Most hotel stays follow the same pattern. Guests check in, drop their bags, and settle in.
It’s fine, but nothing memorable.
That’s where a good welcome message for hotel guest can make a real difference.
A short, thoughtful note creates a warm first impression. It shows you care and sets your hotel apart.
The problem? Many hotels skip it, or send a message that feels cold and generic.
And when guests don’t feel welcomed, they’re less likely to leave great reviews or return.
The fix is simple: Write better messages. Ones that feel human, helpful, and personal.
In this guide, you’ll learn how to write them step-by-step, plus get 10 creative examples you can start using right away.
Let’s make sure your guests feel at home from the moment they arrive.
What is a Welcome Message for Hotel Guest?
A welcome message for hotel guest is more than just a polite greeting. It’s one of the first chances your hotel has to create a connection.
It could be a note waiting in the room. An email before check-in. Or a quick message on WhatsApp when the guest arrives.
No matter the format, it serves the same purpose—making guests feel seen, expected, and appreciated.
And that feeling? It sets the tone for their entire stay.
Let’s break this down further.
Why It Matters
A well-timed, thoughtful welcome can:
- Create a strong first impression: Guests notice the little things. A kind message upfront tells them you care.
- Build comfort and trust: Especially for first-time visitors, a message helps ease the check-in process.
- Improve reviews and repeat visits: A warm welcome can shape the entire experience. Guests who feel good from the start are more likely to leave positive feedback.
Where It’s Used
Hotels use welcome messages across different touchpoints. Here are the most common ones:
- In-room cards: These are physical notes placed in the room—simple, personal, and easy to update seasonally.
- Pre-arrival emails: Often sent a day or two before the visit, these messages set the tone and share helpful details.
- Digital messages at check-in: Think WhatsApp, SMS, or in-app chat. A quick hello right as guests arrive can make your hotel feel modern and responsive.
Whether you’re a boutique stay or a large property, the right message makes a big impact.
Next, let’s look at how to write one that feels just right.
How to Write a Welcome Message to Hotel Guest?
No matter where you place it—in an email, on the nightstand, or on-screen at check-in—what you say still makes the biggest impact.
Guests notice how your message feels.
It’s their first real interaction with your hotel’s voice. That’s why writing it right matters.
It doesn’t have to be long or fancy.
The best messages feel warm, clear, and personal—just like a good host.
Here’s how to write one that makes guests feel instantly at ease.
Keep It Short and Friendly
Start with a greeting that feels natural.
A short welcome message for hotel guest is easy to read, especially after a long trip.
Stick to plain, friendly language. Say it like you would in person.
Personalize the Message
A warm welcome message for hotel guest should feel like it was written just for them.
Use their name when you can. If it’s a special occasion, mention it. These small details go a long way.
Highlight Useful Info
Add one or two helpful tips like Wi-Fi login details, breakfast timing, front desk hours, etc. Keep this section short, but practical.
It saves them the trouble of asking.
End on a Kind Note
Close with a friendly line that makes them feel looked after.
Something like, “Let us know if you need anything.” or “Enjoy your stay with us.”
That gentle ending leaves a good final impression.
That’s it—four simple steps. Getting your message right doesn’t take much, just a little care and thought.
In the next section, we’ll show real examples to help you write your own.
20 Best Examples of Welcome Messages for Guests in Hotel
Now that you know how to write a welcome message for hotel guest, let’s look at real examples you can use right away.
You might greet them right after check-in, leave a note in the room, or send a digital message ahead of arrival.
The key is knowing what fits best, and when.
Below are ten message types with two ready-to-use examples and notes on when they work best. Each one is designed to feel warm, helpful, and personal.
Use them as-is or tweak them to craft the best welcome message for guests in hotel—one they’ll remember.
The Classic Greeting
When to use: Best for all guests. Works well as a handwritten note or standard welcome message across all channels.
1. “Welcome to Sunview Hotel! We’re so glad you’re here. Wishing you a peaceful and relaxing stay.”
2. “Thank you for choosing The Haven. We hope your time with us is comfortable and refreshing.”
The Personalized Touch
When to use: Ideal for returning guests, loyalty members, or anyone who booked for a special reason.
3. “Hi Sarah, welcome to Ocean Breeze! We’ve been expecting you—hope you love your stay.”
4. “Dear Mr. Patel, it’s a pleasure to welcome you to our hotel. Let us know if we can make your stay even better.”
The Warm and Cozy Message
When to use: Great for boutique hotels or homestays. Perfect for creating a home-away-from-home feel.
5. “We’re so happy you’ve arrived. Make yourself at home—your comfort is our priority.”
6. “Your room is ready, and so are we. Relax, unwind, and let us take care of the rest.”
The Informative Intro
When to use: Best for digital pre-arrival messages or check-in tablets. Useful for guests who value clarity.
7. “Welcome! Wi-Fi: GuestConnect | Password: StayHappy. Breakfast is served daily from 6:30 to 9:30 AM.”
8. “Good to have you here! For your convenience, the spa is open till 10 PM and room service runs 24/7.”
The Local Flavor Message
When to use: Great for vacationers or first-time visitors. Add this to in-room cards or welcome folders.
9. “Be sure to check out the farmers’ market in the square—it’s just five minutes from the hotel.”
10. “Don’t miss the sunset cruise at 6 PM—our guests say it’s the highlight of their trip!”
The Business Traveler Note
When to use: Perfect for weekday check-ins or corporate guests. Works well in confirmation emails or room notes.
11. “Welcome! The coworking lounge is on the second floor, fully equipped with Wi-Fi and coffee.”
12. “If you need to print, scan, or host a quick meeting, our business center is ready whenever you are.”
The Special Occasion Message
When to use: Use when a guest notes a birthday, honeymoon, or anniversary. Makes a lasting impression.
13. “Happy honeymoon! We’ve added a little gift to help you celebrate your new adventure.”
14. “Wishing you a fantastic birthday! There’s a small surprise waiting in your room.”
The Friendly Reminder
When to use: Ideal to leave in rooms after check-in or send a short welcome message to hotel guests by SMS.
15. “Need anything? Our front desk is just a call or tap away—any time, day or night.”
16. “If there's anything we can do to make your stay better, please don't hesitate to reach out.”
The Family-Friendly Greeting
When to use: Best for family bookings. Works great in welcome packs or notes left in family suites.
17. “We’re so excited to host your family! Don’t forget to check out the kids' play zone on Level 1.”
18. “Welcome to all of you! Family movie night starts at 7 PM in the lounge—popcorn included.”
The Follow-Up Message
When to use: Send within an hour or two of check-in. Shows you care about their comfort.
19. “Hope you’re settling in well. Let us know if we can bring you anything or adjust your room settings.”
20. “Just checking in to make sure everything’s to your liking. Your comfort means the world to us.”
A thoughtful welcome message for hotel guest is a simple yet powerful way to start their experience on the right note.
Whether it’s warm, informative, or personalized, the right message can leave a lasting impression.
Now that you have a few message ideas, let’s move on to best practices to ensure these messages are consistently effective across all touchpoints.
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Best Practices for Welcome Message to Hotel Guest
Crafting the perfect welcome message for guests in hotel is essential. It sets the tone for their stay and can make a big difference in their experience.
And now that you’ve seen some great examples of welcome messages for hotel guests, let’s look at how to make your messages even better.
These best practices will help you make a great first impression.
Be Consistent Across Touchpoints
A consistent tone across all communication channels helps build a seamless experience for your guests.
Whether they receive a welcome message for guest in hotel via email, SMS, WhatsApp, or an in-room card, the tone and warmth should stay the same.
Besides, consistency isn’t just about words; it’s also about design.
Ensure that the messaging is easy to read and visually appealing, whether it’s on a tablet, paper card, or through your hotel’s app.
When your message matches across touchpoints, guests know what to expect and feel more at ease from the moment they book.
Train Staff to Follow Through
Your welcome message to guest at hotel sets expectations. To avoid any disconnection, your staff must follow through.
If you’ve greeted guests warmly in a message, your in-person interactions should match that warmth. Train your staff to provide the same friendly, inviting service that your written messages convey.
A smile, a friendly tone, and offering help with luggage should reflect the same welcoming atmosphere guests experience when they read the message.
This consistency builds trust, making guests feel comfortable from start to finish.
Use Simple Language
Simplicity is key. No one wants to read complicated or corporate-sounding messages. Your welcome message for guests in hotel should be clear and easy to understand.
Stick to simple sentences that anyone can easily read and feel warmth. Keep it short and to the point. Avoid using big words or phrases that might confuse or overwhelm your guests.
The goal is to create a relaxed atmosphere, so keep the tone light and approachable.
Update Messages Seasonally or by Event
One way to keep your messages fresh and relevant is by updating them based on the season or upcoming events.
A welcome message for hotel guest doesn’t have to be static.
By changing it up for holidays or local events, you show that your hotel is in tune with what’s going on around it.
For example, you can add a seasonal touch like:
- “Happy Holidays from [Hotel Name]! We’re excited to have you here.”
- “Welcome to Summer in [City]! Be sure to check out the local beach.”
Such updates make your messages feel personalized, showing guests that you care about their experience during that specific time.
Make It Personal
Personalization goes beyond adding a guest’s name.
Consider their reason for visiting—whether it’s a honeymoon, business trip, or family vacation—and customize the message accordingly.
A personalized welcome message for guest in hotel can really stand out.
For example, a honeymooner might receive a message that reads:
“Welcome to [Hotel Name], [Guest Name]! We hope your stay with us is filled with joy and memories. Let us know if we can make it extra special for you.”
This level of personalization makes guests feel valued and appreciated, leading to positive experiences and reviews.
By following these best practices for your welcome message to hotel guest, you’re not only creating a good first impression but also enhancing the guest’s overall stay.
Next, let’s explore how to implement these messages across various tools to make the process even smoother.
How to Use These Welcome Messages in Your Hotel
Building on what we've discussed so far about different types of welcome message for hotel guest and their importance, it’s now time to focus on how to put these messages into practice.
You've seen the various message styles and their specific use cases, but implementing them effectively across your guests' journey is key to creating a memorable experience.
In this section, we’ll walk through the best ways to apply these welcome messages, whether it's through automation, printed notes, or real-time communication.
The goal is to ensure that the message feels natural, timely, and personal, no matter how it's delivered. Let’s dive in.
Automate Pre-Arrival Messages
Picture this: two days before check-in, a guest gets a quick WhatsApp or email saying,
"Hi Jamie, we’re excited to welcome you to Oceanview Suites! Check-in is at 3 PM. Wi-Fi and breakfast details are included below."
That’s a pre-arrival message. It sets expectations, shares useful info, and makes guests feel cared for before they arrive.
You can send these through WhatsApp, email, hotel apps, or SMS, depending on how your guests prefer to stay in touch.
It’s a simple way to build a great first impression—before they even step in.
Add Printed Messages in Rooms
A guest opens the door after a long journey. On the table, there’s a card that says,
"Welcome to Lakeside Haven, Olivia. The Wi-Fi password is Lakeside2025. Breakfast is served between 7 and 10 AM. Don’t miss our sunset view from the terrace lounge."
A printed welcome message for guests in hotel like this does more than just share information — it shows hospitality without needing words spoken.
Placing these messages near the bed, on the TV screen, or even at the entryway makes guests feel noticed and cared for.
You can customize them by room type, season, or occasion — like a festive greeting during holidays or a local event tip during festivals.
This small gesture complements your digital messages and adds a physical touchpoint that feels real and personal.
Use Real-Time Messaging Tools
Real-time messaging tools like WhatsApp, hotel apps, or tablets in-room provide a direct and immediate way to send welcome messages to guests in hotel.
With WhatsApp or an app, guests can ask questions, make requests, or get quick answers, all while receiving timely, personalized welcome messages.
This method elevates convenience and enhances the overall guest experience.
Additionally, you can automate these messages through integration with your hotel management system or messaging platform.
Automation ensures guests receive a welcome message without you needing to send each one manually.
We’ll dive deeper into automating messaging tools and explore how to set this up in the next section.
Wrapping Up: Elevate Your Welcome Messages with Automation
By now, it’s clear—a welcome message for guests in hotel isn’t just a polite gesture. It’s a powerful tool to shape the guest experience from the very first interaction.
From pre-arrival emails to printed notes in rooms, and real-time check-in updates via WhatsApp, we’ve explored how each message type can create a more thoughtful, connected stay.
But there’s one catch—doing all this manually is time-consuming. And when you’re managing dozens (or hundreds) of guests, consistency starts to slip.
That’s where automation becomes essential.
Why Automation Makes Sense for Hotels
Automating your welcome messages doesn’t mean sacrificing warmth or personalization.
With the right tools, you can send timely, relevant messages based on guest type, arrival time, or special occasion, without any extra manual effort.
It ensures that each guest receives a message that feels custom, even if it’s triggered by a template. A family checking in gets a fun and friendly greeting. A business traveler receives key information right away.
It all happens behind the scenes, while your team focuses on service.
Automation Across Every Touchpoint
You can automate welcome messages across:
- Pre-arrival emails (sent 24 hours before check-in)
- In-room tablets or displays (with dynamic text)
- WhatsApp updates (linked to check-in or concierge flow)
- Follow-up messages (triggered after a few hours of stay)
These automated messages can be tailored seasonally, personalized with guest data, and even updated quickly based on feedback.
Ready for the Next Step? Start Automating These Messages Using BotPenguin for FREE
Managing personalized guest messages manually isn’t sustainable for growing hotels. You need a tool that does the heavy lifting behind the scenes, without compromising on guest experience.
That’s where BotPenguin comes in - and it’s not just another chatbot tool.
BotPenguin is built with hospitality in mind, helping hotels like yours automate the entire guest messaging flow—without losing the personal touch.
Whether it’s a pre-arrival reminder, a friendly check-in update on WhatsApp, or a custom greeting based on booking details, BotPenguin handles it all in the background while your team focuses on delivering great service.
Imagine being able to send a warm, relevant message to each guest based on their booking, arrival time, or even occasion, without writing it every time.
And the best part? Keep reading to find out!
What Makes BotPenguin Perfect for Hotels?
💬 Automated Guest Greetings Across all Platforms
Send a personalized welcome message to hotel guest the moment they arrive — on personal messaging apps or even your website’s chat.
🔄 Trigger-Based Messaging
Messages go out based on the time of day, room type, booking channel, or guest category.
🌐 Multi-Language Support
Communicate with international guests in their preferred language — without extra tools.
📊 Live Tracking & Reports
Know who received which message and when. Track delivery, opens, and replies in one dashboard.
🛠 No Technical Setup Needed
Set everything up without writing a line of code. Just click, connect, and go live.
No More Missed Messages. No Extra Work. Just Happy Guests.
With BotPenguin, you make every arrival feel smooth, thoughtful, and personal, without lifting a finger.
The tool is free to try — no credit card needed.
And, if you like what it does, you can upgrade anytime to unlock more features, but the free version gives everything you need to get started.
So, start sending better welcome messages for hotel guests today — completely free!
Frequently Asked Questions (FAQs)
What should a welcome message for hotel guests include?
A welcome message should include a warm greeting, the guest’s name if possible, basic hotel info, and a friendly tone.
You can also add Wi-Fi details, meal timings, or local tips to enhance the guest experience from the start.
Can I automate hotel welcome messages?
Yes, welcome messages can be automated using hotel CRM tools, chatbots, or property management software.
You can schedule messages to go out via email, SMS, or WhatsApp before or during a guest’s stay to maintain a consistent and timely experience.
When should I send a welcome message to hotel guests?
Ideally, send a pre-arrival message a day before check-in. Follow it with a message at arrival or when the guest enters the room.
Timely communication improves the guest experience and builds trust from the start of their stay.
Should hotel welcome messages be printed or digital?
Both work well. Digital messages via email or WhatsApp are great for pre-arrival and in-stay info.
Printed messages work well for room placement, adding a personal touch that guests can immediately see upon arrival.
Are welcome messages only for luxury hotels?
No, welcome messages benefit all types of hotels—from boutique to budget.
A simple, warm note shows hospitality and can enhance guest satisfaction regardless of your property’s category or star rating.
What tone should I use in a hotel welcome message?
Use a friendly, clear, and brand-aligned tone. Luxury hotels may go for formal elegance, while casual or family-friendly places can use a warm, conversational tone.
Avoid overly corporate language; authenticity and helpfulness go a long way.
