Covid 19 Pre Arrival and Welcome Letter Sample For Hotels | Resorts

Covid Hotel Pre Arrival and Welcome Letter Sample 1

Dear Guest,

In a world that has unimaginably changed in such a short span of time following the outbreak of Covid-19 Pandemic, we continue to follow the latest advice and recommendations from the World Health Organization (WHO) and the local authorities.

The health and wellbeing of our families, friends and colleagues is an unwavering priority for all and social distancing, sanitization and online interactions have become a norm. For this reason, we have boosted our colleague's training, strengthened our already stringent health and safety procedures and enhanced our cleaning and disinfection practices that are certified.

Thank you for your continued loyalty and trust in [Hotel Name] in these uncertain times. Our commitment and responsibility towards you have never been stronger as we face the COVID-19 pandemic.

Best regards and stay safe,


General Manager
[Hotel Name]


Covid Hotel Pre Arrival and Welcome Letter Sample 2

Dear [Guest Name]


Ahead of your visit to [Hotel Name], every member of our team makes two promises. The first is that we will do everything we can to ensure you are kept safe and well during your time with us. For this, we have put in place a host of new, enhanced operational safety measures in line with the latest government guidelines to complement our exemplary standards of cleanliness.

The second promise we make is to provide you with a superb experience – our famously personalised service remains throughout with a whole-hearted welcome at our reception, in our bars and restaurants.

The summary below details how we have everything in hand and any changes you may notice. Should you have a specific enquiry please contact our Reservations Team who will be happy to help.

We look forward to welcoming you to [Hotel Name] soon.

With the warmest wishes,


General Manager


Covid Hotel Pre Arrival and Welcome Letter Sample 3

Dear valued guests and friends of [Hotel Name],

We have truly missed you during these months and, when you are ready to travel again, our team will be prepared to provide a memorable and safe journey in [City Name] of luxury.

While our doors have been closed, our teams have been working on many different projects to breathe new life into this magnificent grade II listed building, ensuring the hotel looks better than ever when we reopen and implementing enhanced cleaning and safety procedures to provide a safe environment for our valued team members and guests during the Covid-19 era.

We will reopen our dining and spa facilities gradually from the [Mention Date] and, in order to respect the social distance guidelines, an appointment will be essential. Please see below the detailed plan:

Spring Garden Restaurant open every day offering all-day service:

  • Breakfast a la carte – Weekdays: from 7 am till 11 am / Weekends: from 7 am till 11:30 am

  • All Day Dining Menu – Weekdays: from 12 pm till 10:30 pm / Weekends: from 12:30 pm till 10:30 pm

  • High Dine High Tea – Thursday and Friday from 3:00 pm till 5:30 pm, Saturday and Sunday from 1:30 pm till 5:30 pm

  • Bar & Restaurant will remain closed until further notice

  • Garden Terrace will remain closed until further notice

  • Sunday Champagne Brunch will remain closed until further notice

  • The Pure Bar will remain closed until further notice

  • Spa at [Hotel Name] open every day from 7 am till 8 pm

(Please note this plan is subject to changes in the government guidelines)

Despite all the changes around us, the spirit of our hotel remains unaltered, and our team members will continue to deliver memorable moments to our people and our guests. Our people is what make [Hotel Name] unique and we wanted to reassure you will see the same familiar faces in the same roles as ever. We would like to share with you our commitment to your health & safety where you can read all the details about the new procedures implemented in each area of the hotel. Your collaboration respecting the health & safety instructions at all times will be essential to help us protect you during your journey.

It is an honour to share the news that we have recently received 2 very valuable accreditations thanks to our team efforts to provide a safe environment in the hotel:

We can’t wait to welcome you all again. And Thank you for your support, trust and co-operation.

Stay safe and take care

Kind Regards,

Front Office Manager / General Manager


Covid Hotel Pre Arrival and Welcome Letter Sample 4

Dear Guest,

Greetings from [Hotel Name]!

Your safety and well-being remain our highest priority.

We fully understand that you may be experiencing stress and disruption during this global pandemic situation with travel restrictions and cancelled or postponed public events. We would like to inform you that we are constantly monitoring the situation and adapting all required measures as advised by local and global authorities.

The below precautionary and response measures are helping us to continuously provide a safe and clean environment:

- Comprehensive COVID-19 guidance is in place at all [Hotel Name] Hotels, detailing how to protect against transmission of the virus (including implementing hand sanitizer stations and frequent and cleaning of high-contact areas and surfaces), and identification of escalation process in case there is a suspected or confirmed case among our guests or colleagues

- Cross-functional response teams, including round-the-clock doctor assistance and occupational health experts, to provide guidance to our hotels and help address specific requests when needed

Please note that the booking cancellation will be as per the cancellation policy of the individual hotel. If you wish to modify or cancel your booking, please contact [Hotel Name] Reservations Contact Centre’s Toll-free number.

Guests, who have booked through a travel agent or other third parties, are advised to contact their booking provider for information on their cancellation policies and for group bookings, contact your meeting organiser for further assistance.

Beyond the measures taken above, we would sincerely appreciate your co-operation, with regard to preventing the spread of the coronavirus. If you experience flu-like symptoms and need an appointment with a doctor while you are in the hotel, please let our associates know immediately, so that we can ensure our collective well-being.

Care for our guests is a priority at [Hotel Name], this is embedded in our day-to-day operations and is delivered from the heart by our staff.

We look forward to welcoming you soon.

General Manager