What should a welcome letter for guests say?
A good welcome letter greets the guest by name, thanks them for choosing you, gives two or three essentials such as Wi-Fi and a contact, and says where to find everything else, for example with a QR code to the house guide. Close with a wish for a good stay and your signature.
Should the welcome letter also be written in English?
If you host guests from abroad, yes: an English version is the minimum, and for your main markets you can add other languages. For the practical information, point them to a digital guide that translates itself, so the letter stays short, personal and easy to update.
What to write in a welcome letter
The letter is not the guide. It says hello, says thank you, leaves two or three things that are needed straight away and shows where the rest is. Welcoming guests to a holiday home starts here, before the message you send while they are travelling.
- Greet the guest by name.
- Thank them for choosing the property.
- Write two or three essentials: the Wi-Fi, a time, the contact.
- Say where to find everything else, with the guide’s QR code.
- Close with a wish and your signature.
The long text, appliances and check-out included, lives in the holiday home welcome book. The letter does not repeat it. The holiday-home welcome message, the one you send before arrival to explain how to get in, is a different text: the template is in the self check-in instructions.
The B&B letter talks about breakfast and who welcomes the guests. The hotel has its own example, with reception and the breakfast room. Further down there are also a farm stay, families, someone travelling for work and someone staying longer.
10 examples to copy
Each example is a pair: Italian and English, in the same order. The square brackets are yours. Drop the lines you do not need. There is no request for a review: if you ask for one, do it after the stay, in a separate message, with no discount and no condition.
Gentile [nome dell’ospite], la ringrazio per aver scelto [nome della casa]. Sono [nome], e resto a disposizione per il soggiorno. Il WiFi è la rete [nome della rete], password [password]. Per qualsiasi necessità mi scriva al [numero], dalle [ora] alle [ora]. Orari, regole della casa e consigli sulla zona sono nella guida: inquadri il QR code sul tavolo. Le auguro un buon soggiorno. [Nome]
Dear [guest name], thank you for choosing [house name]. I am [name], and I am here if you need anything during your stay. Wi-Fi: network [network name], password [password]. For anything you need, write to me at [number], from [time] to [time]. Times, house rules and tips about the area are in the guide: scan the QR code on the table. I wish you a pleasant stay. [Name]
Ciao [nome], grazie per aver scelto [nome della casa]. Sono [nome]: se ti serve qualcosa, scrivimi. WiFi: rete [nome della rete], password [password]. Il mio numero è [numero], e rispondo dalle [ora] alle [ora]. Il resto, dalle regole della casa ai posti dove mangiare, è nella guida. Inquadra il QR code in cucina. Buon soggiorno! [Nome]
Hi [name], thank you for choosing [house name]. I am [name]: if you need anything, message me. Wi-Fi: network [network name], password [password]. My number is [number], and I reply from [time] to [time]. Everything else, from the house rules to places to eat, is in the guide. Scan the QR code in the kitchen. Enjoy your stay! [Name]
Ciao [nome], benvenuti a [nome del B&B]. Sono [nome], e sono felice di avervi qui. La colazione è in sala dalle [ora] alle [ora]. Se avete allergie o intolleranze, ditemelo la sera prima. WiFi: rete [nome della rete], password [password]. La chiave della camera apre anche il portone. Dopo le [ora] il portone è chiuso: usate la chiave. Orari e consigli sulla zona sono nella guida, con il QR code sul comodino. Per qualsiasi cosa, WhatsApp al [numero]. Buon soggiorno! [Nome]
Hi [name], welcome to [B&B name]. I am [name], and I am glad to have you here. Breakfast is in the breakfast room from [time] to [time]. If you have allergies or intolerances, tell me the evening before. Wi-Fi: network [network name], password [password]. Your room key also opens the main door. After [time] the main door is locked: use your key. Times and tips about the area are in the guide, with the QR code on the bedside table. For anything at all, message me on WhatsApp at [number]. Enjoy your stay! [Name]
Gentile [nome dell’ospite], benvenuto a [nome dell’hotel]. Siamo lieti di averla con noi. La colazione è servita dalle [ora] alle [ora] in [sala colazioni]. Il WiFi è la rete [nome della rete], password [password]. La reception risponde al [numero], tutti i giorni dalle [ora] alle [ora]. Orari, servizi e consigli sulla zona sono nella guida: inquadri il QR code sulla scrivania. Le auguriamo un piacevole soggiorno. [Nome], reception
Dear [guest name], welcome to [hotel name]. We are glad to have you with us. Breakfast is served from [time] to [time] in the [breakfast room]. Wi-Fi: network [network name], password [password]. Reception answers at [number], every day from [time] to [time]. Times, services and tips about the area are in the guide: scan the QR code on the desk. We wish you a pleasant stay. [Name], reception
Ciao [nome], benvenuti a [nome dell’agriturismo]. Sono [nome]. La colazione è dalla nostra cucina, dalle [ora] alle [ora]. La cena si prenota entro le [ora]. WiFi: rete [nome della rete], password [password]. Il cortile è della fattoria: chiudete i cancelli e tenete i cani al guinzaglio. Passeggiate e orari sono nella guida. Inquadrate il QR code all’ingresso. Per qualsiasi cosa, il mio numero è [numero]. A dopo, [Nome]
Hi [name], welcome to [farm stay name]. I am [name]. Breakfast comes from our kitchen, from [time] to [time]. Dinner is booked by [time]. Wi-Fi: network [network name], password [password]. The yard belongs to the farm: please close the gates and keep dogs on a lead. Walks and times are in the guide. Scan the QR code at the entrance. For anything you need, my number is [number]. See you soon, [Name]
Ciao [nome], benvenuti a [nome della casa], anche ai più piccoli. Sono [nome]. In casa trovate [culla o lettino]. Date un’occhiata al bagno e alle scale prima di lasciare i bambini soli. WiFi: rete [nome della rete], password [password]. Dopo le [ora] si fa silenzio, così riposano tutti. Gelaterie, parco e cosa fare se piove sono nella guida: inquadrate il QR code in cucina. Scrivetemi al [numero] per qualsiasi cosa. Buon soggiorno! [Nome]
Hi [name], welcome to [house name], little ones included. I am [name]. In the house you will find [cot or bed]. Have a look at the bathroom and the stairs before you leave the children on their own. Wi-Fi: network [network name], password [password]. After [time] we keep quiet, so everyone can rest. Ice-cream shops, the park and what to do if it rains are in the guide: scan the QR code in the kitchen. Message me at [number] for anything you need. Enjoy your stay! [Name]
Gentile [nome], benvenuto a [nome della casa]. Ho lasciato libera una presa sulla scrivania, con la luce accesa. WiFi: rete [nome della rete], password [password]. Se la connessione rallenta, un posto vicino con una rete affidabile è [nome del posto]. La colazione è pronta dalle [ora]. Per una fattura mi scriva a [email]. Il resto è nella guida: inquadri il QR code all’ingresso. Buon lavoro, e buon soggiorno. [Nome]
Dear [name], welcome to [house name]. I have left a free socket on the desk, with the light on. Wi-Fi: network [network name], password [password]. If the connection slows down, a nearby place with a reliable network is [place name]. Breakfast is ready from [time]. For an invoice, write to me at [email]. Everything else is in the guide: scan the QR code at the entrance. Enjoy your work, and your stay. [Name]
Ciao [nome], benvenuto a [nome della casa]: per [durata] è casa tua. Sono [nome]. WiFi: rete [nome della rete], password [password]. Il supermercato più vicino è [nome], a [distanza]. La lavatrice è in [posto] e il detersivo è sotto il lavello. Il cambio biancheria è il [giorno]. Raccolta differenziata, orari e i posti che uso io sono nella guida. Inquadra il QR code in cucina. Per il resto, scrivimi al [numero]. Buon soggiorno! [Nome]
Hi [name], welcome to [house name]: for [length of stay] it is your home. I am [name]. Wi-Fi: network [network name], password [password]. The nearest supermarket is [name], [distance] away. The washing machine is in [place] and the detergent is under the sink. Linen is changed on [day]. Waste sorting, times and the places I use myself are in the guide. Scan the QR code in the kitchen. For anything else, message me at [number]. Enjoy your stay! [Name]
Ciao [nome], benvenuto a [nome della casa]. Sono [nome]. Questa lettera è breve di proposito. WiFi: rete [nome della rete], password [password]. Scrivimi al [numero], dalle [ora] alle [ora]. Inquadra il QR code sul tavolo e scegli la lingua sulla pagina. Lì trovi arrivo, regole della casa e dove mangiare. Buon soggiorno! [Nome]
Hi [name], welcome to [house name]. I am [name]. This letter is short on purpose. Wi-Fi: network [network name], password [password]. Message me at [number], from [time] to [time]. Scan the QR code on the table and choose your language on the page. There you will find arrival, house rules and where to eat. Enjoy your stay! [Name]
Ciao [nome], grazie per aver scelto [nome della casa]. Sono [nome]. Due cose subito. WiFi: rete [nome della rete], password [password]. Il mio numero è [numero], dalle [ora] alle [ora]. Tutto il resto è in questa pagina: inquadra il QR code qui sotto. Non serve un’app. Buon soggiorno! [Nome] [Incolla qui il QR code della guida]
Hi [name], thank you for choosing [house name]. I am [name]. Two things first. Wi-Fi: network [network name], password [password]. My number is [number], from [time] to [time]. Everything else is on this page: scan the QR code below. There is no app to install. Enjoy your stay! [Name] [Paste the guide QR code here]
Letter, message or digital guide?
The letter is the greeting, and it stays on the table. The message arrives earlier, and explains how to get in. The digital guest guide is where Wi-Fi, rules, check-out and tips live, and it opens from the QR code with no app. In a B&B the letter sits next to the welcome book. In a hotel it stays in the room, next to the QR code.
With LOQY the Free plan covers one property, the basic information and the QR code, with no credit card. Pro costs €10 a month or €90 a year, VAT excluded, with a 7-day trial and no card: if you do not add a card, you return to Free. On Pro the guide is translated into the languages you turn on, and the letter can stay just the greeting, in Italian and English. For several properties or a hotel with dedicated onboarding, write to support@loqy.info and ask for a custom quote.
- Create your account and the page. The Free plan covers one property and the QR code, with no credit card.
- Write Wi-Fi, arrival, rules and contacts. The letter points there.
- Download the QR code as a PDF and put it where the letter says to scan.
- Keep the letter short. When a time changes, you update the guide and the letter stays valid.
Frequently asked questions
- Is a printed letter better than a message?
- The printed letter stays in the house, on the table, and welcomes whoever walks in. The message, on WhatsApp or in the booking chat, arrives earlier and explains how to get there. Keep both short, and point to the guide for the rest. The link in the message and the QR code on the letter open the same page.
- How long should it be?
- Half a page is enough. A greeting, a thank you, two or three facts and a pointer to the guide. If it runs past a page, the practical information belongs in the guide, not in the letter.
- Can I include a request for a review?
- You can ask for an honest review after the stay, in a separate message. Do not put it in the arrival letter, and do not tie it to a discount, a gift or a condition.
- Should it be personalised for every guest?
- The guest’s name, yes, and one detail if you know it: the trip, the children, the reason for the visit. The rest, Wi-Fi and times, can stay the same. With a template and the square brackets you prepare the letter in a few minutes.
Try LOQY for free
One property, the guide and the QR code, with no credit card. For several properties with dedicated onboarding, write to support@loqy.info.
TRY LOQY FOR FREE