Thank You Letter Format Send To Hotel Guests

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Sample Thank You Letter, Email, SMS, Instant Message Format Used in Hotels

If you’re running a hotel or any other kind of hospitality business, sending a thank-you letter to your guests can help you build a loyal customer base and keep them coming back for more. A well-written thank-you letter can go a long way in making your guests feel appreciated and valued for their business.

When sending a thank-you letter to hotel guests, it’s important to follow a specific format to ensure that your message is clear, concise, and professional. Here are some tips on how to format your thank-you letter:

  • Start with a salutation: Begin your letter with a greeting that addresses your guests by name. This will make your letter feel more personal and show that you value your guests as individuals.
  • Express gratitude: Next, express your gratitude for your guests’ business and thank them for choosing your hotel. Let them know that you appreciate their patronage and that you hope to see them again in the future.
  • Mention specific details: If your guests stayed with you for a special occasion, such as a wedding or anniversary, mention it in your letter. This will show that you paid attention to their needs and that you care about their experience at your hotel.
  • Offer a discount or incentive: Consider including a special offer or discount in your thank-you letter to encourage your guests to return. This could be a discounted rate on their next stay, a free upgrade, or a complimentary breakfast.
  • Close with a friendly message: End your letter with a friendly message that invites your guests to contact you with any questions or concerns. Let them know that you’re always available to help and that you look forward to their next visit.

Overall, sending a thank-you letter to your hotel guests is a simple yet effective way to build customer loyalty and show your appreciation for their business. By following these simple tips, you can create a professional and memorable message that will leave a positive impression on your guests.

A Personalized Thank you Letter or Departure Letter is sent to all guests who have completed their stay or departed. Normally the letter is signed by the Hotel Manager, Resident Manager, or the Front Office Manager. Below you can find multiple formats of Thank You letters sent to guests by the hotels.

Hotel Thank You Letter Format Sample 1

thank you!

Dear [Guest Name],

Thank you for choosing [Hotel Name] for your recent stay in [Location]! Could you please take a moment to fill out our Guest Survey?

We Love to hear your feedback and use it to review and improve our services!

Come back soon and remember to use our exclusive return guest offer from our website [setupmyhotel.com] using Promo code[THANKYOU].

Looking forward to welcoming you again soon.

[Manager Name and Sign]

Hotel Manager

T: +123 456 7890 

E: email@example.com

Download Thank You Letter Template in Word: 

Hotel Thank You Letter Format Sample 2

thanks for staying with us 😉

Dear [Guest Name],

Thank you for visiting us at [Hotel Name]. I hope we achieved our goal of making your stay memorable by providing outstanding service.

We strive to make the experience at [Hotel Name] one you will remember forever. Therefore, your comments are very important to us.

Please take a moment of your time to complete our On-Line Comment Card, so we maintain our exceptional service.

 We Love to hear your feedback and use it to review and improve our services every day!

Looking forward to welcoming you again soon.

[Manager Name and Sign]

Download Thank You Letter Template in Word: 

Hotel Thank You Letter Format Sample 3

thank you 🙂

Dear [Guest Name],

Thank you for your recent stay with us. We know that you have many options when choosing where to stay at [Location Name], The Fact that you choose [Hotel Name] is an honor to us.

We sincerely hope you enjoyed your stay and will come back again!

If there is anything that you feel we overlooked then please let us know.

Looking forward to welcoming you again soon.

[Manager Name and Sign]

Front Desk Manager

T: +123 456 7890 

E: email@example.com

Download Thank You Letter Template in Word: 

Hotel Thank You Letter Format Sample 4

thanks for staying with us 😉

Dear Valued Guest,

Thank you for choosing the [Hotel Name] in [Location] for your stay. Commitment to service and guest satisfaction is our main concern.

Our team has tried to anticipate your needs, however, if there is anything that we have overlooked, please let us know by filling out our online feedback form.

Once Again thank you for staying with us during your visit to [Location], and we invite you to include us in your plans when you visit this area again.

[Manager Name and Sign] 

Hotel Manager

T: +123 456 7890 

E: admin@setupmyhotel.com

Download Thank You Letter Template in Word: 

Hotel Thank You Letter Format Sample 5

Dear [Guest Name],

Room #123

Once again thank you for staying with us. We are a bit sad to let you go but believe that you will remember us and hopefully visit us again shortly.

Meanwhile, we have prepared the statement regarding your charges to date up till (midnight) for you to review in the privacy of your room/villa so you can enjoy the rest of your stay without having to worry about the bill of course.

It would be great if you could spare a couple of minutes of your time to fill up our Guest Comment Form so we can further improve our services and facilities.

Best Regards,

Guest Service Team

Download Thank You Letter Template in Word: 

Hotel Thank You Letter Format Sample 6

THANK YOU!

Thank you for your recent stay with us.

At [Hotel Name] we consider our guests like family!

We know that you have many other options when choosing where to stay in [City Name]. The fact that you chose [Hotel name] is a great honor for us.

We sincerely hope you enjoyed your stay and will come back again! In fact, why not start planning your next [City Name] getaway today?

Visit our website www.lodginglists.com to book your stay directly with us. Enjoy special benefits when you book with us directly.

Best Regards,

Hotel Manager

T: +123 456 7890

E: email@example.com

Download Thank You Letter Template in Word: 

Hotel Thank You Letter Format Sample 7

THANK YOU!

Dear Valued Guest,

Thank you for choosing [Hotel Name] for your stay. Our commitment to service and guest satisfaction is our main concern.

We have tried to anticipate your needs, however, if there is anything that we have overlooked, please let us know by providing us feedback on [Mention Your Website].

Visit our website [Mention Your Website] to book your stay directly with us. Enjoy special benefits when you book with us directly.

Thank you for staying with us during your visit to [City Name] and we invite you to include us in your plans when you visit the area again.

Best Regards,

General Manager
T: +123 456 7890

Download Thank You Letter Template in Word: 
New! Pre Arrival Letter / Pre-Stay Letter

Hotel Guest Thank You Letter Email

Subject: Heartfelt Thanks for Choosing [Your Hotel Name]

Dear [Guest’s Name],

I trust this email finds you well and that you had a safe journey back home. On behalf of the entire team at [Your Hotel Name], I want to express our deepest gratitude for choosing us for your recent stay. It was truly a pleasure having you as our guest.

We hope that your time with us was enjoyable and that you found comfort in our accommodations. Our commitment to providing exceptional service is unwavering, and your feedback is invaluable to us.

If you have a moment, we would greatly appreciate your insights in a brief survey [include survey link], as we continually strive to enhance our guests’ experiences.

Should your travels bring you back to [Location], we would be honored to welcome you once again. Feel free to reach out to us directly if there is anything we can assist you with in the future.

Thank you once more for choosing [Your Hotel Name]. We look forward to the opportunity to serve you again.

Safe travels and warm regards,

[Your Full Name] [Your Position] [Your Hotel Name] [Contact Information]


Hotel Guest Thank You SMS Format

Here are 10 hotel guest thank you SMS messages that you can use to express gratitude:

  1. “Dear [Guest’s Name], a big thank you for choosing [Your Hotel Name]! We hope your stay was exceptional. Safe travels and come back soon! 🌟”
  2. “Thank you, [Guest’s Name]! Your presence at [Your Hotel Name] was truly appreciated. We hope you had a comfortable stay. Looking forward to welcoming you again!”
  3. “Dear guest, your stay at [Your Hotel Name] made our day brighter. Thank you for choosing us! Wishing you safe journeys ahead. 🌺”
  4. “Thanks a million, [Guest’s Name]! Your time with us at [Your Hotel Name] was a pleasure. Until we meet again, safe travels!”
  5. “Big smiles and heartfelt thanks to [Guest’s Name]! We hope you enjoyed your stay at [Your Hotel Name]. Safe travels and come back soon for another memorable experience!”
  6. “A warm thank you to our valued guest, [Guest’s Name]! Your stay at [Your Hotel Name] was a delight. Until next time, safe journeys!”
  7. “Dear [Guest’s Name], your stay brightened our day! Thank you for choosing [Your Hotel Name]. Wishing you safe travels and hope to see you again soon.”
  8. “Gratitude in every pixel! Thank you, [Guest’s Name], for choosing [Your Hotel Name]. We hope you had a fantastic stay. Come back for more unforgettable moments!”
  9. “Heartfelt thanks, [Guest’s Name]! Your stay at [Your Hotel Name] was special. Safe travels, and we look forward to serving you again.”
  10. “A big ‘Thank You’ to [Guest’s Name] for being our guest at [Your Hotel Name]. We hope your stay was as wonderful as you are. Until next time, safe journeys!”

Feel free to customize these messages based on your hotel’s tone and the specific details of the guest’s stay.


Hotel Guest Thank You Direct Instant Message (WhatsApp, Instagram, Facebook)

Here are 10 hotel guest thank-you messages suitable for direct instant messages:

  1. “Hi [Guest’s Name]! 🌟 A huge thank you for choosing [Your Hotel Name]. We hope your stay was fantastic! Safe travels and come back soon!”
  2. “Dear [Guest’s Name], thanks a bunch for staying with us at [Your Hotel Name]. Your presence made our day brighter. Wishing you all the best!”
  3. “Big thanks, [Guest’s Name]! Your stay at [Your Hotel Name] was much appreciated. Safe journeys, and we hope to see you again!”
  4. “Hey [Guest’s Name]! 🌺 Thank you for being our guest. We hope you enjoyed every moment at [Your Hotel Name]. Until next time, safe travels!”
  5. “Thanks a million, [Guest’s Name]! Your time with us at [Your Hotel Name] was a pleasure. Looking forward to your next visit. Safe travels!”
  6. “Dear [Guest’s Name], a quick thank you for choosing [Your Hotel Name]. We hope you had a wonderful stay. Come back soon for more unforgettable experiences!”
  7. “Heartfelt thanks, [Guest’s Name]! Your stay brightened our day. Safe travels, and we can’t wait to serve you again at [Your Hotel Name].”
  8. “Hi [Guest’s Name]! Gratitude in every byte for choosing [Your Hotel Name]. We hope your stay was special. Until next time, safe journeys!”
  9. “A special thank you, [Guest’s Name], for being our guest at [Your Hotel Name]. We hope your experience was as wonderful as you are. Come back for more!”
  10. “Hey [Guest’s Name]! 🌈 Thank you for making [Your Hotel Name] your home away from home. We appreciate your stay. Until we meet again, safe travels!”

Feel free to personalize these messages according to your hotel’s style and the specifics of the guest’s stay.


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Since 2011 Setupmyhotel has been helping hundreds of hoteliers around the world. Support Setupmyhotel by becoming our Patron!

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