What is a hotel welcome?
A hotel welcome describes the ways in which a hotel greets and receives its guests, in order to make a great first impression and deliver all the most important information about the hotel.
It’s important for the hotel to represent the brand positively and accurately and it’s important for the guest to see if their expectations are going to be met.
Hotel welcomes come in many forms: as a hotel welcome note or hotel welcome card message, as hotel welcome gifts, bags or baskets, or even as a fully fledged hotel welcome kit.
In this article we’ll cover all the most crucial aspects of welcoming guests to your property, including examples of how you can get it right.
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Why is it important to create a hotel welcome note for guests?
We all know that first impressions count. By giving your guests a warm welcome note that they can read as soon as they step into their room, you start things off on the right foot and set the guest up for a fun, enjoyable and rewarding stay. It’s six to seven times harder to acquire a new guest than to keep an existing one, so beginning your relationship strongly is worth it.
A hotel welcome note to guests is a simple, efficient and effective way to:
- Set the tone for their stay
- Provide essential information
- Enhance the guest experience
- Build brand loyalty
- Personalise the stay from the very start
You might also take the chance to offer them a welcome gift, or guide them on the best things to see and do in your area. By taking a systematic approach to your hotel welcome note, you can ensure you make every guest feel special.
Key aspects of welcoming and greeting the guest at your property
A warm welcome message for your guest is crucial to getting your relationship off to a good start. Here are some of the key aspects to ensure you welcome and greet guests successfully:
- Be warm and personal: Make your guests feel at ease and almost like family. Make eye contact, smile, and address them by name in a friendly tone during any personal interactions.
- Be presentable: Are you dressed to impress or does it look like you don’t take the job seriously. If you look sloppy, your guests might think everything about your property is this way.
- Be efficient: The faster and easier your hotel check-in process is, the more relaxed and satisfied your guests will be with their welcome to the property.
- Be informative: If guests are visiting for the first time, they’ll be anxious to know what’s available at the property, how things work, what the local attractions are, how they can seek assistance if needed, and what policies and rules they need to be aware of.
- Be inquisitive: Ask guests questions so they know that you are actually invested in understanding their preferences and are committed to providing them with an enjoyable stay.
- Be a great host: Create an environment that delivers a sense of comfort, cleanliness, and relaxation by keeping things neat, tidy, and aesthetically pleasing.
- Be helpful: Ensure guests know you are on hand to help with any requests, no matter how small, including carrying luggage or delivering a refreshment.
- Be open to all: Ensure you, your staff, and the hotel itself is welcoming to all types of guests, regardless of their background, culture, religion, or disability.
By following these key aspects, you can create a memorable and positive first impression on your guests, setting the stage for a wonderful stay at your property.
What does a good hotel greeting look like?
A ‘good’ hotel welcome message will change from hotel to hotel to reflect the unique personality of your property. The best hotel greetings can come in many formats too, including:
Hotel welcome letter
A simple letter, addressed to the guest and packed with all relevant info, can form the perfect introduction to your hotel. It can also save your front desk time by answering all the common questions that a guest might have.
Hotel greeting card message
A greeting card message nestled on the table or bed for the guest to read as soon as they enter the room can put a smile on the guest’s face and help them become further accustomed to their room and your hotel. Make sure you say how happy you are to be hosting them and let them know where they can find their information pack and how to contact you.
Hotel welcome basket
Everyone loves a free hamper, but what to put in hotel welcome bags or baskets? You could support your region by offering local produce for guests to sample: wine, champagne, cheese and chocolate are popular welcome gifts for a reason!
Hotel welcome sign
A simpler and more cost-effective (though potentially less personal) option is to display a hotel welcome sign near your reception desk, which offers a warm welcome and lays out everything that a new guest needs to know.
How to write a warm welcome message for guests
There’s no one-size-fits-all approach to creating a warm welcome message for guests, because every property is different and will have a different demographic of regular guests.
However, there are a number of ideas that might work for you as you prepare your best practices:
- Keep it short and sweet: You don’t need to write an odyssey to make guests aware of how much you appreciate them. If you can personalise your message and give guests the information that will be most important to them, that will be enough.
- Personalise it: As mentioned, personalisation is everything. Address guests by name and include mentions of anything you’ve learned about them prior to arrival, just as their preferences for activities, services, and food and beverages.
- Localise it: Generic = boring so make sure that your message is unique to your property and local community. Do this by letting guests know what they can enjoy that is specific to your hotel and your city.
- Add a personal touch: it may seem like a small thing but a handwritten note has the potential to surprise and delight your guests.
With a warm welcome message or letter, you can easily show guests how much you care.

Best templates for a hotel welcome that guests will love
What is an example of a hotel welcome message? Here are a few options that you can use as the basis for your welcome: two shorter-form hotel welcome note samples, and two longer-form hotel welcome letters.
1. Hotel welcome card
Dear [GUEST],
Welcome to [HOTEL]! We really appreciate that you chose us, and we hope that you enjoy your stay. Important info:
[WIFI DETAILS, AMENITIES, FRONT DESK HOURS, CHECKOUT TIME]
If you have any questions, please feel free to let us know.
The [HOTEL] team
2. Hotel greeting card
Dear [GUEST]
At [HOTEL] we like to think of ourselves as your home away from home. If there’s anything at all that we can do to make your stay more special, be sure to reach out.
Best, [NAME]
3. Hotel welcome message
Dear [GUEST],
Welcome to [HOTEL] in beautiful [CITY/REGION]!
We’re so happy you chose to stay with us, and we’re committed to making your stay as comfortable and enjoyable as possible. Our reception desk is open [HOURS], and our staff are always ready to help.
You’re welcome to enjoy a drink at our bar and a dip in our pool, and we’d be happy to arrange a massage or spa treatment to make your experience that much more relaxing.
If there’s any way we can make your stay better, let us know.
A friendly reminder that checkout is at 10am, and that our WiFi network is open, unlimited and password-free.
Yours sincerely, [NAME]
4. Hotel welcome letter
Welcome to [HOTEL], [GUEST]!
We’re really happy you chose to spend time with us in [CITY/REGION]. If you haven’t been to the area before, we recommend checking out:
[LIST OF RECOMMENDATIONS]
Alternatively you can relax with us! Here at [HOTEL] we offer:
[LIST OF AMENITIES]
But for now we’ll let you settle in and enjoy your complimentary snacks from [LOCAL BUSINESS]. Get in touch with our 24/7 reception desk if you have any questions at all.
Sincerely, [NAME]
Best ways to present your hotel welcome greetings
There are a number of ways to deliver your hotel welcome message, including:
- Paper: Print the letter or message on high quality paper and either hand it to the guest at check-in or leave it in their room.
- Email: A free and convenient option is to send your welcome message to guests via email.
- SMS/WhatsApp: If the welcome is short, you might consider texting the guest your welcome message.
- Hotel app: By integrating a hotel messaging app into your property management system, as you can do with Little Hotelier, you can send the welcome note automatically.
Guest welcome quotes your hotel can use
If you’re lacking creativity or inspiration on what to say in your welcome hotel greeting messages, here’s a few quotes to get you started.
Here are some guest welcome quotes a hotel can use:
Simple
- “Welcome to your home away from home.”
- “We’re delighted to host your stay.”
- “Your comfort and joy is our priority.”
- “May your stay be a luxury of relaxation and happiness.”
Detailed
- “Step into a world of comfort and luxury. We’re honoured to have you as our guest.”
- “Discover the perfect blend of elegance and hospitality. Welcome to [Hotel Name].”
- “Unwind, recharge, and create lasting memories. Your journey starts here.”
- “Experience the best of hospitality. We can’t wait to serve you.”
- “Your satisfaction is our greatest reward. Thank you for choosing us.”
Sometimes the easiest way to welcome your guests is with a little help from industry-leading software…
By Dean Elphick
Dean is the Senior Content Marketing Specialist of Little Hotelier, the all-in-one software solution purpose-built to make the lives of small accommodation providers easier. Dean has made writing and creating content his passion for the entirety of his professional life, which includes more than six years at Little Hotelier. Through content, Dean aims to provide education, inspiration, assistance, and, ultimately, value for small accommodation businesses looking to improve the way they run their operations (and live their life).
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