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Email templates · Spa and massage

Email template to get a spa quote for a group booking

You are organizing a spa day for several people, maybe a bachelorette weekend, a milestone birthday, a mother's day outing, or a small team reward, and you need to know what it will cost and whether the spa can take everyone at the same time. Spas often have only a few treatment rooms, so a group of six is a scheduling puzzle for them and a real quote takes a little work on their end.

Email is better than calling because you are asking for several things at once: availability, per-person pricing, any group discount, the gratuity policy (many spas add an automatic tip of 18 to 20 percent for groups), the deposit, and the cancellation terms. Getting it in writing means everyone in the group sees the same numbers and nothing is a surprise on the day.

Before you send

  • The date, or two or three options, and the window of time your group can be there. Weekday afternoons are far easier for a spa to fit a group into than Saturday mornings.
  • The headcount, and whether it is firm or could change by one or two. Say which.
  • What each person wants, roughly: everyone the same 60-minute massage, or a mix of facials, massages, and nail services. A mix is fine but tell them so they can plan rooms and staff.
  • Your total budget, or a per-person budget, if you are comfortable sharing it. It lets them suggest a package instead of a menu.
  • Whether you want anything extra: a private lounge, champagne or food, a group cake. These often carry a room fee, so ask upfront.
Subject Group booking quote for [number] guests on [date] 
Hi [spa name] team,

I'm planning a [bachelorette / birthday / team] spa outing for [number] people and would love to book with you. Could you send me a written quote?

Here's what we're looking for:

- Date: [date, or "any of these dates"], arriving around [time]
- Guests: [number], [firm / could be one or two more or fewer]
- Treatments: [e.g. 60-minute Swedish massage for everyone, or a mix of massages and facials]
- Extras: [private lounge, refreshments, none]

In the quote, could you include the per-person price, any group discount, whether gratuity is added automatically and at what rate, the deposit amount and when it's due, and your cancellation policy for groups? It would also help to know whether all [number] can be treated at the same time or in two shifts.

We're aiming to finalize by [date], so a reply by then would be much appreciated.

Thanks,
[Your name]
[Your phone number]

Everything in brackets is yours to fill in. Keep the rest as it is or change the tone to match how you write.

After you send

  • Expect a reply in two or three business days, often with a package suggestion. If the reply is just a link to the menu, write back and ask for the specific numbers you listed. A group quote should be a total, not a menu.
  • Look at the gratuity line and the cancellation policy. Automatic gratuity is normal, but it should be stated before you pay a deposit. Group cancellation terms are often stricter than for individuals, sometimes 72 hours or more with a per-person penalty.
  • If the spa cannot take everyone at once, ask whether splitting into two shifts changes the price and whether the lounge is available for the group waiting. Then send the same email to one or two other spas and compare.
  • Once you accept, ask for the final booking confirmation with each guest's treatment and time listed. Share it with the group so nobody shows up expecting a facial they did not book.

Or don't send it yourself

Forward the job to myagent@standinfor.me and let StandIn run the whole thread.

StandIn is an email assistant that handles conversations with businesses for you. You write it one email saying what you need. It writes to the business, waits for the answer, follows up when they go quiet, pushes back on the number when it should, and brings the results back to your inbox for you to decide. You don't need to install an app or sign up. The first email you send is already the start of the task.

Hand this to StandIn opens an email to myagent@standinfor.me with the job already written out

To myagent@standinfor.me Subject Get me spa quotes for a group of [number] 
Hi StandIn,

I'd like you to get written group quotes from a few spas and help me pick one.

The occasion and date: [what it is, the date or date options, and the arrival time].
The group: [number of guests and whether the count is firm].
Treatments: [what people want, or a per-person budget].
Extras: [private lounge, food, none].
Where: [city or neighborhood, and any spa I already have in mind].

Please contact two or three spas that can handle a group this size, get the per-person price, gratuity, deposit and cancellation terms from each, and bring me the options side by side so I can choose.

Thanks,
[Your name]

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