Sample Wording For Wedding Room Block Information

Since most of us don’t get room blocks at hotels all that often, it can be tough to think up of just the right wording for things like invitation cards, emails, or your wedding website.

You want to put just the right information without confusing people with terms that they may not understand. Terms like room block, cut-off dates, group code.

Listed below are some examples of sample wording that you can use in different instances. We have separated them into:

  1. Sample wording for small inserts
  2. Sample wording for larger room block inserts
  3. Room block information wording for wedding website

Let’s start with the first one.

Sample wording for small (invitation card) inserts

Since these cards are going to be small, you want to avoid cluttering them with too much information. Try to add the most need-to-know kind of information and then add your wedding website URL so guests can get more information online. Here are four examples of sample wording to use on room block inserts.

Example # 1

Example # 2

For your comfort and convenience we have made the following hotel arrangements. A limited number of rooms have been reserved at a special rate for this occasion. These rates are available until September 15 by mentioning the XXX-XXXX wedding. For more information, please visit our website at (Add URL).

Example # 3
A block of rooms has been set aside at the [name of hotel].
These rooms can be reserved by calling (999) 999-9999 before March 1, 2015 and asking for rooms in the [Name of room block].
Additional information for wedding guests is available at our wedding website at [enter URL]

Example # 4

A block of rooms has been reserved at the [Add name of hotel] at a rate of *$XXX* per night. Please reference the *Last name/Last name* wedding when reserving your room. You can reserve by calling [enter telephone number] or by visiting their website at [enter booking url provided by hotel]. Please book by [add date] to secure this rate. If you need more information, please feel free to call us or visit our wedding website at [enter URL]

Sample wording for larger room block insert cards

If you have larger wedding inserts where you can incorporate some design and fonts, then consider the five examples below. We have included the website where you can buy them in case you wanted to.

Example # 1

Sample card for hotel room block invite

Content is below:

3180 West Market Street
Akron, OH 44333
(330) 867-5000
Rooms has been reserved for our guests at a discounted rate. Please reference the Pollack / Schatt wedding when making your reservations. Kindly reserve your room by July 1, 2016.
QUESTIONS? Please feel free to ask us today!

Example # 2

Room block info on tile type backgroud

Content is below:


Hotel Accommodations
A block of rooms has been reserved at
Hotel Name
To secure the group rate,please
make your reservations by [enter date]
Reservations Number: [enter telephone number]
[Hotel Website]
[Hotel address]
Please use special rate code: [enter the group code that hotel provides]

Example # 3

Room block info on plain while background

Content is below:

Kathleen and Michael’s Wedding
December 15, 2012
Name of hotel – San Francisco, CA
Accommodations: A block of rooms has been reserved
with special rates. Please make reservations by
Sept. 10th to secure group rate.
Hotel Name
Street Address
Telephone number
Special rate code: “Johnson wedding”
A shuttle will be provided
to take guests to wedding and reception

Here are two more cards you can use as an example. Both of these are from Minted

Room block info on floral background


Room block info on beige elegant background


Sample wording for wedding website

Below is wording for room block information for a wedding website. Alternately, if you don’t have a website, you can use the below content as an email to your out of town wedding guests.

Dear [Name]:

For the convenience of our guests, we have reserved a block of hotel rooms and wanted to pass on relevant information. If you have any questions, please do not hesitate to call either myself or my better half at (XXX)XXX-XXXX.

One thing to note is that there is going to be a large city-wide event the same weekend as our wedding so hotel rooms will sell fast. If you do intend on coming (and we’re hoping you do), please reserve before [Date] at the following hotel:

Hotel Information

Best Western Hotel, Buffalo NY 14201
Website: www…..

The hotel is located at 32 Saturn Street in the Historic Art District one block from our wedding venue. They offer some great amenities that we think you will appreciate including:

    • Complimentary Internet
    • Complimentary Full Breakfast
    • Complimentary Shuttle to the wedding (So you don’t have to drive)
    • Indoor heated pool
    • On-Site Restaurant and Bar

The hotel has agreed to offer us a shuttle to and from the event. Shuttle departure and arrival times will be posted at the front desk upon your arrival.

How to make a reservation
To take advantage of the discounted group hotel rates, please call Guest Accommodations at (XXX) XXX-XXXX. When calling to reserve your room, mention that you are attending the Smith/Franklin wedding and have your personal credit card ready to guarantee your reservation.

You can alternatively go to [www….] to make the reservations online. The group hotel rate code is [Enter special rate code].

We have blocked 20 rooms for the dates of July 16 and July 17. You can reserve rooms for both dates or either date. To ensure that you get the room type and rate, please make your plans as early as possible. These rooms are available at the group rate until the room block has been filled or until June 16, after which their standard rate and availability restrictions will apply.

Room Types:
King Deluxe : A large, comfortable room with one king sized bed.
Wedding Room Block Rate: $ 109.00
Deluxe Two Queen: Standard-size with two queen-sized beds.
Wedding Room Block Rate: $ 129.00

Sincerely yours,
The Smith And Franklin Family

As you can see, there are quite a few ways to word your room block information for wedding guests. While you can certainly copy/paste the above, the card/website room block content should reflect your own personality and temperament.

Play around some of the examples above and try to mix/match a few till you arrive at something the you love.

What should you do next?

Most couples don’t know about all the perks that hotels offer when you get a room block. Here are 7 of the most popular perks that hotels offer. Is yours?

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