Rules To Follow While Writing A Welcome Email To Your Hotel Guests

“The Focus Of Entertaining Is Impressing Others; The Focus Of True Hospitality Is Serving Others;”

When it comes to appeasing your guests, a well-written guest welcome letter/email may go a long way. It may even motivate them to submit positive reviews, which may help you grow your organization significantly.

But in order to write perfectly, we need some guidelines. Here, we will provide you with some guidelines for creating a welcome letter/email to your hotel guests.

Before we go any further, let us tell you a peculiar fact about emails: there has been a bizarre belief that emails are dead. However, the data demonstrate the reverse.

There are 3.9 billion email consumers worldwide. Add to that the fact that 73 percent of millennials prefer business communications through email, and 59 percent of adults think marketing emails affect their purchasing decisions.

If these figures don’t persuade you, perhaps this will: For every dollar spent on email, $38 is generated. This implies it is successful and does not necessitate as much expenditure on your part as other marketing attempts.

There are several sorts of emails you may send to your guests: reservation confirmation (during the booking phase), welcome email (during the on-property phase), pre-arrival (1 day before the on-property phase), on-site email (during the on-property phase), and post-stay email (post-stay phase).

Today our focus is on welcome letters/emails

Subject Line:

Based on the subject line, 47 percent of recipients open an email. Based on the subject line, 70% (!) of the reports are spam. These statistics speak for themselves. The most critical (and most difficult to write) aspect of your email is the subject line.

Put your property name here so your guests know where it came from right immediately, and you may also use the guest name or the name of the city they reside in. Keep it urgent and pique the guest’s interest using your subject line.

Your Email’s Structure:

The structure of how you would present your email may be as follows:

• Headline
• Content
• Image
• Social links
• Contact information

Make Your Message Special:

As previously said, your hotel guests want to feel appreciated and distinguished. To satisfy this desire, you must personalize each letter. Simply include your guest’s name in the subject line of your email or in the greeting. It will not cost you anything but will have a significant impact on your consumers.

Maintain Welcoming Attitude:

Treat your visitors as if they were your closest friends, and you will quickly develop a trusting bond. Show your clients that you are delighted to welcome them and convince them that their patronage is extremely valuable to your hospitality business. Even if you operate in the luxury market, avoid being overly official and impersonal in your welcome letter.

Request Feedback:

Do you want to be one step ahead of your rivals? In everything you do, strive for quality. Request comments from your guests, examine their comments, and identify the areas that want improvement. You may utilize your welcome message to solicit more guest reviews.

Proofread & Revise Your Letters:

“You never have a second chance to create a first impression,” as the adage goes. If you make a typo or a grammatical error in your welcome letter, it will leave a negative impression on your guest. Your sloppy letter will do more harm than good. You should proofread your letter thoroughly to avoid this. Please double-check your spelling, grammar, sentence structure, and vocabulary.