Hospitality is all about making people feel welcome. From the moment guests arrive at your front desk, you want them to feel informed, comfortable and well taken care of. But what about when they call your hotel?
Whether you manage a full-service hotel, a roadside motel or a charming bed and breakfast, a professional message on hold for your hotel gives you an opportunity to welcome callers, answer common questions and highlight what makes your property worth booking.
Instead of leaving callers listening to silence or repetitive music, use that waiting time to share information that helps them plan their stay.
What Should Your Hotel’s Message on Hold Include?
Think about the questions guests commonly ask when they call. Your message on hold can provide useful details, introduce your amenities and help potential guests discover services they might otherwise overlook.
Here are a few ideas to get you started.
Highlight Your Rooms and Packages
Help callers find the right stay by sharing information about your room types, available packages and seasonal offers. If you offer family packages, romantic getaways or special rates for corporate travellers, your message on hold is a convenient place to mention them.
Just remember to update time-sensitive offers when they expire.
Promote Your Amenities and Services
Guests may not know everything your property has to offer. Use your recording to highlight amenities such as:
- On-site restaurants, lounges and room service
- Swimming pools, fitness centres, saunas and spas
- Conference rooms, meeting spaces and event facilities
- Catering and private function services
- Airport shuttles, parking and other transportation options
Choose the services most relevant to your guests rather than trying to mention everything in one message.
Share Local Attractions and Helpful Information
For visitors unfamiliar with the area, local recommendations can be especially useful. Mention nearby attractions, shopping districts, restaurants or popular activities.
You can also remind callers of your location, check-in and check-out times, parking arrangements and website address. These practical details help guests prepare for their visit and may answer common questions before someone on your team returns to the call.
Keep Guests Informed About Special Events
If your hotel hosts live entertainment, seasonal events or special dining experiences, let callers know. You can also use your message on hold to share important updates about renovations, temporary service changes or upcoming events that may affect a guest’s stay.
Keep the information current and relevant so callers hear details they can actually use.
Why Professional Message on Hold Matters for Hotels
A caller’s experience with your hotel begins before they walk through the door. A clear, welcoming phone experience helps set the tone for the service they can expect.
A professionally produced message on hold can help your hotel:
- Create a welcoming first impression: A friendly, polished voice helps establish the right tone while callers wait.
- Communicate consistently: Share accurate information about your property, amenities and services.
- Make better use of waiting time: Give callers something useful to listen to instead of leaving them in silence.
- Support booking decisions: Highlight relevant features and packages that may encourage potential guests to learn more.
Your message should sound like your brand. A luxury resort may prefer an elegant, relaxed delivery, while a family-friendly hotel might choose a warmer, more conversational style.
Keep Your Hotel’s Message Current
Hotel information can change with the seasons, special events and operational updates. Review your recording regularly to ensure it reflects your current offerings, hours, contact details and promotions.
It is also worth considering what callers need most. A business traveller may want to know about meeting facilities and airport transportation, while a family may be more interested in pool access, dining options and nearby attractions.
Tailoring your content to your typical callers helps make the recording more relevant and useful.
Give Callers a Warm Welcome Before They Arrive
Your team’s hospitality doesn’t have to begin at the front desk. A thoughtfully written and professionally voiced message on hold can help guests feel welcome from their first phone call, while giving them useful information about their upcoming stay.
At On Air Audio Services, we create professional message-on-hold recordings that help businesses communicate clearly and reflect their brand.
Ready to make a better first impression over the phone? Contact On Air Audio Services to discuss a message on hold for your hotel.
