"Can we check in early?" arrives in almost every inbox several times a week. The guest has an early flight, a long drive or a meeting in the afternoon and wants to know if they can drop off the car, get the key and change. The honest answer is often "it depends" — and the job of your reply is to turn "it depends" into something the guest can plan around.

What decides whether you can say yes

Before replying, check three things. They take a minute in the booking system and decide which template to use:

  1. Is the room (or a room of the same type) empty the night before? If so, you can usually promise an early check-in.
  2. How busy is the check-out day? On a full house, housekeeping cleans rooms in order of departure, and early arrivals wait.
  3. What time does the guest actually arrive? "Early" can mean 9 am or 1 pm. A guest arriving an hour before standard check-in is a much easier yes.

Template 1: Yes, early check-in confirmed

Template: early check-in confirmed

Dear [Guest name],

Thank you for letting us know your plans.

Your room will be ready from [time] on [date], so you're welcome to check in as soon as you arrive. [This is complimentary. / The early check-in fee of [amount] will be added to your bill.]

If your arrival time changes, just reply to this e-mail.

We look forward to welcoming you.

Warm regards,
[Your name]
[Hotel name]

Template 2: Guaranteed for a fee

Template: early check-in with a fee

Dear [Guest name],

Thank you for asking! Standard check-in is from [standard time], but we can guarantee your room earlier:

• From [time 1]: [price 1]
• From [time 2]: [price 2]

If you'd like the room ready from the moment you arrive, whatever the hour, you can also book the night of [date before] — then the room is yours from the evening before.

Just reply with the option you prefer and we'll confirm it.

Warm regards,
[Your name]
[Hotel name]

Template 3: Not possible — luggage storage instead

Template: early check-in not possible

Dear [Guest name],

Thank you for your message. Unfortunately we can't offer early check-in on [date], as the hotel is fully booked the night before and rooms are cleaned after the previous guests leave.

You're very welcome to arrive early anyway: we'll store your luggage at reception, and [you can use the lounge / the showers by the gym / our restaurant is open for lunch]. Your room will be ready from [standard time] at the latest, and if it's ready earlier we'll let you know straight away.

We look forward to seeing you.

Warm regards,
[Your name]
[Hotel name]

Template 4: We will confirm closer to arrival

Template: early check-in to be confirmed

Dear [Guest name],

Thank you for your request. We have noted that you expect to arrive around [time] on [date].

Whether your room can be ready that early depends on the night before, so we'll confirm by [time] on [day]. [If it is possible, it is free of charge. / If it is possible, the fee is [price].]

Either way, you can leave your luggage with us when you arrive. If you share your mobile number, we'll send you a text as soon as the room is ready.

Warm regards,
[Your name]
[Hotel name]

Example: how BookingWatch answers

A typical request and the reply BookingWatch drafts after checking the hotel's early check-in policy and the room's occupancy the night before:

A simple early check-in policy

Write the rules down once, so every reply says the same thing — whoever is at the desk, and whether the answer comes from a person or from your AI assistant:

SituationExample policyReply to use
Room empty the night beforeFree check-in from 12:00Template 1
Guest wants a guaranteeFixed fee to guarantee the room from 10:00 or 12:00Template 2
Arrival before 08:00Suggest booking the night beforeTemplate 2
Full house the night beforeNo promise; luggage storage and a text when readyTemplate 3
Occupancy not yet knownConfirm by 18:00 the day beforeTemplate 4
Groups, accessibility needs, VIPsHand to staffPersonal reply

Turn the request into revenue

  • Sell the guarantee, not the hope. Guests who must be in the room at a set time are often glad to pay for certainty. Free early check-in "if available" stays free; a promised time has a price.
  • Suggest the extra night for very early arrivals. Someone landing at dawn gets a bed straight away, and you sell a night that might otherwise stay empty.
  • Offer breakfast while they wait. An early arrival is a natural breakfast guest.
  • Put the options in the pre-arrival e-mail, so guests can choose before they ask.

Common mistakes

  • Promising early check-in "for sure" without checking the night before — and then making the guest wait in the lobby.
  • Writing "we'll do our best" without saying when the guest will know.
  • Not mentioning luggage storage, which is often all the guest really needs.
  • Different staff giving different answers (free for one guest, a fee for the next) because the policy isn't written down.
  • Forgetting to note the expected arrival time on the booking, so the morning shift never sees the request.