There is the perfect hotel welcome letter and you need to address these 7 points in the template
When a guest arrives at your hotel, the first impression can make the difference between a satisfactory experience and one that leaves the guest dissatisfied. A well-designed welcome letter not only sets the tone for their stay, but also reinforces the emotional and professional connection between the guest and your establishment.
In addition, offering a downloadable template to optimise this process can simplify your management and improve the customer's perception of quality.
1. Personalised greeting
A warm and personalised greeting is the key to generating an immediate connection with the guest.
Practical example:
"Dear [Name of guest], we are pleased to welcome you to [Name of Hotel]. We hope your stay will be as special as we planned it for you".
Tips for personalisation:
- Use the guest's name (if possible, include the names of accompanying persons).
- Refer to specific events if bookings include packages or celebrations such as anniversaries.
A personal touch demonstrates attention to detail and reinforces the perception of quality.
2. Practical information
Including clear and accurate information avoids confusion and reduces enquiries at reception.
Essential elements:
- Check-in and check-out times: "Our check-out time is 12:00 PM, but we are happy to arrange a late check-out upon availability".
- Wi-Fi access codes and details: "Enjoy free Wi-Fi throughout the hotel. Password: [Wi-Fi password]."
- Timetables and locations of key services such as breakfast, swimming pool or gym.
Suggestions for inclusion:
You can highlight additional services such as bicycle rental, laundry or parking.
3. Staff contact
It provides clear options for guests to communicate quickly with the hotel team.
Recommendations:
- Reception number or a mobile phone for emergencies.
- WhatsApp or online chat for quick consultations.
Practical example:
"If you have any questions or requests, please do not hesitate to contact us via reception (by dialling 0 from your room) or by sending a message to our WhatsApp: [WhatsApp number]."
This step reinforces trust and demonstrates that you are available to solve any problem.
4. Local recommendations
Highlighting nearby activities, restaurants and places of interest not only adds value, but also positions your hotel as a host that knows and appreciates the region.
Strategies:
- Include a short list of categorised options (family, romantic, adventure, etc.).
- Mention partner businesses where guests can receive discounts.
Practical example:
"We recommend visiting [Local Attraction], just a 10-minute walk away. For a dining experience, try [Recommended Restaurant], where you will get a 10% discount as a guest of our hotel."
Such recommendations enhance the experience and foster local connections.
5. Exclusive benefits
Offering something additional or unexpected raises the perception of value received and builds loyalty.
Practical ideas:
- Discounts on services (spa, restaurant, excursions).
- Exclusive access to areas of the hotel such as terraces or private areas.
Practical example:
"As our guest, enjoy a 15% discount on spa treatments during your stay. Ask at reception for more details."
This section highlights the extra effort the hotel makes to make your stay special.
6. Important policies
Provide a brief and friendly explanation of the hotel rules to avoid misunderstandings.
Key elements to include:
- Rules for quiet hours in common areas.
- Cancellation or modification policies.
- Rules on the use of specific areas such as the swimming pool or gymnasium.
Practical example:
"To ensure the comfort of all our guests, we remind you that the hours of silence in the common areas are from 10:00 PM to 8:00 AM."
Conveying these policies in a friendly way improves communication and coexistence.
7. Thanks and farewell
The closing of your letter should convey gratitude and leave a positive impression.
Ideas for effective farewells:
- Expresses thanks for choosing them.
- Wishes an excellent stay and open door for future visits.
Practical example:
"We appreciate your confidence in choosing us for your stay. We are committed to making your experience unique. Please do not hesitate to contact us if there is anything else we can do for you".
A warm closing reinforces the message of hospitality and opens the door to positive comments.
How do I benefit from having a Welcome Card?
Incorporating a welcome letter into your hotel experience offers multiple benefits:
- Positive first impression: Conveys professionalism and hospitality from the outset.
- Reduction of consultationsBy providing clear information, you free up time for your reception staff.
- Increased satisfaction and loyaltyA seamless experience increases the likelihood of positive reviews and repeat visits.
- Competitive differentiationHighlight your hotel's unique values, such as personalised recommendations and exclusive benefits.
Welcome template as an example
Subject: Welcome to [Hotel Name]: Your ideal resting place
Message:
Dear [Name of guest],
We warmly welcome you to [Hotel Name], where we combine comfort with quality services. During your stay, enjoy:
[Add your services - Here are a few examples:]]
- Rooms with premium bedding, minibar and coffee maker
- Access to our gym and swimming pool
- Spa service by reservation
- Daily cleaning service
- Free high-speed WiFi
- Air conditioning
- Reception open from [Hours]
We are here to make your stay unforgettable. Contact us at reception or call [Phone] if you need additional information or assistance.
Thank you for choosing us, enjoy your visit!
Yours sincerely,
[Name of person in charge]
[Phone] [Phone] [Phone] [Phone] [Phone] [Phone] [Phone] [Phone] [Phone
[email protected] [email protected
Why is the welcome letter so important in a marketing strategy?
The welcome letter is not just a polite gesture; it is a powerful strategic tool in your marketing plan. From the first contact, it establishes an emotional connection with the guest, which increases the perception of quality and trust towards your brand. It also reinforces branding by conveying your hotel's values and identity in a professional and consistent manner.
Key benefits:
- Customer loyalty: A positive experience from the start encourages favourable comments, positive reviews and repeat visits.
- Reducing uncertainty and improving operations: By providing clear and accessible information, you reduce frequent queries, freeing up time for your staff.
- Effective promotion: The charter can include exclusive promotions, such as discounts on additional services or local activities, which drives secondary revenues and reinforces your value proposition.
In a competitive market, the welcome letter becomes a unique opportunity to differentiate yourself and offer a memorable experience that makes your guests want to come back.
Can Lean Hotel System help you with your welcome letters?
Of course! Lean Hotel System is designed to make it easy to stand out. Our system allows you to create personalised welcome letters.
Benefits of using Lean Hotel System:
- Efficient automation: Create and send personalised welcome letters automatically, saving time and eliminating manual errors.
- Adaptability: Integrate key information such as names, dates, services, all synchronised with your management system.
- Brand consistency: Design letters that reflect the visual identity and unique tone of your hotel through html.
- Impeccable experience: It offers seamless and professional communication that reinforces your commitment to hospitality excellence.