How to Write a Welcome Message for Hotel Guests (+7 Templates)

Stephen Alemar
Stephen Alemar
Updated
February 22, 2024
/
Published
March 24, 2023
How to Write a Welcome Message for Hotel Guests (+7 Templates)

The guest welcome is an important part of running any type of hotel. It’s your chance to make a good first impression, upsell extra amenities, and encourage a warm, welcoming atmosphere. 

The good news is that there are a multitude of ways in which to greet guests. One such way is to write a welcome message for hotel guests by hand, over email, or by text. 

But what do you say? How do you say it? And how do you get the most out of guest welcome messages? In this blog, we’ll explore the impact welcome messages for guests can have on your hotel business. We’ll also include seven detailed templates to get you started. 

The Importance of a Well-Written Welcome

A well-written welcome message for hotel guests sets the tone for their stay and helps create a positive first impression. This is an important part of the guest journey. Here are a few reasons to consider adopting written welcome messages at your property:

  1. Helps create a warm, welcoming atmosphere: Welcome messages help your guests feel appreciated from the moment they arrive. 
  2. Provides important information: Welcome messages often include vital information such as Wi-Fi access, breakfast options and amenity opening and closing times, for example.
  3. Sets expectations: A good welcome message lets guests know what they can expect from their stay. This prevents misunderstandings and helps ensures they have a positive experience. 
  4. Helps you upsell: A guest welcome message is a good opportunity to upsell extra amenities. If you’re using dynamic upselling technology, you could direct them to purchase add-ons from there. 

Demo Canary Upsells today to begin earning more revenue

What Does a Good Hotel Welcome Message Look Like? 

Every hotel is different, which means the tone and detail should suit the personality of your business. Nonetheless, messages should be written in simple, easy-to-understand language and reflect your brand values. Here are a few key elements to consider when writing your welcome messages:

  1. Warmth: Start your messages off with a warm greeting to make the guest feel valued. 
  2. Introduction: Introduce yourself and your hotel. Thank the guest for choosing to stay with you and mention any special amenities or features that may be of interest to the guest. 
  3. Information: Provide important information about the guest’s stay and set expectations. If your pool will be closed throughout the duration of their stay, be sure to let them know. The guest might be disappointed, but not as disappointed if they found out after going down in their bathing suit and robe. You can also include QR codes to menus or further information.
  4. Personalization: Personalize the greeting by using the guest’s name and mentioning any special requests or preferences the guest has indicated. This will show that you have paid attention to their needs. 
  5. Invitation: Invite the guest to contact you or the front desk should they need anything throughout their stay. 
  6. Farewell: End the message by wishing them a wonderful stay. You may also add the hotel’s social media handles and hashtags to encourage them to tag you in any photos they might upload. 

Delivering Guest Messages 

Guest messages can be sent in a variety of ways. The best one for your hotel will largely depend on what best represents your brand and speaks to your guests. 

Five-star traditional hotels, for example, might opt for printed or handwritten letters on high-quality stationery. If your hotel is limited-service or sustainability-focused, you may prefer to send messages via email or text message

Here are the ways you can send welcome messages to hotel guests:

  1. Email: You can send welcome messages to guests via email, either before the guest arrives or shortly after they check-in.
  2. In-room: You can leave welcome messages in the guest's room, such as a personalized note or a welcome package.
  3. Contactless check-in: If you use contactless check-in technology, you can include a guest welcome message as a part of the flow. This may be a quick and easy way to automate the process. 
  4. Guest messaging: You can send welcome messages to guests via text message (e.g., SMS, WhatsApp etc.), which is a convenient way to communicate important information quickly and easily. 
  5. Hotel app: You can send guests a welcome message through your hotel app if guests are signed up prior to their stay. This way you can send out push notifications or utilize chatbots or in-app messaging. 

Who is Responsible for Writing Welcome Messages to Guests? 

The responsibility of writing welcome messages to guests can vary depending on the size and structure of the hotel.

Generally, it is the duty of the front office, director of rooms or even the general manager. However, larger hotels may have dedicated guest experience or marketing teams that handle the task.

In some cases, hotels may outsource the task of writing welcome messages to third-party agencies or freelance writers. These professionals can provide a fresh perspective and help ensure that the message is engaging, informative, and personalized. 

See how Canary Messaging can help communicate more effectively with guests today! 

7 Welcome Message Letter Templates To Follow 

Here are seven welcome messages for hotel guests. Feel free to take these and use them as you wish.

Template for a Guest Arrival at a Limited-Service Property

Dear Mr./Ms [Guest Name],

 

Welcome to [Hotel Name]! We are excited to have you stay with us and hope you have a comfortable and enjoyable visit.

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We offer comfortable and clean accommodations that are perfect for business or leisure travel. We are located nearby many restaurants, shops, and attractions, making it easy for you to explore the area on foot or by public transport.

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Throughout your stay, don't hesitate to reach out should you need anything. Our friendly staff members are available night or day to assist you.

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We offer complimentary breakfast in the morning, which includes a variety of items to help you start your day off right. We also offer free Wi-Fi access throughout the hotel.

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Thank you for choosing [Hotel Name] as your home away from home. We look forward to providing you with a comfortable and memorable stay.

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Yours sincerely,

[Your Name]

[Hotel Name]

Template for a Guest Arrival at a Luxury or Full Service Property

Dear Mr./Ms [Guest Name],

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On behalf of the entire team, it is our pleasure to welcome you to [Hotel Name]. We are thrilled to have you as a guest.

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Our hotel offers a wide range of amenities and services. From our well-appointed rooms and suites, to our world-class dining and spa facilities, we are committed to providing you with a truly memorable experience.

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During your stay, we invite you to indulge in our award-winning restaurants, which offer a variety of gourmet cuisine and fine wines. Our spa and fitness center are also available for your relaxation and wellness needs, and we offer a range of treatments and services to help you unwind and rejuvenate.

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If you require any assistance during your stay, please don't hesitate to contact our 24-hour concierge team, who are available to assist with any requests or arrangements you may need. Whether you need transportation, recommendations for local attractions, or assistance with reservations, we are here to help.

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Once again, welcome to [Hotel Name]. We are honored to have you as our guest and look forward to exceeding your expectations.

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Yours sincerely,

[Your Name]

[Hotel Name]

Template for a First-Time Guest 

Dear Mr./Ms [Guest Name],

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Welcome to [Hotel Name]! We are delighted to have you as our guest and are committed to providing you with a comfortable and memorable stay. 

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As a first-time guest, we want to ensure that you have a seamless and enjoyable experience with us. Our friendly and knowledgeable staff are available 24/7 to assist you with any questions or concerns you may have.

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During your stay, we invite you to explore our hotel and take advantage of the many amenities and services we offer. From our well-appointed rooms and suites, to our state-of-the-art fitness center and on-site restaurant, we have everything you need to make your stay with us as comfortable and convenient as possible.

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We also want to ensure that you feel safe and secure during your stay with us. Our hotel has implemented enhanced cleaning and sanitation procedures to ensure the health and well-being of all of our guests and staff.

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Thank you for choosing [Hotel Name] for your stay. We hope that this is just the first of many visits and that you will feel at home with us.

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Yours sincerely,

[Your Name]

[Hotel Name]

Template for a Returning Guest 

Dear Mr./Ms [Guest Name],

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Welcome back to [Hotel Name]! We are thrilled to have you as our returning guest and are honored that you have chosen to stay with us again.

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We hope that your previous stay with us was memorable and that you enjoyed our hotel's amenities and services. As a returning guest, you can expect the same high level of quality and hospitality that you experienced during your previous visit.

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We have some exciting new developments since your last visit, including new menu items at our restaurant and enhancements to our fitness center. We look forward to sharing these new features with you and ensuring that your stay with us is even better than before.

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Please let us know if there is anything we can do to make your stay more comfortable or enjoyable. Our staff is available 24/7 to assist you with any requests or arrangements you may need.

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Once again, thank you for choosing [Hotel Name]. We are honored to have you as our returning guest and look forward to creating more memorable experiences with you.

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Yours sincerely,

[Your Name]

[Hotel Name]

Template for a VIP Guest

Dear Mr./Ms [Guest Name],

On behalf of everyone at [Hotel Name], it is our pleasure to welcome you as our VIP guest. We are honored that you have chosen to stay with us and are committed to providing you with an exceptional experience.

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As our VIP guest, you can expect the highest level of personalized service and attention to detail. We understand that your time is valuable, and we want to ensure that your stay with us is seamless and stress-free.

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Our staff is available 24/7 to assist you with any requests or arrangements you may need, from arranging transportation to making dinner reservations at the finest restaurants in town. We are dedicated to making your stay with us as comfortable and enjoyable as possible.

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In addition to our standard amenities and services, as our VIP guest, you will also have access to exclusive privileges and benefits, such as a private check-in area, complimentary room upgrades (subject to availability), and a dedicated VIP concierge service.

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Thank you for choosing [Hotel Name] for your stay. We are honored to have you as our VIP guest and look forward to creating a truly unforgettable experience for you.

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Yours sincerely,

[Your Name]

[Hotel Name]

Template for Welcoming a Guest for a Special Occasion

Dear Mr. and Mrs. [Guest Name]

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Welcome to [Hotel Name]! We’re delighted that you’ve chosen to spend your anniversary at our property. We are committed to providing you with a truly memorable experience to mark this momentous occasion. 

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We have taken special care to craft you a memorable stay. As a congratulations from the entire team, you’ll find a complimentary bottle of champagne in an ice bucket, some handmade, locally-made chocolates, and some fresh cut flowers. 

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Your pre-arranged couples massage is booked for 4:30pm tomorrow. Please arrive fifteen minutes beforehand to enjoy a complimentary glass of prosecco or fresh juice.

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Should you need anything throughout your stay do not hesitate to let us know. Our staff members are available night and day to assist you.

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Thank you again for choosing [Hotel Name]. Have a wonderful stay.

Yours sincerely,

[Your Name]

[Hotel Name]

Template for a Guest With a Pet

Dear [Guest Name] and [Pet Name],

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We are delighted to welcome you both to [Hotel Name]! We understand that pets are an important part of the family and we are committed to providing a comfortable, enjoyable stay.

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As a pet-friendly hotel, we have taken extra steps to ensure that you and your furry-friend feel at home. Your room has been equipped with a pet bed, food and water bowl, and complimentary toys. We do, however, ask that you keep your dog on a leash when in public areas and that you pick up after your pet.

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Should you need anything throughout your stay do not hesitate to let us know. Our staff members are available night and day to assist you.

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Thank you again for choosing [Hotel Name]. Have a wonderful stay. 

‍ 

Yours sincerely,

[Your Name]

[Hotel Name]

Final Thoughts 

Whether you handwrite, email, or message guests a welcome message, the simple act itself could have a huge impact on your hotel’s guest satisfaction scores and reviews. 

Overall, a well-written guest welcome message is an important part of the guest experience at hotels. It can help create a positive first impression, provide important information, help guests feel at home, and set expectations for their stay.

Next up, here’s everything you need to know about what’s most important to guests.

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