Table of contents<\/h4>\n\n- Importance of guest welcome letter<\/a>
\n- Basic principles of writing hotel welcome letter<\/a>
\n\n- Be polite and welcoming<\/a><\/li>\n
- Personalize your message<\/a><\/li>\n
- Maintain a friendly tone<\/a><\/li>\n
- Ask for feedback and a review<\/a><\/li>\n
- Proofread and edit your letters<\/a><\/li>\n
- Use the right expressions<\/a><\/li>\n
- Put your ideas to the test<\/a><\/li>\n<\/ul>\n
- What to include in welcome letters for guests?<\/a>
\n- What is the right time to send a welcome letter to hotel guests?<\/a>
\n<\/li>\n<\/ol>\n<\/div>\n\n\n\nBefore we start talking about the writing principles, let\u2019s discuss the importance of sending a welcome letter to hotel guests.<\/p>\n\n\n\n
The importance of guest welcome letter<\/strong><\/h2>\n\n\n\nWhy should you invest your time and efforts into crafting such letters? Here are a few compelling reasons to do it:<\/p>\n\n\n\n
- Make a good first impression on your guests <\/li>
- Provide them important information to make their stay more smooth and enjoyable<\/li>
- Show appreciation to your guests to gain their loyalty <\/li>
- Get a chance to get genuine feedback<\/li>
- Upsell your services<\/li><\/ul>\n\n\n\n
Let\u2019s face it. The COVID-19 pandemic has hit the hotel industry hard. Hilton alone reported a net loss of $430 million<\/a>. The global hospitality industry\u2019s losses are massive. Naturally, the competition between small hotels and large hotel chains has gotten fierce. <\/p>\n\n\n\nIf you want to keep your business afloat in 2021, you should use every opportunity to promote your brand and increase customer loyalty. Writing a guest welcome letter is a simple yet effective way to build a strong relationship with guests and ensure the long-term success of your hospitality business. <\/p>\n\n\n\n
Take a look below at some of the,<\/em><\/p>\n\n\n\nBasic principles of writing a hotel welcome letter<\/strong><\/h2>\n\n\n\nThere is no such thing as an ideal hotel welcome letter template. Every hotel and every guest is unique. So if you want to boost your marketing efforts, you should write your letter from scratch. Here are a few basic rules you should follow.<\/p>\n\n\n\n
1. Be polite and welcoming<\/strong><\/h3>\n\n\n\nWhether you communicate with your guests via email or in person, you should be polite and welcoming. Showing respect and being pleasant is the key to success in the hospitality business.<\/p>\n\n\n\n
Staying kind will make your guests feel at home. Here are examples of the words and phrases you can include in your letter to sound polite, professional, and helpful:<\/p>\n\n\n\n
- Thank you for choosing our hotel<\/li>
- We\u2019re glad you\u2019ve made it all the way to X destination.<\/li>
- Enjoy your stay<\/li>
- Happy to help<\/li>
- We apologize for any inconvenience caused by COVID-19 preventive measures.<\/li><\/ul>\n\n\n\n
2. Personalize your message<\/strong><\/h3>\n\n\n\nAs we have already mentioned, your hotel guests want to feel valued and special. And you need to personalize every letter to fulfill this want.<\/p>\n\n\n\n
You can do it by simply using your guest’s name in the subject line of your email or in the greeting. It will not cost you a thing but will make a big difference to your customers. A personalized greeting will make your guests believe that you truly appreciate their loyalty.<\/p>\n\n\n\n
3. Maintain a friendly tone<\/strong><\/h3>\n\n\n\nTreat your guests as your dearest friends, and you will easily build a trustful relationship. Show your customers that you are happy to host them and assure them that their loyalty means the world to your hospitality business.<\/p>\n\n\n\n
Even if you operate in the luxury price segment, don\u2019t make your welcome letter sound too formal and impersonal. Use a friendly tone to win your customers over.<\/p>\n\n\n\n
4. Ask for feedback and a review<\/strong><\/h3>\n\n\n\nDo you want to be one step ahead of the competition? Strive for excellence in everything you do. Ask your guests for feedback, analyze their reviews<\/a>, and define the areas that need some improvement.<\/p>\n\n\n\nYou can use your welcome letter as a tool for encouraging more guest reviews. Ask your customers to leave a review on hotel booking sites such as Booking.com, Kayak, Priceline, or any other site. Ask them to tag your hotel on Instagram, or provide feedback via Twitter. It\u2019s a great opportunity to show your customers that you truly value their opinion and take their suggestions seriously. <\/p>\n\n\n\n
So, your hotel guest welcome letter should be inviting and encouraging. Here are a few examples of what you can write:<\/p>\n\n\n\n
- \u201cIf you get something to say about your stay with us, leave us a review. We highly value your opinion.\u201d <\/em><\/li>
- \u201cWe hope you will enjoy your stay. You are more than welcome to provide feedback and any suggestions on how we can make your stay with us as comfortable as possible.\u201d<\/em><\/li><\/ul>\n\n\n\n
5. Proofread and edit your letters<\/strong><\/h3>\n\n\n\nAs the saying goes, \u201cYou never get a second chance to make a first impression.\u201d If you make a typo or grammar mistake in your welcome letter, you will make a bad impression on your guest. Your poorly-written letter will do more harm than good.<\/p>\n\n\n\n
To prevent that, you should proofread your letter meticulously. Check the spelling, grammar, sentence structure, and vocabulary. <\/p>\n\n\n\n
The good news is that there are many proofreading tools out there that can ease your work. You can use editing services like TrustMyPaper<\/a> and online grammar checkers like Grammarly<\/a>. Thanks to advanced technologies, you can improve the quality of your welcome letter for guests in a matter of a click.<\/p>\n\n\n\n6. Use the right expressions<\/strong><\/h3>\n\n\n\nKeep your writing simple, to make the letter easy to understand. Don\u2019t use local slang and professional jargon \u2013 that will make your welcome letter hard to read.<\/p>\n\n\n\n
If more than half of your customers come from overseas, write your letter in plain English<\/a>. It will help you ensure that the message of your letter will be interpreted the right way by non-English native speakers.<\/p>\n\n\n\n7. Put your ideas to the test<\/strong><\/h3>\n\n\n\nDo you want to get the most out of the welcome letter for hotel guests? You could test your writing ideas. Create a few different versions of your letter, send them to 20 or 100 guests, and see which version appeals to your target audience the most. <\/p>\n\n\n\n
There is no limit to perfection. Even if you are satisfied with the current results of using your hotel welcome letter, you can find a new way to incorporate some improvements from time to time.<\/p>\n\n\n\n
What to include in a hotel welcome letters for guests?<\/strong><\/h2>\n\n\n\nLet\u2019s talk about what information you should include. Here is a basic structure you should follow:<\/p>\n\n\n\n
- Start with greeting \u2013 \u201cHello, Mr. X\u201d<\/em><\/li>
- Add a welcome note for guests \u2013 \u201cWe would like to welcome you to our property.\u201d<\/em><\/li>
- List on-site amenities that your hotel offers \u2013 \u201cWe invite you to work out in our gym and try a relaxing massage in our salon.\u201d<\/em><\/li>
- Provide information about facilities, shops, and restaurants located close to your hotel \u2013 \u201cOur hotel is five minutes\u2019 walk from Michelin star restaurant XYZ and ten minutes\u2019 walk from the beach.\u201d\u00a0<\/em><\/li>
- Talk about COVID-19 preventing measures<\/a> taken \u2013 \u201cAs it has always been, the safety and security of our guests and associates remain our highest priority. On a daily basis, we are working to ensure that it meets the latest guidance on hygiene and cleaning.\u201d<\/em><\/li>
- Mention room details \u2013“Your room has Wi-Fi, air conditioning, a minibar, and a sea-facing balcony.”<\/em><\/li>
- Define the meal plan \u2013 “Breakfast is served from 6:30 am to 9:30 am.”<\/em><\/li>
- Mention hotel events \u2013 “There’s a samba dance party at the hotel terrace every Friday, starting at 8 pm.”<\/em><\/li>
- Mention the room preferences they\u2019ve requested \u2013 \u201cThe room is equipped with an air purifier.\u201d<\/em><\/li>
- Provide contact details \u2013 \u201cIf there is anything you still need, our contact details are listed above.\u201d<\/em><\/li>
- Write a brief thank-you note \u2013 \u201cWe want to thank you for choosing the Z Hotel.\u201d<\/em><\/li>
- Use your name while closing \u2013 \u201cWarmly, Caroline Smith, General Manager at Z hotel.\u201d<\/em><\/li><\/ul>\n\n\n\n
Try to keep your hotel welcome letter brief and to the point. Don\u2019t overload it with too many details. <\/p>\n\n\n\n
If you need to provide your guests with some specific information, consider adding a relevant QR code to your letter. For instance, it can be a QR code with a link to your website, a downloadable local map, or your hotel\u2019s restaurant menu.<\/p>\n\n\n\n![\"Download](\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\")
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\n
\n
- \n
- Be polite and welcoming<\/a><\/li>\n
- Personalize your message<\/a><\/li>\n
- Maintain a friendly tone<\/a><\/li>\n
- Ask for feedback and a review<\/a><\/li>\n
- Proofread and edit your letters<\/a><\/li>\n
- Use the right expressions<\/a><\/li>\n
- Put your ideas to the test<\/a><\/li>\n<\/ul>\n
- What to include in welcome letters for guests?<\/a>
\n- What is the right time to send a welcome letter to hotel guests?<\/a>
\n<\/li>\n<\/ol>\n<\/div>\n\n\n\nBefore we start talking about the writing principles, let\u2019s discuss the importance of sending a welcome letter to hotel guests.<\/p>\n\n\n\n
The importance of guest welcome letter<\/strong><\/h2>\n\n\n\n
Why should you invest your time and efforts into crafting such letters? Here are a few compelling reasons to do it:<\/p>\n\n\n\n
- Make a good first impression on your guests <\/li>
- Provide them important information to make their stay more smooth and enjoyable<\/li>
- Show appreciation to your guests to gain their loyalty <\/li>
- Get a chance to get genuine feedback<\/li>
- Upsell your services<\/li><\/ul>\n\n\n\n
Let\u2019s face it. The COVID-19 pandemic has hit the hotel industry hard. Hilton alone reported a net loss of $430 million<\/a>. The global hospitality industry\u2019s losses are massive. Naturally, the competition between small hotels and large hotel chains has gotten fierce. <\/p>\n\n\n\n
If you want to keep your business afloat in 2021, you should use every opportunity to promote your brand and increase customer loyalty. Writing a guest welcome letter is a simple yet effective way to build a strong relationship with guests and ensure the long-term success of your hospitality business. <\/p>\n\n\n\n
Take a look below at some of the,<\/em><\/p>\n\n\n\n
Basic principles of writing a hotel welcome letter<\/strong><\/h2>\n\n\n\n
There is no such thing as an ideal hotel welcome letter template. Every hotel and every guest is unique. So if you want to boost your marketing efforts, you should write your letter from scratch. Here are a few basic rules you should follow.<\/p>\n\n\n\n
1. Be polite and welcoming<\/strong><\/h3>\n\n\n\n
Whether you communicate with your guests via email or in person, you should be polite and welcoming. Showing respect and being pleasant is the key to success in the hospitality business.<\/p>\n\n\n\n
Staying kind will make your guests feel at home. Here are examples of the words and phrases you can include in your letter to sound polite, professional, and helpful:<\/p>\n\n\n\n
- Thank you for choosing our hotel<\/li>
- We\u2019re glad you\u2019ve made it all the way to X destination.<\/li>
- Enjoy your stay<\/li>
- Happy to help<\/li>
- We apologize for any inconvenience caused by COVID-19 preventive measures.<\/li><\/ul>\n\n\n\n
2. Personalize your message<\/strong><\/h3>\n\n\n\n
As we have already mentioned, your hotel guests want to feel valued and special. And you need to personalize every letter to fulfill this want.<\/p>\n\n\n\n
You can do it by simply using your guest’s name in the subject line of your email or in the greeting. It will not cost you a thing but will make a big difference to your customers. A personalized greeting will make your guests believe that you truly appreciate their loyalty.<\/p>\n\n\n\n
3. Maintain a friendly tone<\/strong><\/h3>\n\n\n\n
Treat your guests as your dearest friends, and you will easily build a trustful relationship. Show your customers that you are happy to host them and assure them that their loyalty means the world to your hospitality business.<\/p>\n\n\n\n
Even if you operate in the luxury price segment, don\u2019t make your welcome letter sound too formal and impersonal. Use a friendly tone to win your customers over.<\/p>\n\n\n\n
4. Ask for feedback and a review<\/strong><\/h3>\n\n\n\n
Do you want to be one step ahead of the competition? Strive for excellence in everything you do. Ask your guests for feedback, analyze their reviews<\/a>, and define the areas that need some improvement.<\/p>\n\n\n\n
You can use your welcome letter as a tool for encouraging more guest reviews. Ask your customers to leave a review on hotel booking sites such as Booking.com, Kayak, Priceline, or any other site. Ask them to tag your hotel on Instagram, or provide feedback via Twitter. It\u2019s a great opportunity to show your customers that you truly value their opinion and take their suggestions seriously. <\/p>\n\n\n\n
So, your hotel guest welcome letter should be inviting and encouraging. Here are a few examples of what you can write:<\/p>\n\n\n\n
- \u201cIf you get something to say about your stay with us, leave us a review. We highly value your opinion.\u201d <\/em><\/li>
- \u201cWe hope you will enjoy your stay. You are more than welcome to provide feedback and any suggestions on how we can make your stay with us as comfortable as possible.\u201d<\/em><\/li><\/ul>\n\n\n\n
5. Proofread and edit your letters<\/strong><\/h3>\n\n\n\n
As the saying goes, \u201cYou never get a second chance to make a first impression.\u201d If you make a typo or grammar mistake in your welcome letter, you will make a bad impression on your guest. Your poorly-written letter will do more harm than good.<\/p>\n\n\n\n
To prevent that, you should proofread your letter meticulously. Check the spelling, grammar, sentence structure, and vocabulary. <\/p>\n\n\n\n
The good news is that there are many proofreading tools out there that can ease your work. You can use editing services like TrustMyPaper<\/a> and online grammar checkers like Grammarly<\/a>. Thanks to advanced technologies, you can improve the quality of your welcome letter for guests in a matter of a click.<\/p>\n\n\n\n
6. Use the right expressions<\/strong><\/h3>\n\n\n\n
Keep your writing simple, to make the letter easy to understand. Don\u2019t use local slang and professional jargon \u2013 that will make your welcome letter hard to read.<\/p>\n\n\n\n
If more than half of your customers come from overseas, write your letter in plain English<\/a>. It will help you ensure that the message of your letter will be interpreted the right way by non-English native speakers.<\/p>\n\n\n\n
7. Put your ideas to the test<\/strong><\/h3>\n\n\n\n
Do you want to get the most out of the welcome letter for hotel guests? You could test your writing ideas. Create a few different versions of your letter, send them to 20 or 100 guests, and see which version appeals to your target audience the most. <\/p>\n\n\n\n
There is no limit to perfection. Even if you are satisfied with the current results of using your hotel welcome letter, you can find a new way to incorporate some improvements from time to time.<\/p>\n\n\n\n
What to include in a hotel welcome letters for guests?<\/strong><\/h2>\n\n\n\n
Let\u2019s talk about what information you should include. Here is a basic structure you should follow:<\/p>\n\n\n\n
- Start with greeting \u2013 \u201cHello, Mr. X\u201d<\/em><\/li>
- Add a welcome note for guests \u2013 \u201cWe would like to welcome you to our property.\u201d<\/em><\/li>
- List on-site amenities that your hotel offers \u2013 \u201cWe invite you to work out in our gym and try a relaxing massage in our salon.\u201d<\/em><\/li>
- Provide information about facilities, shops, and restaurants located close to your hotel \u2013 \u201cOur hotel is five minutes\u2019 walk from Michelin star restaurant XYZ and ten minutes\u2019 walk from the beach.\u201d\u00a0<\/em><\/li>
- Talk about COVID-19 preventing measures<\/a> taken \u2013 \u201cAs it has always been, the safety and security of our guests and associates remain our highest priority. On a daily basis, we are working to ensure that it meets the latest guidance on hygiene and cleaning.\u201d<\/em><\/li>
- Mention room details \u2013“Your room has Wi-Fi, air conditioning, a minibar, and a sea-facing balcony.”<\/em><\/li>
- Define the meal plan \u2013 “Breakfast is served from 6:30 am to 9:30 am.”<\/em><\/li>
- Mention hotel events \u2013 “There’s a samba dance party at the hotel terrace every Friday, starting at 8 pm.”<\/em><\/li>
- Mention the room preferences they\u2019ve requested \u2013 \u201cThe room is equipped with an air purifier.\u201d<\/em><\/li>
- Provide contact details \u2013 \u201cIf there is anything you still need, our contact details are listed above.\u201d<\/em><\/li>
- Write a brief thank-you note \u2013 \u201cWe want to thank you for choosing the Z Hotel.\u201d<\/em><\/li>
- Use your name while closing \u2013 \u201cWarmly, Caroline Smith, General Manager at Z hotel.\u201d<\/em><\/li><\/ul>\n\n\n\n
Try to keep your hotel welcome letter brief and to the point. Don\u2019t overload it with too many details. <\/p>\n\n\n\n
If you need to provide your guests with some specific information, consider adding a relevant QR code to your letter. For instance, it can be a QR code with a link to your website, a downloadable local map, or your hotel\u2019s restaurant menu.<\/p>\n\n\n\n
<\/a><\/span> - Add a welcome note for guests \u2013 \u201cWe would like to welcome you to our property.\u201d<\/em><\/li>
- \u201cWe hope you will enjoy your stay. You are more than welcome to provide feedback and any suggestions on how we can make your stay with us as comfortable as possible.\u201d<\/em><\/li><\/ul>\n\n\n\n
- \u201cIf you get something to say about your stay with us, leave us a review. We highly value your opinion.\u201d <\/em><\/li>
- Personalize your message<\/a><\/li>\n
![\"Download](\"https:\/\/no-cache.hubspot.com\/cta\/default\/502973\/12244d86-83bb-40e6-911a-f1d0e597f20b.png\")
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