportunity to share a brief, positive recap of the year. Mention milestones your hotel achieved or memorable events you hosted, tying it back to the client’s role in your success.

“This year, we were thrilled to welcome over [number] groups and events, and your partnership played a key role in making it a success.”

4. LOOK AHEAD TO THE NEW YEAR 

End your email on an optimistic note by expressing your enthusiasm for continuing the relationship in the coming year. Include a subtle invitation for future bookings or collaborations.

“We’re looking forward to working with you again in [Year + 1], creating more memorable moments and helping your events succeed. Please don’t hesitate to reach out as you begin planning your next gathering.”

5. KEEP IT FESTIVE YET PROFESSIONAL

Strike a balance between holiday cheer and professionalism. Use your hotel’s branding and maintain a tone that aligns with your corporate image. Adding a festive design or imagery can elevate the email’s visual appeal.

6. SEND A GESTURE OF GRATITUDE

If possible, pair your email with a small gesture of appreciation, like an exclusive offer or a personalized holiday card.

“As a token of our gratitude, we’re pleased to offer a 10% discount on your next event booked in [Month/Year].”

7. LEVERAGE EMAIL TOOLS FOR PERSONALIZATION  

A year-end thank-you email should feel personal, even if sent to a large audience. With tools like UpMail, you can use dynamic fields to address clients by name and reference their specific events, ensuring every recipient feels valued.

WHY YEAR-END EMAILS MATTER

A year-end thank-you email is more than a gesture—it’s an opportunity to:

• Strengthen client relationships.
• Keep your hotel top of mind for future bookings.
• Showcase your appreciation and professionalism.

By taking the time to craft a meaningful message, you can make your clients feel valued and excited to partner with your hotel in the new year.

Let tools like UpMail simplify the process of creating personalized, branded emails that leave a lasting impression this holiday season. With our group email functionality, you can send personalized messages to up to 200 recipients with a single click, making it easier than ever to spread holiday cheer while saving valuable time.

> Click here to learn more about UpMail for Business Development.