How to Create Magical Hotel Moments for Families

I debated even sharing this travel tip — because when something good becomes overused, it loses its magic. But when done sparingly and sincerely, emailing your hotel before a special trip can transform an ordinary stay into a lifelong memory.

When my daughter turned 12, we took a one-on-one trip to New York City. Before our stay, I sent a short email to the hotel manager letting them know it was her birthday and asking if they had any suggestions to make her stay extra special.

I didn’t ask for upgrades or freebies. I simply wanted to make the trip memorable.

When we arrived, the hotel had surprised us with not only an upgraded room, but also an assortment of birthday treats from the restaurant and a handwritten note waiting for her. It was such a thoughtful touch — and seeing her face light up made the moment unforgettable.

Hotels want to make your experience special. A kind, thoughtful email gives them the chance to do exactly that. But please — save this for meaningful moments like milestone birthdays, anniversaries, or once-in-a-lifetime family trips. If everyone does it for every vacation, those special gestures won’t be sustainable for hotels to continue offering.

✉️ Sample Email to Send Before Your Trip

Subject: Making Our Upcoming Stay Extra Special

Hi [Hotel Manager’s Name],

I hope you’re doing well! My [family and I / daughter and I] are so excited for our upcoming stay at [Hotel Name] from [dates]. We’ll be celebrating [the occasion — e.g., my daughter’s 12th birthday], and I wanted to reach out to see if you have any suggestions or experiences that could help make our stay extra special.We’re really looking forward to visiting and creating some wonderful memories together. Thank you so much for your time and for all that your team does to make guests feel so welcome.

Warmly,

[Your Name]

How to Find the Hotel Manager’s Email Address

Most hotels make it surprisingly easy to reach their management team — if you know where to look:

• Check the hotel’s official website: Scroll to the “About,” “Contact Us,” or “Meet the Team” sections. Boutique and luxury hotels often list their general manager’s or guest relations manager’s email.

• Look up the property on LinkedIn: Search for “General Manager” or “Guest Experience Manager” along with the hotel name. Many profiles include a contact email or messaging option.

• Call the front desk directly: A quick, polite call asking, “Could I please have the email address for your guest relations or front office manager?” usually gets results.

• Use the brand’s contact form: If it’s a large chain (like Marriott, Hilton, or Hyatt), submit a message through their “Contact Us” page and request that your note be forwarded to the local property manager.

💌 Don’t Forget the Follow-Up

If the staff goes above and beyond during your stay, take a few minutes afterward to send a thank-you email or leave a glowing review mentioning names. Gratitude is powerful — and it helps those special touches remain part of the hospitality experience for future guests.

Travel is about connection — not just with the people you travel with, but with the places and people who welcome you. A short, thoughtful email to your hotel can help create an experience your family will remember forever. Just remember: use it wisely, and always lead with gratitude.