Word (.docx) · 10 KB · Free
Guest Welcome Letter Template
Wi-Fi, check-in and check-out, house rules, and your own local recommendations — editable.
What’s inside
- Wi-Fi, check-in/out times and house rules, kept short on purpose
- A section built for your own local recommendations, not a generic list
- What to do if something goes wrong, and how to leave a review
- Instructions in the file itself for what to replace and what to delete
- Formatted to print cleanly as a one-page letter, or to send as-is by email or Messenger
Why this exists
A laminated card that is two owners and one Wi-Fi password out of date, still taped to the desk — or no welcome letter at all, which means the front desk answers the same four questions in person, every single check-in. Multiply that by every arrival in a season and it is real staff time spent on questions a page could have answered first.
MangoHost's Guest Guide add-on turns this into a published, QR-opened guide that updates itself the moment you change a detail — no reprinting a laminated card when a password changes.
Questions, answered
- Should this be printed and left in the room, or sent digitally before arrival?
- Both work, and many properties do both — printed in the room as a fallback, and the same content sent by Messenger or email a day before arrival so guests who want to plan ahead can. What matters more than the channel is keeping the two copies identical, so a guest is not reading two different Wi-Fi passwords.
- How often should I actually update it?
- Whenever a fact in it changes — a Wi-Fi password reset, a house rule that changed, a restaurant you recommend that closed. A letter is only useful while it is accurate; an outdated recommendation is worse than no recommendation, because it costs the guest a wasted trip.
- What's the single biggest mistake properties make with this letter?
- Making it long. A guest skims on arrival, tired from travel — the sections that actually get read are Wi-Fi and check-out time, so put those first and keep the rest to what earns its place. A generic "top 10 things to do" list reads as filler; two or three places you would actually send a friend read as care.
- Should I translate it into Tagalog or another language for international guests?
- If a meaningful share of your guests speak a language other than English, a translated second copy — or a QR-published version guests can switch between languages on — genuinely gets used, particularly for house rules and emergency contacts. A printed letter in one language only reaches the guests who read it comfortably.