Email Template Merge Tags Guide

Mariia Korostashevych

Updated February 20, 2026 19:40

Merge tags allow you to dynamically insert data from a reservation, guest profile, or property settings directly into your automated emails (like confirmation, cancellation, or pre-stay messages).

⚠️ Important Distinction: Formatting Your Tags

PMS Merge Tags (used in Email > Templates) are typically enclosed in brackets (e.g., [guest_name]).
Case Sensitivity: Ensure you type the tags exactly as shown below (all lowercase) to ensure the data pulls correctly.
Guest Marketing/Whistle Tags (used in Campaigns/Automations) are enclosed in braces (e.g., {{first_name}}).

1. Essential Guest & Booking Information

These are the most commonly used tags for personalizing messages.

Merge Tag	Data Pulled	Example Data
`[guest_first_name]`	First name of the Primary Guest.	Jane
`[guest_last_name]`	Last name of the Primary Guest.	Doe
`[guest_full_name]`	Full name of the Primary Guest.	Jane Doe
`[reservation_number]`	The unique Cloudbeds Reservation ID.	2025-1014
`[booking_reference]`	The original third-party booking reference (e.g., Expedia, Booking.com).	123456789
`[arrival_date]`	Guest Check-in Date.	December 25, 2025
`[arrival_time]`	Guest Check-in Time (Based on Property Settings).	3:00 PM
`[departure_date]`	Guest Check-out Date.	December 27, 2025
`[phone_number]`	Phone number provided by the guest.	(555) 555-1234
`[guest_email]`	Email address provided by the guest.	jane.doe@email.com
`[address1]` / `[address2]`	Guest's street address lines.
`[city]` / `[state]` / `[zip]`	Guest's city, state, and postal code.
`[nights]`	Total number of nights for the stay.
`[room type]`	The name of the category booked (e.g., Deluxe King).
`[room number]`	The specific unit number assigned (if applicable).
`[source]` / `[origin]`	Where the booking came from (e.g., Booking.com, Direct).

2. Property & Account Information

These tags ensure your guests know who is sending the message and how to contact you.

Merge Tag	Data Pulled
`[property_name]`	The name of your property as configured in Settings.
`[property_phone]`	The property's main phone number.
`[property_address]`	The full street address of your property.
`[hotel city]` / `[hotel state]`	The property's city and state.
`[property_email]`	The property's main contact email address.
`[show property name]`	Displays the property name (often used in headers).

3. Financial & Folio Details

These tags are critical for transactional emails like confirmations.

Merge Tag	Data Pulled
`[invoice number]`	The unique ID for the generated invoice.
`[invoice datedue]`	The date the payment for the invoice is due.
`[credit note number]`	The ID associated with a credit memo/refund.
`[terms txt]`	Your property's general Terms and Conditions.
`[custom cancellation policy]`	The specific policy text for that reservation.
[canc number]	The cancellation ID (if the booking is cancelled)
[cancelation fee]	The fee amount applied upon cancellation.
[guest portal link]	A direct link for the guest to access their portal.

4. Group Booking Tags

If the reservation is part of a Group Profile, use these tags to pull group-level data.

[group name] / [group code]
[group address1] / [group address2]
[group city] / [group state] / [group zip] / [group country]
[group source]
[group invoice number] / [group invoice date due]

5. How to Find Property-Specific Tags

While this list is comprehensive, some properties may have unique custom tags or specific details that only appear in the template editor.

Navigate to Account > Settings > Email.
Open or create an email template.
Place your cursor where you want to insert the data.
Click the "Insert Merge Tag" button in the editor toolbar.
A pop-up will display all available tags that the system can populate for that specific email type.

A Note on the [table] Tag: The [table] tag, which generates a full breakdown of folio charges, is a system-automated tag. It is currently not available for use within custom-created email templates. For detailed financial breakdowns, we recommend directing guests to the [guest portal link].