Email Confirmations, Marketing and Guest Correspondence

RDPWin and the Internet Reservation Module Next Generation (IRMng) can automatically send emails to all guests, owners, travel agents and groups who make reservations.


These confirmations can be completely customized for the desired information and appearance.  Any system report can be sent via e-mail to a person or group in your address book.  For example, email the daily managers report to a group of ten managers with just one process.

Email is one of the most powerful and least expensive marketing tools available and has been fully incorporated into the core RDP system at no additional charge.  Email features included in the system:

  • Fully integrated HTML email capabilities, including confirmations, folios, guest surveys, and more.
  • Guest Survey and Communication Module and IRMng Analytics and Campaign Management.
  • Email databases are created for guests, travel agents, groups, wholesalers, and condo/timeshare owners.
  • Email confirmations can be automatically sent to guests, using HTML, Adobe PDF, or other formats, complete with maps and other attachments.
  • Multiple email addresses can be stored on a reservation in order to send to a guest’s personal and business accounts.
  • Mass emails can be sent directly from the RDP System – no third party software required.
  • RDP abides by all current regulations for anti-SPAM by allowing guests to “opt out” of mass emails.
  • Guest confirmations can be printed and mailed or sent via email or fax.
  • Crystal Reports can be created and distributed by email.
  • Reservations made by the Internet Reservation Module Next Generation (IRMng) can be automatically sent the email confirmations.

HTML Email Communication

The HTML Email Communication module allow hyperlinks and graphics to be embedded into the body of the HTML email. Emails sent through RDPWin can be customized to mirror your marketing website design scheme. When paired with RDPWin’s Survey & Guest Communication Module, it greatly increases the rate of returned surveys. Include a link to the survey on a Thank You email that can be automatically sent to the guest upon departure.

Highlighted features of the HTML Email Communication module include:

  • Match your marketing website’s look and feel in emails to your guests.
  • Increase the rate of opened email by minimizing the effect of spam filters and junk mail folders. By including the information inside the body of the email instead of an attachment, your content has a better chance of reaching your customers.
  • Look more professional and reliable when sending guests confirmations, pre-arrival emails, folios, special offers and more.
  • Pre-arrival HTML letters can be sent to the guest to remind them of their upcoming stays.
  • Advance deposit reminders can be sent using an HTML format.
  • Departures letters can be sent out automatically using the RDPWin Monitor.
  • The HTML email capabilities allow hyperlinks and graphics to be embedded into the body of the HTML email.
  • Increase revenue to other channels of your business by including advertising for amenities, restaurants, events, activities and more.

Below are samples of the HTML emails with active survey links. This email is completely customizable to fit your property’s needs and marketing website

HTML Email Module Details

The HTML Email module works in three scenarios (pricing varies respectively):

  1. New purchase of the Guest Survey Module includes the HTML Email Module – Full features included with both Survey and HTML Modules, and training on HTML emails
  2. New purchase of HTML Email Module without Survey Module
  3. Existing Survey Customers – Turn on HTML Module for free


For more information or to purchase the Guest Survey & Communication module, contact RDP Sales.

Sample Guest Email Confirmation – Crystal Report

Guest confirmations can be sent to guests via email or printed and sent through traditional mail.  Confirmation are easy to modified using Crystal Reports. Send Crystal Reports confirmations as Adobe PDF attachments.

Multiple Email Addresses on a Reservation

RDP can store as many email addresses on a reservation as needed. Confirmations, folios or other information can be sent to one or all of the emails on file for the reservation.

Automatically Send Confirmation with RDPWin Email Monitor

RDPWin can automatically send email confirmations using the RDPWin Monitor.  Confirmations formats include HTML, plain text, Adobe, or Word (using Crystal Reports). Include additional attachments with the email, such as a map to the property or reservation cancellation policies.  Reservations made using any of the RDP products receive the same email automatically, including:

RDP Mass Email Capabilities

Mass email guests, groups, owners, travel agents from directly from RDPWin. Mass email features include:

  • Emails sent automatically – no additional software is required.
  • Send emails to all or selected guests.  A wide variety of selection criteria is possible, such as all guests who stayed in the last 6 months.
  • The system only shows valid emails. For example, an email in the wrong format is not sent.
  • RDP emails are in compliances with anti-spam rules, allows guests to opt-out or unsubscribe from future emails.

Resort Data Processing (RDP) software has been installed since 1981 at over 1000 locations worldwide (see customer list).  Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview.  Timeshare properties should begin with our Timeshare Overview.  Our Campground system is also available.  Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.

Contact RDP Sales for pricing information or to schedule an onsite demonstration.