A hotel welcome letter is a message that guests receive upon arrival at the property. The letter may be placed in the room before the guest’s arrival, sent to their room after arrival, or delivered via email or SMS. Creating a high-quality hotel welcome letter is important, because it sets the tone for the stay and allows your hotel to demonstrate a commitment to great service. The best welcome letters also provide useful information to help guests. In this article, you will learn how to write a great hotel welcome letter, complete with eight free templates.
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What is a Hotel Welcome Letter?
What is a hotel welcome letter? It is a short message, written by the hotel to a guest, expressing gratitude for their visit and providing useful information. It may include an overview of services and details on how guests can ask for help.
A welcome letter for hotel guests might be left in the hotel room in advance, ready for the guest’s arrival, or it may be delivered to the room after they have checked in. Some hotels slide the welcome letter under a guest’s door, while others deliver the welcome message digitally, either via email or via SMS.
Sending a letter of this kind makes guests feel valued and can help to create a positive first impression. Hotels will often use their customer relationship management (CRM) software to assist with writing a hotel welcome letter, allowing the letter to be personalized to individual guests and even sent automatically upon check-in.
Benefits of a Hotel Welcome Letter
Writing a welcome letter for hotel guests allows hotel management and front desk staff to make initial contact with a guest and lets them know what to expect during their stay. It will help a guest to feel welcome and like their visit is appreciated by the hotel, while it can also help them understand the services that are available.
For example, a hotel welcome letter may let them know where to find key facilities, like the restaurant or spa services. It may also lay out the best ways to reach out to hotel staff. When letters are personalized, they can explain finer details, like what is included in an all-inclusive booking, or how to use features in the room.
Ultimately, one of the biggest benefits of writing and sending a hotel welcome letter is providing a positive first impression, which is hopefully backed up by initial interactions with the front desk staff. When a hotel stay gets off to a good start, guests are more likely to enjoy their time and have a positive view of your hotel.
Why Should You Write Hotel Welcome Letters?
Why is it important to create a welcome letter for hotel guests? It helps to create positive feelings, sets expectations, and provides useful information to enhance their stay. The letter also lets guests know that you and your employees are happy to assist them if they run into any problems.
A friendly welcome letter can help to create the impression that hotel staff are approachable, willing to help and that they genuinely care about providing a positive guest experience. It can also offer some tips on how to get the most out of a stay and can be referred back to if guests need to know how something works.
Your welcome letter also provides an opportunity to express your brand values and set the tone for the stay. It can form part of a wider strategy to enhance your hotel’s reputation. Finally, you can also use your welcome letter to request feedback or to ask guests to leave an online review after their stay.
The Best Way to Welcome Guests to Your Hotel
6 Tips on How to Write Hotel Welcome Letters
As a hotel owner or front office manager, it is important to understand how to write an effective hotel welcome letter. Below, you will have access to six tips that can improve your letter writing.
1. Use Personalization Techniques
Personalization is the process of tailoring the guest experience for individuals. A hotel welcome letter can be personalized by using booking information and customer data to flesh out details.
Message personalization is important, because it makes a customer feel valued as an individual. It also lets customers know you are familiar with their specific needs and preferences.
Address them by name and make reference to the type of booking they have made. As an example, if they have booked an all-inclusive stay, you might want to reference the food and drinks that are included in this. Alternatively, you might create message templates for different guest types, like leisure guests or business travelers.
2. Keep Your Welcome Letter Brief
Keep your hotel welcome letter as brief as possible, while still conveying your core message. Use your letter to share key information and set the tone for the guest’s stay.
Brevity is essential, because you want to make sure your guests actually read the welcome message. A clear and concise letter is far more effective than a long message.
Welcome the guest, thank them for choosing your hotel and then move on to providing the most critical details about services, amenities and hotel technology. Make it clear that staff are happy to help. While it can be tempting to include as much detail as possible, you need to avoid overwhelming your guests with too much information.
3. Request Feedback From Guests
Request feedback in your welcome letter for hotel guests, so you can hear what they like and dislike. Making a request for feedback will increase the chances of generating online reviews.
Feedback is important because it helps you identify areas of strength and weakness. Online reviews, in particular, are also essential for shaping your reputation and generating bookings.
You can encourage guests to leave reviews on specific platforms, allowing this to form part of a wider hotel marketing strategy. Of course, you need to combine this request for feedback with the provision of excellent service.
4. Highlight Contacts and Places of Interest
Your hotel welcome letter should also highlight the main points of contact in your hotel. In addition, you can reference some places of interest they might want to visit nearby.
Explaining how guests can contact employees can reassure them that assistance is available and let them know the best way to reach out. Meanwhile, highlighting local attractions can boost the overall travel experience.
Let it be known that staff are always available to help. The tourism industry and hotel industry often work hand-in-hand, so promoting local attractions and businesses in your welcome letter can help to build positive relationships.
5. Adopt a Positive Tone of Voice
Adopt a positive, friendly, and optimistic tone of voice. You want to make it as clear as possible that your hotel employees are warm, welcoming, and willing to help guests.
A positive tone is vital, because your hotel welcome letter will help guests to form their first impressions. The letter also needs to be engaging for guests to read it.
Using welcoming and optimistic language can encourage guests to make the most of their stay. Ultimately, you want guests to have a great trip, so they leave with positive memories. This begins when they first arrive.
6. Include Rules and Hotel Policies
Consider including basic rules and hotel policies in your hotel welcome letter. These can be simple things, like rules around swimming pool usage or leisure facility opening times.
Setting out your own expectations from guests can help to prevent problems from occurring. It makes clear what guests can and cannot do and helps to maintain basic order.
Some hotels fear that highlighting rules and policies in a welcome letter will appear too strict, but guests appreciate transparency. It is important to remember that any rule-breaking in your hotel will also impact other guests and their enjoyment of their stay. Be clear, concise and try to maintain your friendly tone while setting out policies.
8 Hotel Welcome Letter Templates
Below, you will find eight hotel welcome letter templates. You can use these as the basis for your own welcome letter for hotel guests, or combine elements from multiple templates, according to your needs.
Video: Welcome Letters? Welcome Letter in Hotel Guest Room @Taj Krishna Hyderabad.
1. Customer Service Hotel Welcome Message Template
Dear Mr./Mrs./Miss/Ms. [Guest Name],
We’re delighted to welcome you to [Hotel Name]. Thank you for choosing to stay with us!
Here at [Hotel Name], we aim to provide a clean, tidy, and comfortable room, with friendly service from our hotel staff. We’re committed to delivering a positive experience throughout your time with us.
If you require assistance at any time, our team is always willing to help. You can contact the front office via telephone on extension [Extention Number]. Alternatively, simply head down to the hotel reception.
We’re confident you’ll enjoy your stay, but we always welcome feedback from guests. If you have suggestions for how to improve, please let us know. We’d also love it if you could find a moment to leave a review on TripAdvisor or Google after you check out, as this helps other guests to make the best choice.
Thank you once again for choosing [Hotel Name]. Whether you’re visiting for business or pleasure, we trust you’ll have a positive experience, and we hope you choose us again if you return to [Destination] in the future.
Sincerely,
[Your Name]Front Office Manager
[Hotel Name]2. Hotel Welcome Message Template for a First-Time Guest
Dear Mr./Mrs./Miss/Ms. [Guest Name],
Welcome to [Hotel Name]! We are thrilled you have chosen us!
As this is your first time staying at [Hotel Name], we’re determined to provide a pleasant, enjoyable, and frictionless guest experience. If you require help or have any questions, please don’t hesitate to reach out to a member of staff. Our team is available 24/7 to assist you with any queries or issues.
Here at [Hotel Name], we’re committed to providing a clean, tidy and pleasant room, along with world-class service. We’d also be delighted to listen to any suggestions or feedback you may have.
We want you to make the most of your time here, so we encourage you to check out the full range of services and facilities we offer, from our free Wi-Fi to our excellent hotel bar and restaurant.
Thank you once again for choosing us. Make yourself at home; we hope this is the first of many visits.
Sincerely,
[Your Name]Front Office Manager
[Hotel Name]3. Hotel Welcome Letter Template for Soon-to-Open Hotels
Dear Mr./Mrs./Miss/Ms. [Guest Name],
Welcome to [Hotel Name]! We’re delighted to have you staying with us.
Our friendly team will strive to ensure your stay is comfortable, pleasant, and enjoyable. However, as we are in a pre-opening phase ahead of our grand opening later in the year, we urge you to make some extra allowances as we optimize our service standards and put the finishing touches on our amenities and facilities.
We hope you’ll enjoy your stay with us. While we iron out any remaining kinks, we’d love to hear your feedback. Please feel free to contact us at [Email Address] with any suggestions, recommendations or thoughts you’d like to share.
Once again, our entire team thanks you so much for choosing to stay at [Hotel Name]. If you require any assistance, please feel free to visit the reception, or call the front desk on extension [Extension Number].
Sincerely,
[Your Name]Front Office Manager
[Hotel Name]
4. Hotel Welcome Letter for All-Inclusive Bookings
Dear Mr./Mrs./Miss/Ms. [Guest Name],
We’re delighted to welcome you to [Hotel Name]! We hope you have a fantastic stay.
You have opted to make your visit ‘All-Inclusive’, so along with this letter, we have attached a list of the items that are included as part of this package. You’re more than welcome to try any of the items that are not listed here too, but please be aware that those items will be charged at the usual price.
If you have any questions, concerns or thoughts you’d like to share, please reach out to a member of our staff. Our team will be available 24/7. We’d be delighted to hear any feedback you have and would love if you could take the time to leave a customer review on Google or TripAdvisor after you leave.
Thank you once again for choosing [Hotel Name].
Sincerely,
[Your Name]Front Office Manager
[Hotel Name]5. Welcome Letter for Hotel Guests Who Are Returning
Dear Mr./Mrs./Miss/Ms. [Guest Name],
We’re honored to have you back at [Hotel Name] and are so pleased you have chosen to stay with us again. We truly hope your last visit was a pleasant one and we’ll strive to ensure this visit is even better.
Since your last visit, we have updated our hotel restaurant menu and have made improvements to [Facilities/Services/Amenities]. We’re sure you’ll love exploring these new options during your stay.
As ever, please don’t hesitate to reach out if you have questions or require assistance of any kind.
Thank you once again for your return visit. We’re delighted to have you back.
Sincerely,
[Your Name]Front Office Manager
[Hotel Name]6. Hotel Welcome Letter Template Highlighting Room Features
Dear Mr./Mrs./Miss/Ms. [Guest Name],
Thank you for choosing [Hotel Name]! We’re thrilled to have you with us.
We strive to offer a comfortable room, world-class service, and an exceptional guest experience.
Our rooms are equipped with a smart TV, a telephone, a minibar, and free Wi-Fi access. The conditions in your room can also be controlled using our air conditioning system. Feel free to enjoy any of the drinks in the fully-stocked refrigerator. Please note that any items consumed will be added to your final bill.
We have designed our rooms with accessibility in mind, so our bathrooms are spacious and have a walk-in shower.
If you require any help during your stay, please don’t hesitate to reach out.
Once again, thank you for choosing to stay at [Hotel Name].
Sincerely,
[Your Name]Front Office Manager
[Hotel Name]7. Hotel Welcome Letter for VIP Guests
Dear Mr./Mrs./Miss/Ms. [Guest Name],
We’re pleased to welcome you as our VIP and look forward to assisting you in any way you need.
We’re grateful you chose [Hotel Name] and our staff will be available 24/7 if you have any questions, queries, concerns, suggestions or thoughts you’d like to share. We’re committed to ensuring your stay is as pleasant and stress-free as possible, so don’t hesitate to reach out. You can contact the front desk on extension [Extension Number].
As a VIP guest, you’re also able to access [List of Exclusive Amenities or Services].
Thank you once again for selecting [Hotel Name]. We trust your stay will be enjoyable.
Sincerely,
[Your Name]Front Office Manager
[Hotel Name]8. Welcome Letter for Hotel Guests On a Special Occasion
Dear Mr./Mrs./Miss/Ms. [Guest Name],
Welcome to [Hotel Name]. We’re absolutely honored you’ve chosen to spend [Name of Occasion] with us. We hope the room is to your liking and urge you to contact a member of staff if you have any additional requests.
Staff are available 24/7, and you can also contact the front desk at extension [Extension Number].
To help you mark the occasion, please find a complimentary bottle of champagne in the ice bucket in your room.
Thank you once again for choosing to stay at [Hotel Name].
Sincerely,
[Your Name]Front Office Manager
[Hotel Name]Common Hotel Welcome Letter Lines and Phrases
Common hotel welcome letter lines and phrases can help you to create a message of your own. In general, you are going to want to have multiple templates to use for different guest types and situations. Having tried and tested lines and phrases to rely on will make it much easier to create these templates:
- We’re delighted you have chosen to stay at [Hotel Name], and we hope your experience is a pleasant one.
- Welcome to [Hotel Name]! We’re thrilled you have chosen to stay with us.
- Our friendly team is available on a 24/7 basis. Please don’t hesitate to reach out if you have any issues.
- Let us know if there’s anything we can do to make your stay more comfortable.
- We strive to deliver excellent service, but are always happy to receive feedback. If you have any suggestions or recommendations, please let us know by contacting us at [Email Address].
- Thank you once again for choosing to stay at [Hotel Name]. We hope your stay is everything you hoped for.
Everything You Need to Know About Hotel Email Marketing
Depending on how your hotel welcome letter is sent, it could form part of your email marketing strategy. However, it is important to understand the other components of an email marketing strategy, including promotional emails, transactional emails, and emails sent during the pre-arrival stage of the customer journey.
In the “Hotel Email Marketing: Types, Strategies and Top Tips“ article, you can find a breakdown of the different types of emails that make up a successful strategy and read some tips that should improve your ROI.
Creating a High-Quality Hotel Marketing Strategy
A hotel welcome letter is great for greeting guests, but you also need to generate as many bookings as possible and this means using hotel marketing strategies. Options here range from content marketing and social media marketing, to running a hotel advertisement campaign or creating a customer loyalty program.
In the “Essential Hotel Marketing Strategies For More Bookings” article, you can read all about the most important strategies to adopt and gain an understanding of why they are so popular.
A hotel welcome letter helps to make guests feel valued, while offering important information about their stay. Using templates that allow these letters to be personalized has emerged as one of the most important hotel trends of recent times and by using the tips and templates provided, you may be able to improve the guest experience.
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Revfine.com is a knowledge platform for the hospitality & travel industry. Professionals use our insights, strategies and actionable tips to get inspired, optimise revenue, innovate processes and improve customer experience. You can find all hotel & hospitality tips in the categories Revenue Management, Marketing & Distribution, Hotel Operations, Staffing & Career, Technology and Software.
This article is written by:
Hi, I am Martijn Barten, founder of Revfine.com. I am specialized in optimizing revenue by combining revenue management with marketing strategies. I have over 15 years of experience developing, implementing, and managing revenue management and marketing strategies and processes for individual properties and multi-properties.
