How to Use ChatGPT to Draft the Perfect Hotel Welcome Card

The Power of the Welcome

A well-crafted welcome message sets the tone for a guest’s entire stay. 61% of consumers are willing to spend more with companies offering customized experiences, yet only about 23% of hotel guests report experiencing high levels of personalization. That gap is an opportunity.

By using AI tools like ChatGPT, boutique hotels can quickly create personalized, on-brand welcome messages that bridge this gap while keeping a human touch.

1. Key Ingredients Every Welcome Message Needs

A strong welcome message should include:

• Friendly greeting, using the guest’s name.
• Trip-specific personalization (occasion, loyalty status, booking details).
• Practical details: check-in/out times, Wi-Fi, amenities.
• Local touch: a quick tip or recommendation to spark excitement.

Personalization in guest communication drives both satisfaction and loyalty, often leading to better online reviews and repeat visits.

2. Setting Up ChatGPT for the Right Output

a) Define Your Brand Voice

Start with a short descriptor. Example: “We’re a cozy, romantic boutique hotel by the sea, friendly, relaxed tone.”

b) Add Guest Context

Provide guest type and context, such as “honeymoon couple,” “solo business traveler,” or “loyal returning guest.”

c) Feed ChatGPT the Essentials

Include:

• Guest name and stay dates
• Occasion or loyalty level
• Room type or known preferences
• Fun local details (sunset spot, coffee shop, etc.)

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Sample Prompt (Luxury tone)

You are writing for [Hotel Name], a romance-focused boutique. Write a warm, elegant welcome email for [Guest Name], who’s arriving [Date]. They’re celebrating their honeymoon. Include check-in time, breakfast hours, Wi-Fi, and one local recommendation. Tone: refined but intimate.

3. Step-by-Step: Drafting with AI

1. Gather guest context, name, occasion, preferences.
2. Define tone, elegant, casual, adventurous, modern.
3. Write prompt with brand details and guest info.
4. Generate with ChatGPT.
5. Edit for accuracy, warmth, and style.

4. Real ChatGPT-Generated Examples

Here are realistic examples for three guest types, based on a boutique hotel setting.

Example A: Honeymoon Couple

Prompt:

Write a friendly yet refined welcome note for Stephanie and Ryan, honeymooning from August 20–24. Mention check-in at 3 pm, complimentary Wi-Fi, breakfast hours (7–10 am), and the best sunset spot nearby.

Output: Dear Stephanie and Ryan,
Welcome to [Hotel Name]! We’re truly delighted to host you during your honeymoon from August 20 to 24. Your room will be ready at 3 pm, and you can enjoy complimentary Wi-Fi throughout your stay. Breakfast is served in the lounge each morning, from 7 to 10 am. For a romantic moment, we recommend the bluff just around the corner at sunset, it’s breathtaking. Should you need anything, just let us know. Wishing you the sweetest start to married life,
[Your Name] and the [Hotel Name] Team

Example B: Business Traveler

Prompt:

Write a warm, concise welcome for Jordan Smith, arriving Sept 5 for work, staying three nights. Include check-in at 2 pm, Wi-Fi info, business lounge access, and one coffee spot nearby.

Output: Hello Jordan,
Welcome to [Hotel Name], we’re glad you’re here! Your room will be ready by 2 pm. Enjoy fast, free Wi-Fi in your room and our business lounge, open 6 am–10 pm daily. For great coffee, try “Brew & Read” just down the street, perfect for a quick meeting or quiet start. Wishing you a productive stay,
[Your Name] & Team

Example C: Returning Loyalty Guest

Prompt:

Write a friendly, personalized welcome for Evan Chen, our repeat guest (3rd stay), arriving October 10–12. Mention check-in at 3 pm, Wi-Fi, breakfast hours, and that we remembered her favorite chamomile tea.

Output: Dear Evan,
Welcome back to [Hotel Name]! We’re thrilled to have you for your third stay. Your room will be ready at 3 pm, with complimentary Wi-Fi and breakfast from 7–10 am. We’ve left your favorite chamomile tea by the window table to help you unwind. If you’d like new local suggestions, we’re here. Here’s to another lovely visit!
Warmly,
[Your Name] & the team

5. Tips for Reviewing AI Output

• Accuracy check: Verify all details.
• Tone alignment: Adjust to match brand personality.
• Privacy: Use guest details respectfully.
• Cultural sensitivity: Avoid assumptions about customs or habits.

6. Why This Matters for Your Business

• Boosts guest satisfaction: Guests feel welcomed and valued from the first touchpoint.
• Drives loyalty: Recognizing returning guests increases repeat stays.
• Increases revenue: Guests are willing to spend more when the experience feels personal.

7. What’s Next: AI in Guest Communication

• Pre-arrival offers: AI can suggest upgrades or experiences.
• Tailored local recommendations: Context-aware AI can adapt suggestions by season or occasion.
• Post-stay personalization: Automated thank-you messages and targeted return offers.

AI-driven personalization significantly improves guest satisfaction, especially when guests trust how their data is used.

Putting It All Together

With this framework, you can:

• Collect guest context
• Write clear prompts
• Generate AI drafts
• Review for accuracy and brand tone

Done right, ChatGPT becomes a creative partner, helping you deliver a welcome message that is warm, personal, and memorable, setting the stage for a great guest experience.

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