What is a hotel welcome letter?
A hotel welcome letter is a personalized message for guests 鈥� ideally one that combines warmth with all the practical info they鈥檒l need during their stay. It鈥檚 a note from your team 鈥� whether that鈥檚 the GM, front desk, or housekeeping 鈥� to say welcome, we鈥檙e here for you, and here鈥檚 how to make the most of your time with us.
Include the guest鈥檚 name 鈥� the one on their reservation 鈥� to add that personal sparkle. It might seem like a small thing, but it turns an otherwise standard check-in moment into something a little more special.
Why is a welcome message important to enhance the guest experience?
Technically, the guest experience starts before they even arrive 鈥� with pre-arrival emails that outline key details like check-in times, amenities, and available upgrades. But the welcome message? That鈥檚 your chance to make an in-person first impression 鈥� and it sticks.
Picture this: your guest walks into their room, drops their bag, and finds a friendly, personalized note waiting. It鈥檚 unexpected. It鈥檚 warm. It instantly shifts the mood from just another hotel stay to oh wow, they actually care.
And if they鈥檝e stayed before? A 鈥�Welcome back!鈥� goes even further.
Ultimately, when done well, a welcome message isn鈥檛 just nice. It鈥檚 a brand moment that boosts satisfaction and creates a lasting impression.
What should you include in your 丑辞迟别濒鈥檚 welcome letter?
A strong welcome letter strikes the right balance between being friendly and informative. Start with a warm, personalized greeting using the guest鈥檚 name, and follow it up with a simple thank-you for choosing your property. That alone can set a tone of appreciation and care.
From there, give guests the essentials. Let them know how to access the Wi-Fi, what the check-in and check-out times are, and how to get in touch with staff if they need support. This is also a great opportunity to highlight key features of your hotel, whether it鈥檚 the rooftop bar, your spa services, or tips on exploring the local area.
You鈥檒l want to make it easy for guests to reach out, too. Whether it鈥檚 in person, by phone, through a virtual assistant, or via your hotel app, so be clear about the options available if they need anything during their stay.
It鈥檚 also smart to include strategies to drive guest engagement. Invite them to share their experience on social media 鈥� you should include your handle, or offer a branded hashtag. You can even link to exclusive offers using a QR code or direct them to leave feedback with a quick scan.
A welcome letter template can help keep things consistent while allowing space to personalize depending on the guest 鈥� whether they鈥檙e a first-time visitor, a loyal regular, or celebrating a special occasion. You might include unique offers, curated recommendations, or links to upcoming events. For more inspiration, take a look at these 20 tips for the perfect hotel welcome.
The key is to make guests feel seen, informed, and genuinely welcomed 鈥� before they鈥檝e even unpacked.
4 examples of guest welcome letters
Example 1 鈥� guest welcome letter with special offer
Dear [guest name],
Welcome to [hotel name]. We鈥檙e so happy to have you stay with us. To show our appreciation, we鈥檇 love to invite you for a complimentary drink at our bar. Simply scan the QR code below to claim your offer.
If you need anything during your stay, the front desk is available 24/7 and the concierge until 9pm. Please don鈥檛 hesitate to reach out for anything you need.
Check-in time is 15:00 and check-out is 12:00.
Enjoy our Olympic-size pool and bar area 鈥� towels are available at the pool. For extra amenities, housekeeping is just a tap away via your virtual assistant.
We鈥檙e thrilled to host you over the next [number of days]. Let us know how we can make your stay exceptional.
Warm regards,
[Hotel name] staff
Example 2 鈥� return guest
Dear [guest name],
Welcome back to [hotel name]. We鈥檙e delighted to have you with us again.
During your stay, feel free to enjoy all our services and facilities. And if there鈥檚 anything we can do to make your time more comfortable, just ask 鈥� our team is always happy to help.
We鈥檙e excited to share that we now have a state-of-the-art spa. It鈥檚 designed to help you unwind and recharge. Reach out to book an appointment or learn more about the services on offer.
Our staff is available 24/7 should you need anything. We鈥檙e grateful you chose to return.
Warm regards,
[Hotel name] staff
Example 3 鈥� special occasion
Dear [guest name],
Welcome to [hotel name]. We鈥檙e so happy you chose to celebrate your anniversary with us.
To help you mark the occasion, we鈥檝e left a complimentary bottle of wine in your fridge. If you鈥檇 like to book dinner with us 鈥� or reserve any of our other services 鈥� our front desk team is available 24/7 to assist you.
We鈥檙e honored to be part of your celebration. If there鈥檚 anything we can do to make your stay even more special, just let us know.
Happy anniversary!
Warm regards,
[Hotel name] staff
Example 4 鈥� first time guest
Welcome to [hotel name]. We鈥檙e excited to host you over the next [number of days].
If there鈥檚 anything we can do to improve your stay, don鈥檛 hesitate to reach out 鈥� in person, on the phone, through our app, or via virtual assistant.
Take advantage of our on-site amenities including the pool, gym, rooftop bar, and restaurant. For special events and local tours, check the posted schedule or speak with our concierge.
Thank you for choosing us. We鈥檒l do everything we can to make sure your stay exceeds expectations.
Warm regards,
[Hotel name] staff
How hoteliers should deliver welcome letters to their guests
You鈥檝e written a great letter 鈥� now how should you send it?
There are several ways to deliver a hotel welcome letter. You can go the traditional route with a printed version on the desk or bed, or choose a digital delivery method such as SMS, in-app message, or email. Many hotels include the welcome letter as part of the contactless check-in process, triggered automatically when the guest arrives.
There鈥檚 no single right way. The most important thing is to stay consistent and find a style that reflects your brand.
How 榴莲视频 can help you welcome your guest
With 榴莲视频, creating and scheduling personalized welcome letters becomes seamless 鈥� and scalable. Our property management system gives teams the tools to craft meaningful, on-brand communications at every stage of the guest journey.
Thanks to dynamic guest profiles, you can tailor messages based on preferences, booking history, or special occasions. Automate welcome messages for every check-in, whether it鈥檚 a first-time visitor or a returning guest, and ensure the tone and content always feel personal.
You can also embed welcome notes into your contactless check-in flow, in-app messages, or scheduled emails 鈥� so guests get the right information, at exactly the right moment. And if they need anything more, virtual assistants and messaging tools make it easy to respond in real time.
The result? Less manual work for your team, and more thoughtful, high-impact touchpoints for your guests.
Conclusion
Welcome letters are more than just polite gestures. They鈥檙e your chance to show guests that you care, from the moment they walk through the door. When thoughtfully written and delivered with a personal touch, these letters can make a lasting impression 鈥� and turn a first stay into the first of many.
Download our guide 'Perfecting Guest Communication'
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