What is a hotel guest welcome letter?
A welcome letter is a personal letter or card sent from a hotel to guests upon arrival. The letter may be sent by the hotel’s staff, founder or owner, or a representative from the hotel team (e.g., the Guest Services Team Leader). The letter may be automatically emailed after the guest checks in or printed and left in the guest room.
Welcome letter for hotel guests
It acts as a welcome to let your guests know what to expect during their stay, provides helpful tips to make their stay more enjoyable, and reassures them that the hotel management team is there to assist them. It is the guest’s “first impression” of you and your hotel.
Benefits of a Welcome Letter
A welcome letter can act as the first “friendly face” a customer sees and can emotionally connect them to your business; creating an opportunity to create a memorable experience that will keep them coming back again.
Benefits of a Welcome Letter
Dictionary.com defines hospitality as “friendly and generous reception and entertainment given to guests, visitors, or strangers.” The first benefit of having a hotel welcome letter is that it provides your guests with a friendly and generous welcome. A welcome letter can also help you:
- Help guests learn about special events in the area
- Direct them to additional hotel restaurants, activities or experiences
- Share your recommendations as a local expert
- Invite them to interact with your Social Media accounts
What do you write in a welcome letter?
Let’s start with what you Are not writing – no need to go through the policies, procedures, and terms & conditions they agreed to when booking. You can save that information for your confirmation email. Find templates and email samples for booking confirmation communicate via SMS before arrival, as well as send emails after arrival and interact with guests.
What to write in a welcome letter?
Make sure your note is short and makes the customer happy that they chose you. Keep the tone upbeat and friendly, and reassure the customer that they have chosen the right place to make their memories.
What to include in a welcome letter?
Start by thanking your guests for choosing your property. Give them something to look forward to and get excited about your hotel and what it has to offer during their stay both on and off-site. Tell them about the local area.
You can even offer tips and little details to answer any pending questions they may have, such as how the air conditioning works, reminders about the wifi password, minibar, where the safe is located, or even the pool hours.
Welcome letter template
The modern version of a guest welcome letter can be fun, upbeat, exciting, inspirational…! Depending on your hotel’s branding, you can tailor the letter or card to fit your personality. While you can customize your letter to match the style of the area, you should always include the basics:
- Warm welcome. If you are sending via email, you can use your management system! That way your message is more personalized by using the customer’s name from the system.
- Any local information guests need to know – fun facts or personal recommendations work well here too.
- Contact information for customers to contact with you or your team if they need anything.
- Your social media accounts – this is a great opportunity to invite guests to interact with your Brand and share content that might entice other travelers to book with you too.
Make it personal.
An informal tone with personal recommendations can make your welcome letter feel like it’s coming from a friend. Get your guests excited about what your hotel and local area have to offer. Is that where you take your friends and family when they visit? Well, tell them about it.
Ask your staff for their recommendations and include them as a way to introduce people who make their stay possible. The housekeeper’s favorite coffee spot, the front desk staff’s favorite mini golf spot… all can make guests feel like they’re part of the family and build a more personal relationship.
Welcome letter template
Here are two welcome letter samples and an example of a fun welcome QR code introduction:
***************************************
Welcome Letter from Hotel Management Team
Welcome!
We know you have many options when it comes to [Name of Town/City] and are glad you chose [Name of Your Hotel]. We hope that you come here with a sense of adventure and will leave with wonderful memories of your time here.
No trip to [Town/City Name] is complete without a visit to [Local Attraction]. The [Name] area is the best place to park – make sure you get there before 10 am to avoid the crowds. Beach chairs, sunscreen and towels are available in our gift shop.
When you return from a day at the beach, our restaurant [Restaurant Name] has a nightly dinner special – tables fill up fast, so make sure to reserve your spot by texting us at [Phone Number].
Our General Manager, Dave, recommends [Dish Name] at [Hotel Restaurant Name] for breakfast – you might even see him helping prepare fresh-squeezed orange juice before the pool opens at 10 am.
Scan the QR code below for more recommendations on our local guide page. You’ll find an events calendar and weather forecast so you can make the most of your stay. We’re available 24/7, so if you need anything, just text us at [Insert Phone Number].
Enjoy your time at [Hotel Name]! If you share your joy on social media, be sure to tag us at #hashtag on Instagram [@handle] or Facebook [@name] to receive a free drink of your choice on your next stay with us.
Best regards,
CEO & Team
Hotel name
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