Create Welcome Letters for Specific Guests in Hotel or Hospitality Business

Edited by Hotelier, priya, Eng, Anonymous and 2 others

Hello, and thank you for watching VisiHow. In today's tutorial, we will explain how to create a welcome letter for a specific guest in your hotel. The welcome letter has three basic components - the introduction or greeting, the body, and then the closing.

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Steps

  1. 1
    In order to greet our guest, we will need an opening line.
    Since this letter is going to be delivered to a specific guest, we will need to include "Dear", and then a title, such as "Mr.", "Mrs.", "Ms.", "Dr.", etc.
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  2. 2
    Then we should put the surname, also known as the last name.
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  3. 3
    Following that, will be a comma.
    That will be our first opening line of the letter.
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  4. 4
    We will follow that with a line space and continue with our welcome.
    We might say, "I would like to welcome to Paradise Hotel".
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  5. 5
    We can set expectations of service delivery.
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  6. 6
    We can close this short paragraph by saying, "I trust that your stay will be both comfortable and enjoyable".
    For example, "Dear Mr. Smith, I would like to welcome you to Paradise Hotel. We strive everyday to provide each one of our esteemed guests with a high level of personalized service. I do trust that your stay with us will be both comfortable and enjoyable."
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  7. 7
    Our next short paragraph can introduce any information that we would like to highlight about our hotel.
    This could be any special location information, such as if we are close to a lot of attractions or a lot of shopping.
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  8. 8
    We can also highlight any of our facilities.
    If we know Mr. Smith is coming, and he's a business traveler, we may want to highlight the various business services that he can take advantage of on our property that will make the property stand out as a hotel that is good for business travelers.
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  9. 9
    After we have provided our hotel information, we need to provide an offer of assistance.
    The General Manager, who will typically offer this note, may invite the guest to contact him or her directly if they need any assistance. Otherwise, they can note, for instance, "Please contact our reception staff at extension 0 from your guest room phone in order to receive any assistance during your stay."
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  10. 10
    The final sentence should say, "We are pleased to be of service." It's an excellent way to close our welcome letter to our guests.
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  11. 11
    Then we will insert a blank line and provide our closing.
    Our closing statement can be "Sincerely", "Yours Sincerely", or even "Best Regards", followed by a comma.
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  12. 12
    After our closing line, we will insert between three and four blank lines in order to leave enough space for our General Manager's signature.
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  13. 13
    On the line directly following the signature, which will be the fourth to fifth line below our closing statement, we will print the General Manager's name.
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  14. 14
    Directly below the name, we will print the title of "General Manager".
    This may also be "Hotel Manager". It should be a high-ranking management person who writes and signs this letter.
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  15. 15
    Since this will be delivered to a specific guest, you should fold it nicely and place it in an envelope with the guest's last name on it.
    You can then place this letter in the guest room that is blocked for the guest with a note that this room should not be moved. If you would like, this letter can also be attached to a specific amenity, such as a food plate. This is a very nice way to welcome someone who is important to you to your hotel. This concludes today's tutorial on how to create a welcome letter for a specific guest of your hotel. If you have any questions, comments or suggestions, please leave them in the space below.
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Video: Create Welcome Letters for Specific Guests in Hotel or Hospitality Business

Questions and Answers

I want to prepare a welcome letter for my guests who are coming to attend my wedding, my basic purpose of this letter is to inform them about the various things that is going to happen during their stay i.e. the engagement party venue and timings, dinner timings, lunch timings and the tea timings and also very important the check out timings?

I want to prepare a welcome letter for my guests who are coming to attend my wedding, my basic purpose of this letter is to inform them about the various things that is going to happen during their stay i.e. the engagement party venue and timings, dinner timings, lunch timings and the tea timings and also very important the check out timings

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Create an itinerary of the events for each specific day. Make a welcome basket with slippers and a few other items and place the itinerary in the basket. This will make the guests feel important and it will let them know you appreciate the effort they made to travel to your wedding. There are several examples on Pinterest of welcome wedding itineraries that you should check out.

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Article Info

Categories : Hospitality Industry

Recent edits by: antriksh kochar, Anonymous, Eng

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