How do you politely ask for an early check-in?

How to Request an Early Check-in at a Hotel: A Polite Approach

Arriving at your destination eager to begin your trip, only to find your hotel room isn’t ready yet, can be frustrating. However, a courteous approach can significantly increase your chances of securing an early check-in. Instead of simply assuming it’s impossible, or worse, demanding it, contacting the hotel directly and expressing your situation with politeness is key.

The Importance of Preparation:

Before reaching out, consider your specific circumstances. Are you arriving unusually early, or is there a compelling reason for wanting an early check-in? The clearer and more concise you can be in explaining your situation, the more likely staff will understand and potentially accommodate your request. For example, if you’re traveling with young children, mentioning that early access to the room will allow for a smoother settling-in process shows understanding of the hotel’s perspective.

How to Contact the Hotel:

Ideally, contact the hotel directly, preferably via phone, or through their online booking portal (if there’s an option to message the front desk directly). This allows for immediate communication and potentially a quicker response than an email.

The Structure of Your Request:

When contacting the hotel, use a polite and professional tone. Start by clearly stating your intention: “I’m calling to inquire about the possibility of an early check-in.” Next, briefly explain your circumstances. Avoid lengthy explanations. A concise statement like “I’m arriving at [time] and would greatly appreciate the opportunity to check in early if possible, as we have a [reason, e.g., long drive/important appointment]” is sufficient.

Example Phrases:

• “Hello, I’m calling regarding reservation [reservation number]. I’m arriving at [time], and would be grateful if an early check-in were possible.”
• “I’m calling about reservation [reservation number], which is for [dates], and was wondering if you might be able to accommodate an early check-in, as we have a flight to catch after.”
• “Good morning, I’m calling for reservation [reservation number]. I’m traveling with two young children, and an early check-in would be greatly appreciated.”

Important Considerations:

• Be Respectful: Understand that hotel staff have a multitude of tasks and may not always be able to grant early check-ins.
• Be Understanding: Acknowledge that early check-ins might not always be possible. Express gratitude and understanding, even if the request isn’t fulfilled.
• Offer Alternatives: If an early check-in isn’t feasible, ask if there are alternative solutions. For example, “If an early check-in isn’t possible, would it be okay to leave our luggage?”
• Alternative Communication: If you prefer not to call, a well-written email to the hotel’s front desk (making sure you retain a copy of the email for your records) can be a viable option.

Handling Potential Rejection:

If the hotel can’t accommodate your request, thank them for their time and consideration. Try to maintain a positive and flexible attitude. Ask about potential alternative solutions.

By approaching an early check-in request with clear communication and politeness, you increase your chances of a favorable outcome while maintaining a professional and respectful demeanor. Remember to be prepared to understand that your request might not always be granted.