5 Helpful Hints To Write Letters to Guests

Hotels and other service providers are encouraged to appreciate or acknowledge their guests. One of the best ways to appreciate these guests is by using letters. The letter makes incoming guests welcome and will provide a reason to return in the future. To help you with guest letters, finding online writing help is the perfect solution

A letter to guests is not just a formality. It attaches the guests to your brand. The letter may be a huge fail if it does not resonate with the experience of your guests. How do you write an effective guest letter?

  • Make The Letter As Personal As Possible

A personal touch in a letter feels genuine and welcoming. Official letters were written to ‘Whom It May Concern’ appear plastic and casual. They fail to leave a meaningful or lasting impact in the hearts of the recipient. Such letters are generic and do not represent the sentiments expected by your guests. 

The best style for a guest letter is to make it as personalized as possible. Capture the name of your guest, the room he or she is staying, the services ordered, visitation dates, and preferences that had chosen. It convinces the guests that the letter was meant for him or her. It is also a sign of recognition since he or she can associate with the words in your letter. A generic letter does not appeal to the reader and will fail to generate the desired impact.

  • Capture Actual Sentiments And Context

A good letter to your guests captures the sentiments and context of the visit. It is this context and sentiments that make a reader feel as though the letter was directed at him or her and not a generic leaflet giving to all visitors. Mention the elements that would reflect the context of engagement. 

Guests visit for conferences, honeymoon, holidays, events, festivals, and such other activities. Acknowledge the days visited, the season, and other markers that highlight the interaction. The message on the letter will remain engraved in the mind of the reader. The guest appreciates that you are conscious of the moments shared. 

  • Make Your Letter Brief

A letter to your guests is not a pitch for more business. It is also not a moment to explain how your company or hotel works. Do not turn it into a platform to apologize for your shortcomings. Get straight to the point in the least words possible. Recognize the guest, welcome him or her to your space, and leave room for more engagements. 

The guest has a few minutes to read and appreciate your gesture. He or she should also capture one or two messages from your letter. A paragraph or two will be enough to communicate to your guests. A long letter will lose its meaning and fail to generate the desired impact. 

  • It Helps To Be Memorable

What will the guests take home beyond the piece of paper? Will the letter be worth holding onto for more years beyond the day he or she leaves your gate? This will be determined by the words used, the type of paper, style of writing, and overall message. It is the reason hotels give key holders and memorabilia to their guests. It gives the guests a lasting impression of their brand.

  • Encourage Continued Engagement¬†

Leave your contacts, social media handle, other locations, or any other information that will encourage continued engagement. In case the guest has a query, this information will help. It opens room for future engagements. 

The best letter is one that resonates with the experience of your guest. Failure to resonate will make the message to appear plastic and an exaggeration. It irks the reader to the point of not wanting to be associated with your brand again.