Welcome letter for hotel and vacation rental guest: 3 practical advice

18 March 2022

Maddalena Mazzaferri

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Have you ever thought about writing a welcome letter for hotel and vacation rental guest and leaving it in his room to give him a warm welcome with a message that always warms the heart? Today we are going to look at the best guest welcome phrases along with three practical tips on how to make the best possible welcome letter for your guests. At the end of the article, we have also left you a template created by our team that you can use at any time to make your guests’ stay a unique experience! Just download it and fill it in with your personal details to use it as often as you like!

What is a welcome letter for hotel and vacation rental guest and what is it for?

A welcome letter for hotel and vacation rental guest is a document written by the manager/owner (or his team) with the aim of welcoming the guest who has just arrived and will stay in his accommodation. In addition to welcome phrases for guests, it often contains important information and details (which we will consider later in this article).

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Advantages of using a welcome letter for hotel and vacation rental guest

One of the biggest advantages of a welcome letter for hotel and vacation rental guest is that it gives you the chance to “talk” to your guest in a non intrusive way. Immagine your guest laying on the bed, without shoes, reading your welcome letter in total relaxation: you are providing useful information to him without doing it in person, wasting so much time and possibly making him nervous by listening to you talking so much.

One of the possible risks, however, could be that the guest ignores the letter and does not read important information or, even worse, that he gets bored and doesn’t even get to the end.

For this reason – apart from welcome phrases – it is very important that, in order to write the best possible welcome letter your card:

  1. Shouldn’t be too long
  2. Should be customized with the guest’s name
  3. Should contain images or icons
  4. Should contain useful information for you and your customer

Welcome phrases for guests: 3 practical advices

Now that you know what it is, what it is for, and what to include in your welcome letter for hotel and vacation rental guest, let’s take a look at the must-have aspects and contents. After our three advices, we will also provide you with a free, customizable template so that you can download it and use it with your guests in all circumstances.

Tailor-made and customized opening and conclusion

Firstly, absolutely do not forget to include an initial message to welcome the new guest, perhaps with a mention of the journey he or she has made to reach your accommodation.

This is a great way of making the customer feel important, welcomed and pampered.

You can also customize your message with some details you know about him/her ( for example if you know it is his/her birthday or even if he/she is there for work) and, don’t forget to call him/her by name!

In the same way, always close your welcome letter by wishing the guest a good stay and confirming that they can always count on you for everything they need. If you can – even if the message can be written by a computer – put your signature by hand. It is a small detail, but we already know that these make the difference.

Include the rules and regulations of the accommodation

The aim of a welcome letter, therefore, is to make the guest feel at home, but also to remind him that he is not at is own home!

If you want to ensure that the rules of the accommodation and its facilities are respected, the only way is to include a clear and precise set of regulations in your letter. Trust us, you will not appear strict. On the contrary, your guest will appreciate your professionalism and organization.

For this reason, in your welcome letter remind your guest information such as:

  • Wi-Fi password
  • Breakfast and check-out hours
  • If there are more pillows in the wardrobe
  • If there are specific facilities

Also, try to anticipate the most common problems and present your services as a direct solution to them ( for example: “Are you hungry?”, “Our restaurant is at your service to satisfy…”).

Places of interest and contacts

“What’s nearby?”

It’s a phrase that customers almost always ask for when they arrive, and which is soon, often forgotten, almost immediately. Everyone has a mobile phone with an internet connection so they can search for places of interest, but imagine how much time your guest can save if you leave him/her a list of recommended shops and restaurants.

Finally, don’t forget to specify how the guest can contact you during the stay and afterwards, and how they can leave comments about their experience.

Remember that this letter is just one small step to make your customer’s stay special! You may find that a welcome letter has fulfilled its purpose even months later when the costumer books a stay with you again!

Download the template for free

Frequently asked questions

✍️ What is a welcome letter for hotel and vacation rental guest?

A welcome letter for hotel and vacation rental guest is a document written by the manager/owner ( or his team) with the aim of welcoming the guest who has just arrived and will stay in his accommodation . In addition to welcome phrases for guests, it often contains important information and details such as:

  • The wi-fi password
  • Breakfast and check-out hours
  • Further specific services
  • Manager/owner contacts
  • Places of interest to visit near the accommodation
🎯What are the advantages of welcoming a guest with a welcome letter for hotel and vacation rental guest?
One of the biggest advantages of a welcome letter is that it gives you the opportunity to ‘talk’ to the customer in a non-intrusive way and without doing it in person. Some tips to avoid the customer being bored by your letter are that the letter:
  • Shouldn’t be too long
  • Should be customized with the name of the guest
  • Should contain images or icons
  • Should contain useful information for you and for your customer
❌ Which are the best welcome phrases for hotel and vacation rental guest?
  • Customized opening and closing – don’t forget to call your customer by name and add at the beginning a mention of the journey that brought him or her to your accommodation.
  • Include the rules and regulations of the accommodation – The aim of a welcome letter is to make the customer feel at home, but also to remind him that he is not at his own home! For this reason, in your welcome letter, remind your guest of information such as Wi-Fi passwords, breakfast and check-out times, if there are specific facilities.
  • Places of interest and contacts – Imagine how much time your guest can save if you leave him or her a list of recommended shops and restaurants! Also, don’t forget to specify how the guest can contact you during his/her stay and afterwards, and how he/she can leave comments on his/her experience.

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Book a Demo to see how Octorate can simplify the management of your Hotel, B&B, Vacation Rental, Apartment or Hostel.

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Maddalena Mazzaferri

Maddalena Mazzaferri

Book a Free Demo

Book a Demo to see how Octorate can simplify the management of your Hotel, B&B, Vacation Rental, Apartment or Hostel.

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