How to Write a Perfect Welcome Message for Your Guests (With Examples)

Anyone who has worked in hospitality knows how important customer care is. Taking care of your guests is paramount to your success: more than 95% of people say customer experience is a major factor when choosing brands. If you want to turn one-time guests into regulars, you need to make sure they’re satisfied — and everything starts with a simple, warm welcome message.

What is a Welcome Message?

A welcome message (also called a welcome letter or welcome note) is a short message intended to greet guests and provide necessary information about your property. It can be printed, emailed, or sent via SMS or messaging apps.

A good welcome message makes guests feel appreciated while giving them useful information. It’s the first step in the guest journey and can create a positive first impression that extends through their stay.

Why Should You Write Welcome Messages?

Welcome messages matter because guests often form impressions before they arrive. Modern travelers research and interact with hotels well before check-in. Key reasons to send welcome messages:

• Build a personal relationship with guests – Personalized messages make guests feel connected to your property.
• Set positive expectations – Use a warm message to set the tone and explain services and amenities.
• Start a direct dialogue immediately – A welcome note opens a channel for guests to share needs or concerns.
• Motivate positive reviews – A thoughtful welcome contributes to guest satisfaction and positive feedback.
• Strengthen your brand image – Consistent, attentive communication helps build loyalty and repeat visits.

What Makes a Good Welcome Message

A warm, friendly, and helpful tone is essential. Hospitality is “the friendly and generous reception and entertainment of guests,” so your message should:

• Thank the guest for choosing your property.
• Build excitement by suggesting on-site and local activities.
• Provide practical details (e.g., parking, shuttle service, check-in/out times, amenities).

Avoid including heavy policy details or terms already covered in the booking confirmation. Also, keep the message concise and avoid overly trendy or overly casual language.

How to Deliver the Warmest Welcome Message

Use technology to deliver messages efficiently and timely. Common delivery methods include:

• Email — Still effective for booking confirmations and informational messages; guests often check email shortly after booking.
• Social media — Personalized messages on Facebook, Instagram, or Twitter can engage guests who post during trips.
• Live chat / chatbots — Offer 24/7 quick responses and automated greetings via chat on your website or apps.
• SMS / Text messaging — Fast and direct; many consumers prefer texts for immediate updates.
• Guest messaging software — Dedicated hotel messaging platforms let you automate, personalize, and track messages in real time.

How to Write a Perfect Welcome Message

The delivery method matters, but the message itself is key. First impressions last, so design messages to be brief, friendly, and useful.

Set expectations properly

Introduce yourself and your team. Be clear about what guests can expect and only promise what you can deliver. Consistency builds trust and revenue.

Make it informative

Include relevant details: events near the hotel, special deals, amenities, parking, shuttle services, or any time-sensitive info. Personalized information (e.g., check-in date, room type) increases perceived care.

Use a positive tone

Choose phrases like “warm welcome” and “thank you for choosing us.” Positive wording helps create a better emotional response and sets the tone for the stay.

Keep things short

Avoid long paragraphs. A good welcome message should be short and sweet — aim for under five sentences: greet the guest, welcome them, and offer a couple of helpful tips.

Make it personal

Personalize by name and include relevant details (check-in date/time, room type). Personalization increases engagement — guests are more likely to respond positively to tailored messages.

Examples of Welcome Messages

Use these examples as templates or inspiration. Replace placeholders such as , , and with real details.

Short welcome messages

• Hi <name>, we are so happy you chose us for your stay. We can’t wait to make your adventure unforgettable!
• We are ready to make your stay the best one ever! Welcome <name> and enjoy your time with us.
• Welcome <name>! Our team is excited to make your stay special. Let us know if there’s anything you need.

New guest welcome messages

• Hello <name>! We understand this is your first time visiting our hotel. Our team wishes you the warmest welcome. Some of our top amenities are <list some>. Let us know if you need anything!
• Welcome <name>! We are so glad you chose us. Our top priority is making sure you have a great experience. Please let us know how we can make your stay even better.
• Hi <name>! We’re thrilled to have you here. We promise to provide the best service and amenities. Don’t hesitate to ask if there’s anything we can do for you.

Social media welcome messages

• Welcome <name>! We’re excited to have you on our page. Let us know if there’s anything we can do to make your stay even better.
• Hi <name>! We’re glad you’re here. We’d love your feedback on how we can improve — feel free to message us anytime.
• How are you <name>? A warm welcome from the management and team at <hotel name>. We hope you have an excellent stay — let us know if we can help!

Live chat welcome messages

• Hi <name>! Thanks for visiting our website. Our team is here to help with any questions — we’re happy to assist.
• Welcome to <hotel name>, <name>! We’re here to ensure you have the best stay possible. Contact us with any questions.
• Hello <name>! Thank you for choosing . We aim to make your stay comfortable — let us know how we can help.

Customer service welcome messages

• Welcome to <hotel name>, <name>! Our customer service team is here to help with any questions or concerns.
• Hi <name>! Thank you for choosing . Our customer service team is available 24/7 to assist you.
• Welcome <name>! Our team is dedicated to making your stay enjoyable. Reach out anytime for assistance.

HelloShift: Using Templates and Automation

A welcome message is a valuable asset and the first step in a positive guest experience. HelloShift offers tools to create personalized welcome messages using automated templates, enabling you to:

• Send tailored greetings via email and SMS
• Track message performance and engagement
• Empower guests with a digital guidebook and self-service options
• Improve staff collaboration with notes, tasks, and checklists
• Provide up-to-date room status via a housekeeper mobile app

HelloShift customers report 30% fewer guest complaints and 2x faster issue resolution. Our AI handles routine guest requests, digital guidebooks reduce front desk calls by 40%, and preventive maintenance checklists prevent costly breakdowns.

Ready to transform your hotel? Get started in 5 minutes with our free trial, or schedule a demo to see HelloShift in action at a property like yours.