8 Perfect Welcome Message Hotel Examples to Wow Your Guests

That first message you send a guest isn’t just a formality—it’s the start of their entire experience. A great welcome message hotel can turn a good stay into a fantastic one by reducing guest anxiety, answering questions before they're even asked, and making travelers feel genuinely cared for from the moment they book. It's a simple, powerful tool that lays the groundwork for a 5-star review.

After managing properties for over a decade—from our own 4-bedroom house in Washington, D.C., to beach rentals in the Riviera Maya—we've learned a critical lesson: the right message, sent at the right time, is one of the easiest ways to show you're a professional host. This isn't just about sending a quick text; it’s about crafting a strategic first impression that streamlines check-in and builds immediate trust. Of course, your digital welcome works hand-in-hand with the physical environment. Clear hotel signage guidelines are just as vital for making sure a guest's first impression on-site is a positive one.

In this guide, we'll share eight specific welcome message examples that have worked for us in different situations, from pre-arrival texts to in-app notifications. We won’t just give you templates. We’ll explain the thinking behind each one, detailing why it works, when to send it, and how to personalize it for the best results. You’ll get practical takeaways you can use today to create a welcoming experience that guests remember long after they’ve checked out.

1. SMS Pre-Arrival Welcome for First-Time Guests

The pre-arrival SMS is your first direct, personal touchpoint with a new guest. Sent 24 to 48 hours before check-in, this brief text is designed to reassure first-time visitors, set clear expectations, and provide essential info in a format they'll actually see. Unlike emails that can get lost in a crowded inbox, an SMS has an incredibly high open rate—often cited at over 98%—so you can be confident your message gets read.

This initial welcome message hotel communication is more than just a formality; it's a practical way to build trust before the guest even arrives. For someone unfamiliar with your property, a friendly text confirming their upcoming stay and providing key details like the address and check-in time can significantly reduce arrival-day stress.

Strategic Breakdown

• Purpose: To confirm the reservation, build rapport, and deliver critical arrival information in a high-visibility channel. This message sets a welcoming, professional tone from the start.

• Ideal Timing: 24 hours before the scheduled check-in time. This timing is close enough to be top-of-mind for the guest but provides enough notice for them to plan their travel.

• Channel: SMS (Text Message). This channel is ideal for its immediacy and near-universal reach, cutting through digital noise without requiring an app download.

Example Templates & Analysis

Here are a few templates that we’ve found work well, adaptable for different property types.

Short & Direct Variant:

"Hi {{guest_first_name}}, this is {{host_name}} from {{property_name}}. We're excited to welcome you tomorrow at 3 PM! Address: 123 Main St. Your digital guidebook is here: [shortened_link]"

Longer & More Detailed Variant:

"Hello {{guest_first_name}}! This is {{host_name}} from The Seaside Cottage. We're looking forward to your arrival tomorrow, {{check_in_date}}. Check-in is anytime after 3:00 PM at 123 Ocean View Drive. For easy access to check-in instructions, Wi-Fi details, and local recommendations, please see your personal guidebook: [shortened_link]. Let us know if you have any questions!"

Why It Works:

• Personalization: Using tags like {{guest_first_name}} and {{host_name}} immediately creates a personal connection.

• Clarity: Key information (time, address) is presented upfront and is easy to find.

• Action-Oriented: The link to a digital guidebook empowers guests to find answers themselves, reducing back-and-forth questions.

Key Takeaway: The primary goal of this first SMS is to be helpful. By providing the most critical information clearly and concisely, you demonstrate professionalism and a commitment to a smooth guest experience. This is a foundational element in effective hotel messaging strategies. To explore more advanced communication tactics, you can learn more about hotel messaging and how to integrate automation.

2. Email Welcome Package for Returning Guests

When a guest chooses to return, they're giving you the highest compliment possible. The welcome email for a returning guest is your chance to acknowledge their loyalty and make their experience even better than the first time. Sent shortly after they book, this email leverages the richer format of email to deliver a personalized message that reinforces their great decision to come back.

Unlike a first-time guest who needs the basics, a returning guest is already familiar with your property. This welcome message hotel communication, therefore, shifts from purely informational to relational. It’s less about "here's the address" and more about "we're so glad you're back, and here's what's new." It's a powerful way to deepen the guest relationship and turn repeat visitors into true advocates.

Strategic Breakdown

• Purpose: To acknowledge guest loyalty, reinforce their booking decision, and provide targeted updates in a visually rich format. It aims to make the guest feel recognized and valued.

• Ideal Timing: 2-3 hours after the booking confirmation is received. This window capitalizes on the guest's high engagement immediately following their booking.

• Channel: Email. This channel is perfect for including high-quality images, branded formatting, and different content sections that wouldn't work in a text.

Example Templates & Analysis

Here are a couple of templates that can be adapted to recognize and re-engage your loyal guests.

Warm & Concise Variant:

Subject: We're So Excited to Welcome You Back, {{guest_first_name}}!

Hi {{guest_first_name}},

It was such a great surprise to see your name pop up again! We're thrilled to be hosting you at {{property_name}} from {{check_in_date}}.

Since your last visit, we've added a few new things we think you'll love. You can see all the details, along with your check-in info, in your updated guest guidebook: [shortened_link]

We can't wait to have you back!

Detailed & Value-Added Variant:

Subject: Welcome Back to {{property_name}}! A Few Updates For Your Stay.

Hello {{guest_first_name}},

Welcome back! We are so honored you've chosen to stay with us again at {{property_name}} for your trip on {{check_in_date}}.

We’re always working to make things better, and we have a few updates since your last stay:

• What's New: We've recently upgraded to high-speed fiber internet and added a new Nespresso machine to the kitchen.

• Your Guide: Your personal guidebook has been updated with the latest info and some new local restaurant recommendations: [shortened_link]

As a small thank you for returning, we've left a bottle of local wine for you to enjoy. We look forward to your arrival!

Why It Works:

• Direct Recognition: The subject line and opening sentence immediately acknowledge their status as a returning guest, which builds an instant connection.

• Value-Focused: The "What's New" section provides fresh information, giving even a familiar guest a reason to be excited and re-engage with property details.

• Subtle Upsell: Highlighting new amenities (like better Wi-Fi or coffee) reinforces the value of the stay and shows a commitment to continuous improvement.

Key Takeaway: The goal of this email is recognition and relationship-building. By personalizing the message to reflect their past experience and highlighting new value, you transform a transactional confirmation into a memorable touchpoint that fosters long-term loyalty.

3. In-App/Web Portal Welcome for Tech-Savvy Corporate Guests

For corporate travelers and other tech-savvy guests, the welcome experience goes beyond a simple text or email. A dedicated web portal or in-app message provides an interactive, centralized hub for their entire stay. This digital-first approach meets the expectations of guests who are used to seamless, app-like experiences for everything, offering them control and information right at their fingertips.

This type of welcome message hotel communication is integrated into a dashboard that contains everything the guest needs. It combines a warm greeting with practical tools like one-click Wi-Fi access, booking details, and concierge requests. By providing a single point of reference, you eliminate friction and empower guests to manage their stay independently, which is highly valued by busy business travelers.

Strategic Breakdown

• Purpose: To offer a comprehensive, interactive, and self-service welcome experience for digitally native guests. This portal centralizes all critical stay information and communication channels.

• Ideal Timing: The link to the portal should be sent in the pre-arrival SMS or email (24-48 hours before check-in). The welcome message itself is displayed upon the guest's first login.

• Channel: A mobile-responsive web portal or a dedicated guest app. This provides a rich, interactive environment, often without requiring an app installation.

Example Templates & Analysis

Here are a few templates for the initial welcome screen message within a guest portal.

Concise & Action-Oriented Variant:

"Welcome to The Urban Lofts, {{guest_first_name}}! We're delighted to have you. Your key details are right here on your dashboard. Use the quick-access buttons below for Wi-Fi, parking info, and building access codes. We hope you have a productive and comfortable stay."

Warm & Feature-Rich Variant:

"Hello {{guest_first_name}}, and welcome to your home base at The Executive Suite. We've prepared this portal to make your stay seamless. Below, you'll find your reservation details, our complete digital guidebook, and a direct chat link to our team. For immediate needs, your Wi-Fi password and digital key are just a tap away. Let us know if there is anything we can do to make your trip a success."

Why It Works:

• Empowerment: This approach puts the guest in control, aligning with the expectations of independent corporate travelers.

• Centralization: All necessary information is in one place, reducing the need for back-and-forth communication or searching through old emails.

• Efficiency: Quick-access buttons for essentials like Wi-Fi, digital keys, and parking details save the guest valuable time.

Key Takeaway: The in-app or web portal welcome is about providing a frictionless, high-tech experience. By consolidating information and tools into a single, intuitive dashboard, you cater directly to the efficiency-minded corporate guest. To build a powerful guest communication hub, consider exploring a hotel guest messaging platform that can integrate these features.

4. WhatsApp Welcome for International Guests

For international travelers, a WhatsApp message is often the most familiar and comfortable way to communicate. Sending your welcome via WhatsApp avoids potential cross-border SMS fees and leverages a platform with over two billion global users. Unlike email, which can feel formal or get lost, a WhatsApp message is conversational, immediate, and supports rich media like videos and location pins.

This welcome message hotel strategy is particularly effective in Europe, Southeast Asia, and Latin America, where WhatsApp is the dominant communication channel. It allows for real-time, translated conversations, instantly making guests feel understood and cared for. This simple switch from email or SMS can dramatically improve the arrival experience for your international visitors.

Strategic Breakdown

• Purpose: To provide a warm, familiar, and cost-effective welcome for international guests, breaking down language barriers and delivering key information in a highly accessible format.

• Ideal Timing: 24-48 hours before check-in. This gives guests time to ask questions and use the provided information for their travel planning.

• Channel: WhatsApp. It's the go-to for its global reach, multimedia capabilities (videos, location pins), and real-time translation features.

Example Templates & Analysis

Here are a few templates that bridge language and cultural gaps effectively.

Friendly & Media-Rich Variant:

"Hola {{guest_first_name}}! We are so excited for your visit to Barcelona tomorrow! Here is a Google Maps pin for easy navigation: [Google Maps Link]. Also, here is a quick 15-second video to help you with the self check-in: [Video Link]. Your digital guidebook in your language is here: [shortened_link]"

Concise & Practical Variant:

"Hi {{guest_first_name}}, this is {{host_name}}. Welcome to Bangkok! Check-in is tomorrow after 3 PM. For easy access, your Wi-Fi password is: StayWithUs123. We've also included local emergency numbers in your guidebook for your peace of mind: [shortened_link]. Let us know if you need anything!"

Why It Works:

• Reduces Friction: Sending a map pin eliminates navigational stress in an unfamiliar city.

• Visual Communication: A short check-in video is often clearer than written instructions, especially across language barriers.

• Builds Trust: Including practical information like emergency numbers shows you genuinely care about your guest's well-being.

Key Takeaway: Using WhatsApp for international guests is about meeting them where they are. By communicating on a familiar platform and using multimedia to simplify arrival, you create a welcoming experience that transcends language and builds immediate rapport.

5. Luxury Welcome Letter (Physical + Digital) for High-End Property Guests

For high-end properties, a standard digital welcome message doesn't always capture the premium experience you're selling. A hybrid approach, combining a beautifully crafted physical welcome letter with a practical digital version, creates a powerful first impression. This strategy is perfect for luxury rentals where the guest's perception of value is tied not just to the property, but to the meticulous, personalized service that surrounds it.

The physical letter, often handwritten or printed on high-quality, branded stationery, is left in a prominent place for arrival. It offers a tangible, warm greeting that feels exclusive and thoughtful. Meanwhile, a digital companion sent via email ensures guests have all the practical links and information they need before they even step through the door, blending timeless hospitality with modern convenience.

Strategic Breakdown

• Purpose: To elevate the guest experience by combining a tactile, personal welcome with digital efficiency. This reinforces a premium brand identity and makes guests feel exceptionally valued.

• Ideal Timing: The digital version should be sent 2-3 days before check-in. The physical letter should be waiting at the property for the guest's arrival.

• Channel: A combination of a physical, in-person letter and an email. This dual-channel approach delivers both emotional impact and practical utility.

Example Templates & Analysis

Here are templates for both the physical letter and its digital counterpart.

Physical Letter Variant (Placed in the property):

"Dear {{guest_first_name}},

Welcome to The Napa Vineyard Estate! We are so pleased to have you with us. We hope you enjoy the bottle of local Cabernet Sauvignon we've left for you.

We know you're here to celebrate your anniversary, and we've taken the liberty of including a list of our favorite romantic restaurants in the area. Should you need anything at all, please don't hesitate to reach out. We wish you a memorable stay.

Warmly,
{{host_name}}"

Digital Email Variant (Sent 2 days prior):

Subject: Your upcoming stay at The Napa Vineyard Estate

"Dear {{guest_first_name}},

We are very much looking forward to welcoming you in two days! For your convenience, here is a direct link to your digital guidebook, which includes check-in instructions, Wi-Fi details, and our curated local recommendations: [shortened_link].

We have everything prepared for your arrival. Safe travels, and we will see you soon.

Best regards,
{{host_name}}
The Napa Vineyard Estate"

Why It Works:

• Personalization: The physical letter references specific details from the booking (e.g., an anniversary), showing you've paid close attention.

• Brand Reinforcement: High-quality stationery and a thoughtful tone position the property as a luxury brand.

• Hybrid Efficiency: The email delivers crucial logistics, while the physical note focuses entirely on creating a warm, human connection.

Key Takeaway: For a luxury property, this type of welcome message hotel strategy is an investment in brand perception. The tangible letter becomes a keepsake and a powerful symbol of exceptional hospitality, differentiating your property from competitors.

6. Interactive Chatbot Welcome for Mid-Stay Guest Questions

An interactive chatbot welcome moves beyond one-way communication, creating a dynamic conversation with guests shortly after they've settled in. Deployed via a website chat widget, WhatsApp, or integrated messaging platform, this AI-powered touchpoint proactively engages guests, answers common questions instantly, and gathers preferences to personalize their stay. It serves as a digital concierge, available 24/7 to handle requests without needing immediate staff intervention.

This proactive welcome message hotel strategy is designed to anticipate needs and solve minor issues before they become complaints. By initiating a friendly, automated chat 2 to 4 hours after check-in, you give guests space to arrive and then offer help right when they might be wondering about the Wi-Fi, dinner options, or how to work the thermostat. It demonstrates attentive service and operational efficiency at the same time.

Strategic Breakdown

• Purpose: To proactively engage guests post-check-in, instantly resolve common queries, and gather data (like dining or activity interests) to offer personalized mid-stay recommendations.

• Ideal Timing: 2 to 4 hours after the scheduled check-in time. This allows guests to settle in without feeling rushed but is early enough to address initial questions and enhance their first-night experience.

• Channel: AI Chatbot (Website Widget, WhatsApp, SMS, or integrated platform). This channel provides instant, automated, and interactive responses.

Example Templates & Analysis

Here are a few chatbot conversation starters that work well for different scenarios.

Warm & Proactive Variant:

"Hi {{guest_first_name}}! Hope you're settling in nicely at {{property_name}}. Just wanted to check in. Is the temperature in your room comfortable? Let me know if you need anything at all!"

Information Gathering Variant:

"Hello {{guest_first_name}}! Welcome. To help make your stay perfect, could you tell me what you're most interested in? (1) Dining Recommendations, (2) Local Activities, (3) In-Room Amenities. Just reply with the number!"

Why It Works:

• Proactive Engagement: It shifts the service model from reactive to proactive, anticipating guest needs before they even ask.

• Instant Gratification: Provides immediate answers to common questions (Wi-Fi, check-out time) via quick-access buttons, freeing up host time.

• Personalization at Scale: Gathers guest preferences in a non-intrusive way, allowing for tailored suggestions and a more customized experience.

Key Takeaway: The chatbot welcome excels at combining efficiency with a sense of personal attention. It acts as a helpful, always-on assistant, ensuring guests feel supported from the moment they unpack. By automating routine inquiries, you empower your team to focus on more complex, high-impact guest interactions.

7. Family-Focused Welcome Message for Guests Traveling with Children

When families travel, their needs are fundamentally different. A specialized welcome message acknowledging their unique dynamic isn't just a nice touch; it's a critical part of a truly thoughtful guest experience. This message, typically sent via email to allow for more detail, moves beyond standard greetings to address the specific concerns of parents, from safety and convenience to keeping the kids entertained.

This type of welcome message hotel communication demonstrates that you’ve anticipated their needs before they’ve even had to ask. By highlighting child-friendly amenities, providing local kid-approved activities, and proactively sharing safety information, you build immense trust and position your property as a true family haven. This proactive approach can significantly reduce parent stress, leading to better reviews and more repeat bookings from the lucrative family travel segment.

Strategic Breakdown

• Purpose: To reassure parents, provide critical safety information, and offer resources that make traveling with children easier and more enjoyable. It sets a tone of care and preparedness.

• Ideal Timing: 48-72 hours before arrival. This gives parents enough time to review the information, pack accordingly, and even get their kids excited about the trip.

• Channel: Email. This channel is best for delivering longer-form content, attaching a helpful PDF guide, and including photos of kid-friendly features.

Example Templates & Analysis

Here are a few templates that can be adapted for different family-oriented properties.

Warm & Reassuring Variant (Beach Property):

"Hi {{guest_first_name}} family! We're so excited to host you at {{property_name}} in just a few days. We've prepared the space with your family's safety and fun in mind, including outlet covers and a secure pool fence. For your convenience, you'll find a high chair and pack-n-play ready for you. We’ve also attached a guide with our favorite kid-friendly beach spots and restaurants. See you soon!"

Comprehensive & Resource-Rich Variant (Mountain Cabin):

"Hello {{guest_first_name}}, We're thrilled you chose The Bear Creek Cabin for your family getaway! To help you plan, our home is equipped with board games, streaming services, and a fully fenced yard. Please note balcony door safety locks are engaged. We've attached our 'Family Fun Guide' which includes trail recommendations for little legs, rainy-day activities, and contact info for a trusted local babysitter and the nearest pediatric urgent care. We hope you and your family make wonderful memories here!"

Why It Works:

• Empathy & Reassurance: Leading with safety ("outlet covers," "secure pool fence") immediately addresses a parent's primary concern.

• Added Value: Providing curated lists of activities, babysitters, and emergency contacts saves guests hours of stressful research.

• Personalization: Mentioning a child's name, if known from the booking, creates an incredibly powerful and memorable personal touch.

Key Takeaway: A family-focused welcome message shifts the focus from property logistics to the guest's holistic experience. By anticipating the needs of both parents and children, you provide peace of mind and practical resources that transform a standard stay into an exceptional family vacation.

8. Mobile Push Notification Welcome for Booking App Users

For guests who book through a mobile app—whether it's an OTA like Airbnb or your property's own branded app—the push notification is the most direct and timely welcome possible. Sent moments after a booking is confirmed, this brief alert leverages the high-engagement nature of mobile notifications to deliver immediate reassurance and guide guests to the next step. It capitalizes on the peak moment of excitement right after they've committed to their stay.

This type of welcome message hotel communication is fundamentally different from SMS or email. It exists within the app's ecosystem, making it a seamless continuation of the booking experience. For a guest who just spent time navigating an app to book, a well-crafted notification keeps them engaged and immediately introduces them to essential resources like your digital guidebook, reinforcing a tech-savvy and organized impression.

Strategic Breakdown

• Purpose: To instantly confirm a successful booking, reduce post-booking uncertainty, and seamlessly direct guests to crucial information (like a digital guidebook) while their engagement with the app is at its highest.

• Ideal Timing: Within 2-5 minutes of booking confirmation. This immediate feedback loop is critical for leveraging the guest's peak receptivity and solidifying their booking decision.

• Channel: Mobile Push Notification. This channel is perfect for reaching digitally-native guests who are already active within the booking platform's or your brand's app environment.

Example Templates & Analysis

Here are a few templates designed for the concise format of push notifications.

Short & Direct Variant:

"{{property_name}} is confirmed! We're excited to host you. Tap here to view your digital guidebook and check-in details."

Action-Oriented Variant:

"Your stay at {{property_name}} is booked for {{check_in_date}}! Get ready for your trip by exploring your personal guidebook here →"

Why It Works:

• Immediacy: The notification provides instant gratification and confirmation, eliminating any doubt about the booking's success.

• Low Friction: A deep link takes the guest directly to the guidebook or check-in instructions without requiring them to search or log in again.

• Clarity: Including {{property_name}} is crucial, especially for guests browsing multiple listings or hosts managing several properties.

Key Takeaway: The goal of a welcome push notification is to provide immediate, actionable confirmation. It transforms the moment of booking from a simple transaction into the first step of a well-guided guest experience. By providing a direct path to more information, you empower guests and set a precedent for clear, efficient communication.

8-Channel Hotel Welcome Message Comparison

Making Every Welcome Count

Crafting the perfect welcome message hotel guests will remember is less about finding a single magic template and more about building a smart communication system. As we've seen, the most effective messages are defined by their context, personalization, and timing. They aren't just functional; they are foundational to the guest experience.

This isn't about simply checking a box. It’s about recognizing that the first digital handshake sets the tone for the entire stay. A well-timed, thoughtful message transforms a transactional booking into a personal invitation, showing guests they are valued and anticipated. This is how you move from being just a place to stay to becoming a memorable part of their journey.

From Good to Great: Key Takeaways

The difference between a generic notification and a powerful welcome often comes down to a few key principles:

• Segmentation is Key: A one-size-fits-all welcome message is a missed opportunity. A family with children has vastly different immediate needs than a solo business traveler. By segmenting your audience (e.g., first-time vs. returning, international vs. domestic, family vs. corporate), you can deliver information that is not just helpful but proactively insightful.

• The Channel Defines the Content: The medium really is the message. A concise SMS is great for quick check-in details, a richer email works well for curated local recommendations, and a dynamic chatbot is perfect for instant answers. Pushing the same content across all channels dilutes its impact. Match the message's depth and tone to the platform your guest prefers.

• Automation Helps You Scale a Personal Touch: The idea of crafting unique messages for every guest might seem overwhelming, especially as your business grows. This is where thoughtful automation becomes essential. Using dynamic tags like {guest_first_name}, {check_in_date}, and {booking_channel} allows you to create highly personalized templates that can be triggered automatically.

Our Experience: True scalability isn't about doing less; it's about building systems that do more for you. Automation shouldn’t replace your personal touch; it should free you up to focus on the moments that truly require a human connection.

Your Actionable Next Steps

Feeling inspired? Here’s how you can start putting these strategies into practice today:

1. Audit Your Current Messages: Review your existing automated communications. Are they generic? Are they timed effectively? Pick one message, perhaps your main pre-arrival email, and rewrite it using the principles of segmentation and personalization.

2. Map the Guest Journey: Sketch out the key touchpoints from booking confirmation to post-checkout. Where are the communication gaps? Identify at least two new opportunities to send a targeted welcome message, such as a mid-stay check-in via WhatsApp or a special welcome for returning guests.

3. Explore Smart Automation Tools: To truly make every welcome count and scale your outreach, learning how to effectively send automated texts and emails is a game-changer. Look into platforms that offer robust scheduling, dynamic tagging, and conditional logic to bring your new communication strategy to life without manual effort.

Ultimately, mastering the art of the welcome message hotel is an investment in guest loyalty, positive reviews, and a stronger brand. It’s the first chapter of the story your guests will tell about their stay. By making it thoughtful, personal, and genuinely helpful, you ensure that story starts on a perfect note, every single time.

Ready to automate the art of the perfect welcome? SmoothStay was built by hosts, for hosts, to transform communication from a chore into a competitive advantage. Our platform helps you create stunning, customizable digital guidebooks and use AI-powered features to send personalized, timely welcome messages that delight guests and save you hours. Start your free trial with SmoothStay today and see how easy it is to make every guest feel truly welcomed.