Welcome Note for Guest in Hotel: Letter Templates

Welcome Note in Brief

Guest name + personalised occasion note + hotel essentials + warm sign-off

A welcome note for a guest in your hotel is a short, personalised card placed in the room before they arrive. It is not the booking confirmation, which covers the transaction. This note covers the experience: a warm greeting, WiFi details, dining hours and a manager sign-off. Keep it under 150 words. Every template below fits on one A5 card.

Your guest just landed in Jaipur after a six-hour journey. They walk in, set down their bag, and see a card on the desk with their name on it. That is the welcome note. It costs two minutes and one sheet of paper. It is the first thing the guest sees in the room, and it sets the tone before you say a word. This guide gives you copy-paste templates for every guest type: standard, VIP, honeymoon, occasion, business, family, group and repeat. Each fits an A5 card. The check-in process guide covers where the note fits in the front desk workflow.

What Should a Hotel Welcome Letter Include?

Keep the note focused. The guest already has the booking confirmation, which covered dates, rate and cancellation policy. Do not repeat all of that. The welcome note does one job: make the guest feel expected and at home.

Every note needs:

Guest name (and title for VIP: Mr, Ms, Dr, etc.)
Personalised greeting for the occasion or stay purpose, if you know it
Check-out time so they do not need to ask at the desk
WiFi network name and password (the most common room question)
Dining hours: restaurant open/close times and last-order time
One useful local or hotel tip (optional but adds character)
Contact number for the front desk or manager on duty
Sign-off: General Manager, Owner, or Front Office Manager name and designation

Leave out the full booking reference, rate paid and cancellation policy. Repeating them makes the card feel like a receipt, not a greeting.

            Sign-off title: "Owner" or "Manager" works as well as "General Manager" at a small independent hotel. Use whatever matches how you introduce yourself to guests.
          

Standard Welcome Letter Template

Use this when you have no occasion information. It works for leisure, business and transit stays.

Standard Welcome Note: A5 In-Room Card

Dear [Guest Name],

Welcome to [Hotel Name]. We are delighted to have you with us.

WiFi: [Network Name] | Password: [Password]
Check-out: [Time] | Restaurant: [Hours]
Front desk: [Number] (24 hours)

Call us any time if you need anything.

Warm regards, [Manager Name], [GM / Owner / Manager on Duty], [Hotel Name]

            Print tip: Use 160 gsm card stock, cut to A5 (148 x 210 mm). Write the guest's first name on the envelope in pen. That one hand-written touch makes a printed card feel personal.
          

VIP Guest Welcome Letter Template

A VIP note uses the full title, references something specific about the guest, and mentions any amenities placed in the room. It is signed by the General Manager or owner personally. VIP flags commonly cover corporate accounts, travel agents, government officials and anyone who has complained before: a proactive welcome resets the experience before they unpack.

VIP Welcome Note: A5 In-Room Card

Dear [Mr / Ms / Dr] [Guest Name],

On behalf of the entire team at [Hotel Name], it is a pleasure to welcome you. We hope your journey was comfortable.

We have arranged a small welcome amenity in your room as a token of our appreciation. Please let us know if there is anything further we can do for you.

WiFi: [Network] | Password: [Password]
Check-out: [Time] | My direct line: [GM Mobile / Ext]

With warm regards, [GM / Owner Name], General Manager, [Hotel Name]

The amenity line is vague ("a small welcome amenity") by design. If the fruit basket has not arrived when the guest checks in, a specific promise you have not delivered creates the wrong impression. Mention the amenity verbally at the desk instead. Welcome amenities are FOC (free of charge) items. The FOC guide covers how to authorise and budget for them.

Occasion-Specific Templates: Honeymoon, Anniversary and Birthday

Occasion stays are where the welcome note makes the biggest difference. The guest usually shares the reason on MakeMyTrip, Booking.com or in a WhatsApp enquiry. Use it. Keep the tone warm but brief: "We hope this is the beginning of many beautiful memories" beats "We wish you a lifetime of love" every time.

Honeymoon Welcome Note: A5 In-Room Card

Dear [Guest Names],

Congratulations and a very warm welcome to [Hotel Name]. We are truly honoured to be part of this special beginning.

We have prepared a few small touches to celebrate the occasion. Please ask if there is anything more we can do.

WiFi: [Network] | Password: [Password]
Restaurant: [Hours] | Front desk: [Number] (24 hours)
Check-out: [Time]

Wishing you a beautiful stay and a joyful journey together.

With best wishes,
[Manager Name]
[Hotel Name]

Anniversary / Birthday Welcome Note: A5 In-Room Card

Dear [Guest Name/s],

Happy [Anniversary / Birthday]! We are glad you chose to celebrate with us at [Hotel Name]. We hope you enjoy the special touches we have arranged.

WiFi: [Network] | Password: [Password]
Restaurant: [Hours] | Check-out: [Time] | Front desk: [Number]

With warm wishes, [Manager Name], [Hotel Name]

            Privacy line: For honeymoon and anniversary stays, add one line at the bottom: "If you would like privacy, please use the Do Not Disturb sign. Housekeeping will return at your convenience."
          

Business and Corporate Guest Template

A business guest wants to know if the WiFi is reliable and how to get a GST invoice. Lead with the practical. Keep the tone professional and warm.

Business / Corporate Guest Welcome Note: A5 In-Room Card

Dear [Mr / Ms] [Guest Name],

Welcome to [Hotel Name]. We hope your stay is productive.

WiFi: [Network Name] | Password: [Password]
Meeting room: Available on request
Breakfast: [Hours] | Last order: [Time]
Check-out: [Time] | Front desk: [Number] (24 hours)

For a GST invoice, please share your company name and GSTIN before check-out.

Regards, [Manager Name], [Hotel Name]

            GST tip: This one line saves a common check-out question. Business travellers on company accounts often forget to ask for the GST invoice until they are already at the door with their bags.
          

Family and Group Welcome Note

For families, mention children's amenities. For groups, add the event schedule and coordinator contact. Keep it warm and practical.

Family Welcome Note: A5 In-Room Card

Dear [Guest Name] and Family,

Welcome to [Hotel Name]. We are delighted to have you all with us.

WiFi: [Network] | Password: [Password]
Pool: [Hours] | Kids' menu available at the restaurant
Check-out: [Time] | Front desk: [Number] (24 hours)

[If cot requested:] Your baby cot is set up. Please ask if you need anything else for the children.

With warm wishes,
[Manager Name], [Hotel Name]

Group Welcome Note: A5 In-Room Card

Dear [Guest Name / Group Name],

Welcome to [Hotel Name]. We are pleased to host the [Group / Company / Event Name] group.

WiFi: [Network] | Password: [Password]
Group dinner: [Time and Location]
Check-out: [Time] | Front desk: [Number] (24 hours)

Group coordinator: [Name] at [Number].

Warm regards, [Manager Name], [Hotel Name]

Repeat Guest Welcome Message

Repeat guests cost nothing to acquire and are more likely to book direct next time. A note that acknowledges their return says clearly: you noticed, you value them. If your PMS stores previous stays and guest preferences, pull the last check-out date and reflect one preference in the note or room setup.

Repeat Guest Welcome Note: A5 In-Room Card

Dear [Guest Name],

Welcome back to [Hotel Name]. It is always a pleasure to have you with us again. [Optional: We last hosted you in [Month/Year] and are glad you have returned.]

WiFi: [Network] | Password: [Password]
Check-out: [Time] | Front desk: [Number]

[Optional: As a returning guest, we have arranged [upgrade / late check-out / welcome amenity] for you.]

With warm regards,
[Manager Name], [Hotel Name]

Guest Type	Key Addition	Sign-Off
Standard	WiFi, dining hours, check-out time	Manager / FOM
VIP	Amenity mention, GM direct line	GM / Owner
Honeymoon / Occasion	Occasion greeting, privacy line	Manager
Business / Corporate	GST invoice reminder, meeting room	Manager / FOM
Family	Pool hours, kids' menu, extra cot note	Manager
Group	Coordinator contact, event schedule	Manager
Repeat Guest	Return acknowledgement, preference noted	GM / Owner / Manager

WhatsApp and SMS Welcome Message Format

A printed card in the room has the most impact. A WhatsApp message on arrival day is a good complement, especially for late arrivals or when you do not have a printer at the front desk. SMS has a hard 160-character limit per segment: keep it to a greeting, WiFi password and front desk number. WhatsApp allows full formatting and is better for anything longer.

WhatsApp Welcome Message (send on arrival day)

Dear [Guest Name], welcome to [Hotel Name]! Looking forward to hosting you today.

WiFi: [Network] | Pwd: [Password]
Check-in from: [Time] | Check-out: [Time]
Restaurant: [Hours] | Front desk: [Number] (24 hrs)

Reply here for early check-in or any questions. See you soon!

Warm regards, [Hotel Name]

SMS Welcome Message (160 characters, single segment)

Welcome to [Hotel], [Name]! WiFi: [Network], Pwd: [Password]. Check-out [Time]. Front desk: [Number]. Have a great stay!

            WhatsApp Business API note: Any message your hotel sends first (a business-initiated message) requires a pre-approved template, regardless of the sending tool. If the guest messages you first and you reply within 24 hours, no template approval is needed for that session window. For guidance on template categories and Indian BSP options, see the booking confirmation guide.
          

Related Tools & Guides

Hotel Demand Calendar India 2026

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Guest Acquisition Cost Calculator

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Hotel Booking Confirmation Message Templates

Copy-paste WhatsApp, SMS and email templates for every booking type

Hotel Check-In Process

Front desk steps from booking confirmation to room key handover

Frequently Asked Questions

What is a hotel welcome letter?

A short, personalised note placed in the guest's room before arrival. It greets them by name, confirms WiFi and dining hours, and sets the tone for the stay. It is different from the booking confirmation, which covers the reservation. The welcome note is about the experience, not the transaction.

What should a hotel write in a VIP welcome letter?

Address the guest by name and title (Mr/Ms/Dr), mention their occasion or preference if you have it, note any amenities in the room (fruit basket, flowers, water), and sign it as the General Manager or owner. Keep it warm but not effusive. It should feel personal, not printed.

How is a welcome letter different from a booking confirmation?

A booking confirmation covers the transaction: dates, rate, room type, payment status and cancellation policy. A welcome note covers the experience: a personalised greeting, hotel essentials (WiFi, dining hours, check-out time) and a warm sign-off. They serve different purposes. The confirmation goes before arrival; the welcome note waits in the room.

Should a hotel welcome letter be printed or sent digitally?

Both work. A printed card has more impact for VIP, honeymoon or anniversary stays. A WhatsApp message is useful when the guest arrives after the housekeeping shift ends, or when you do not have a printer at the desk. Many Indian hotels send both: a WhatsApp message on arrival day and a card in the room.

What do Indian hotels typically include in a honeymoon room welcome amenity?

Common honeymoon welcome amenities at Indian hotels include flower petals on the bed, a small bouquet, a complimentary fruit platter or cake, candles (battery-operated in most properties), and a handwritten or printed welcome note. Some hotels add a complimentary bottle of sparkling juice. The specific items depend on your FOC (free-of-charge) budget per booking, which varies by property size and category.

How long should a hotel welcome letter be?

80 to 150 words. It needs to fit on one A5 card. Any longer and guests stop reading. The key sections are: personalised greeting, hotel essentials (WiFi, dining, check-out), and a sign-off with the manager's name.

Can I use the same welcome letter for all guests?

You can use a standard template as the base, but always personalise the guest name and occasion. A note that starts "Dear Guest" defeats the purpose. At minimum, fill in the name and reason for stay. For VIP, honeymoon, occasion or repeat guests, switch to the appropriate template in this guide.