Hospitality Thank You Notes: Your Complete Guide

Customers 24 minute read 29th July 2022

In the hospitality industry, the little things go a long way. Small acts of kindness and gratitude are vital to separate your business from the competition. Still trying to figure out where to start? Try sending hospitality thank you notes.

Picture it. You’re a customer at a newly-established bed and breakfast. Your accommodations were comfortable, and the staff treated you well. All in all, you had a successful trip. A few days after you arrive home, you get a card from that same B&B.

To your delight, they’re thanking you for your business. You appreciate that they remembered you and took the time to make you feel seen. You’ve never had such a wonderful host. Next time you book a vacation, you’ll be sure to call them up.

A hospitality thank you note acts as a reminder of the good time your clients had at your establishment. Since not many businesses take the time to write personalized messages to customers, you’ll stand out from the crowd. Plus, it’ll encourage customers to recommend you to their friends and family.

This can increase your customer base, recognition, and overall reputation. So, why not try it out yourself?

We know. It’s challenging to write a thank you letter. That’s why we’ve put together this comprehensive guide on the subject. Keep reading to learn what these notes are, why you should send them, and how to write your own.

What Is a Hospitality Thank You Note

What Is a Hospitality Thank You Note?

Hospitality thank you notes are just that: written thank you messages to customers of your hospitality business. While not required, they’re such a generous gesture.

They paint the picture of gracious hospitality, politeness and welcoming behavior. You can send these short messages to guests after they stay in your Airbnb or hotel. They’ll upgrade you from an average host to an amazing host.

But don’t worry. These notes aren’t just for hotels.

Any business can use these notes to connect with its customers and form long-lasting bonds.

For example, if you own a restaurant, you can send guests a brief email thanking them for dining with you.

Another example of when to use a thank you note? When you work in a client-focused service industry. This includes running a spa, owning a property management firm, or working as a wedding photographer. You can send clients a thank you message for choosing your business as a provider.

Even guests and customers send thank you notes. They recognize a delicious meal, a wonderful chef, or a wonderful visit with a gracious host. It’s a simple and personal way of expressing gratitude and extending your courtesy to those who deserve it.

The bottom line?

Add thank you notes to the list of hospitality terms you should know and use.

Why Leave a Thank You Note

Why Leave a Thank You Note

There was a time when sending hospitality thank-you notes was a common courtesy. People regularly sent short memos of sincere gratitude. They said things like “thank you for inviting us into your home” or “we appreciate you being such a gracious host.” Now, these memos are more of a rarity. But most people still consider them such a nice surprise when they do receive them.

Folks like to feel like they’re cared for and treated with individual attention. They want warm hospitality and to be on the receiving end of a generous act. Think about your own experiences with other businesses. Don’t you feel better purchasing goods or services from personable companies rather than cold sellers who don’t remember your name?

Science backs this up as well. Studies show that 88% of people are more confident in doing business with establishments that connect with customers. A great way to communicate with your customers is to leave simple yet heartfelt hospitality thank-you notes. It shows that you remember them and appreciate their business.

This applies to just about any professional field. For example, if you received a thank you email from a hotel, wouldn’t you view them in a better light?

Or, what if you hired someone to design your bar, and they messaged you saying they’re thrilled about your project? Wouldn’t that give you more confidence that the company can handle your needs?

Gratitude dramatically impacts your personal life, workplace, and even your reputation among your customer base.

You want your customers to feel like they’re getting the royal treatment. You also want them to remember your business. There’s no better way to do that than by sending a simple thank-you note after they visit your space.

On top of that, going the extra mile with a thank you memo might increase your positive reviews. If there’s one thing you should always focus on, it’s the importance of google reviews for the hospitality industry.

One last reason you should thank your customers is that it’s good for you. Thinking about gratitude can increase personal happiness by up to 10%. If you’re happier, your business is happier.

Impact of Thank You Notes on Your Staff

Impact of Thank You Notes on Your Staff

So far, we’ve concentrated on how hospitality thank you notes work wonders for your customer experience and business reputation. But did you know that writing thank you letters is a great way to improve your workplace culture? Let us explain.

Encouraging your employees to get in on the gratitude train spreads the benefits. They get all those warm, fuzzy feelings from thanking customers for one thing. Them getting into the habit of saying “thank you so much” boosts morale and work attitude. For another, this encourages them to be more mindful and purposeful in their interactions with clients.

You can even use this as a way to incentivize your restaurant team if you work in the food industry. Task your staff with writing notes to their regular customers to thank them for stopping by. You can also use this in other sectors like sales. The worker who writes the most thank you notes or garners the most positive online reviews earns a reward.

In the end, gratitude is as valuable to motivating your team as inspirational hospitality quotes and supportive work environment.

How Do I Write a Hospitality Thank You Note

How Do I Write a Hospitality Thank You Note

If you’ve never sent a hospitality thank you note, don’t worry. You’re not alone.

When considering successful business practices, we often focus on the big-picture themes. You don’t learn about all those minute details in an entrepreneur class or business workshop. But it’s never too late to start.

When you write your first thank you notes, you might have difficulty figuring out what to put. Maybe you’re used to writing thank yous to family but don’t know how to translate that to business. Or perhaps offering thanks makes you uncomfortable.

After all, studies show that some people are more likely to express gratitude than others. Sending a thank you note may not feel natural.

That’s where we come in. We’ve compiled a list of handy tips for writing a thank you note for hospitality purposes. Use this as inspiration and a jumping-off point for future notices.

Ask Why You’re Thankful

Ask Why You’re Thankful

Before putting pen to paper, look inside yourself. You need to ask why you’re thankful. Think back to your experience with the client.

If you run a hotel, remember the small, interesting or helpful things they did that brightened your work day. Or, if you’re a freelancer sending a note to a client, ask yourself why you’re thankful for working with them. These are excellent ways to get your creative juices flowing.

When in doubt, you can help your future self out by keeping a work journal. Throughout your day, jot down things about each client. That way, when the time comes to thank them, you’ll be ready to go.

How To Say Thank You for Hospitality Mention Specific Examples

How To Say Thank You for Hospitality: Mention Specific Examples

Are you familiar with the phrase, “the devil is in the details?” That saying applies here.

The spot where businesses go wrong regarding how to say thank you for hospitality? They don’t get specific enough. So many large corporations use a generic “thank you” template that they blast out to all of their customers. However, doing something like this defeats the purpose of saying thank you in the first place.

If your note doesn’t ring true, they won’t get that same positive impression of you. They might even think worse of your business if your message reads as flippant or careless.

To avoid that headache, don’t hesitate to get specific.

This is another place where your work diary or journal comes in handy. Look back on your notes and see if you have any particular anecdotes that could fit into your memo.

For example, say you own a hotel or Airbnb. Maybe when you checked them in, you got to chatting and found out you both hail from the same town. Or you own a restaurant, and you remember them sending compliments to your chef at the end of their meal.

Dig into those details and add them to your note for the ultimate touch of generous hospitality.

Keep It Short

Keep It Short

Here’s another crucial part of hospitality thank you notes: they’re notes, not essays. We suggest you keep your correspondence short and to the point.


Because you don’t want to come off too strong or create an annoying chore for your client. A long rambling message could annoy or confuse a customer. It might even feel too intense, or like you’re crossing a line to some.

Not sure what’s too long? Don’t write more than what would comfortably fit on the back of a postcard. Or, try not to write more than ten sentences.

Don’t Be Scared To Say Thank You Again

Don’t Be Scared To Say Thank You Again

There’s nothing wrong with saying thank you twice. You can mention it once at the beginning and then again at the end as a closer.

Doing this lets the receiver know that you’re sincere. Plus, it’s a great way to leave them on a positive note. Just be sure not to overdo it. Remember, you want to display genuine hospitality and generosity. Saying thank you over and over and over again crosses back over into insincere territory and unprofessional behavior.

What To Say in a Hospitality Thank You Card Use a Warm Closing

What To Say in a Hospitality Thank You Card: Use a Warm Closing

When capping off your letter, aim for something warm and friendly. While you want to maintain the professional barrier, you also want your guests to know you’re speaking the truth. Here are a few examples of what to say in a hospitality thank you card for a closer:

  • Thanks again
  • Thank you very much
  • Best
  • All the best
  • Warmly
  • Kind Regards
  • Looking forward to hosting you again in the future
  • With gratitude
  • Have a great day/month/year
  • Many thanks
  • Cheers
  • Appreciatively
  • Best regards

Closer to avoid using in your hospitality thank you note are:

  • Love
  • XOXO
  • TTYL
  • TTFN
  • Later
  • Bye
  • No sign-off
  • Yours/Yours truly
  • Faithfully/Faithfully yours
  • With love
  • Emojis or symbols
  • Just your name

Any of these options come off as too familiar, too abrupt, or disingenuous.

Funny Thank You Notes for Hospitality

Using Funny Thank You Notes for Hospitality

What’s a better display of amazing hospitality than giving your guests a good laugh?

If you struggle assembling a thank you card, try sprinkling in a little humor. Writing funny thank you notes for hospitality is a great way to ensure your interaction is memorable. Humor is a great workaround if you struggle to come up with something to say or express sincere emotions.

To be clear, we’re not saying you need a whole comedy routine every time you say thank you. You also don’t have to become a knock-knock joke factory. Instead, turn to that work journal again and see if you recall any humorous interactions. Or if you see something to make a pun or small joke about from their stay.

That said, be sure that you err on the side of caution. Don’t be overly jokey or use any kind of controversial, off-color, or inappropriate humor. Instead, opt for light-hearted, positive dashes comedy.

Examples of Hospitality Thank You Notes

Examples of Hospitality Thank You Notes

We’ve walked you through writing a thank you note for hospitality. You should have the proper building blocks to create your perfect memo. We’ve put together a couple of examples to help you out.

Restaurant Thank You Note Example

Restaurant Thank You Note Example

Dear X,

I wanted to express my gratitude that you trusted us to host your daughter’s bridal shower. Our team had so much fun putting together a special menu for your group. We especially appreciate how thoughtful you were to give party favors to the staff.

It was an honor to be part of such an important milestone for your family. We hope she and her future husband have a magical wedding day and lovely life together.

Thank you so much again. Best wishes,

Your Name

Hotel Thank You Note Example

Hotel Thank You Note Example

Hello X

Thank you so much for staying at The Dragonfly Inn last month! It was such a delight to share lively conversation with you and your family members. We hope you enjoyed your vacation and a fun time in the area.

I mentioned your love of bird-watching to my director, and it turns out he’s also a birder. I’ve enclosed pictures from his last excursion and a few recommendations for next time you’re in town.

Thanks again for your business!

Your Name

Freelance Business Thank You Note Example

Freelance Business Thank You Note Example

Dear X,

Thank you for letting me photograph your niece’s birth. It was an honor to meet your entire family. You were such gracious hosts having me at your home during that incredible moment.

I especially thank you for recommending me to your friend Sarah for her upcoming pregnancy photo shoot. I hope you enjoy these photos and that they bring beautiful memories to your family’s mind.

Congratulations, I hope you’re having such a great time with your baby niece. Thank you so much again for your business!

All the best,

Your Name

Use one of these templates, and who knows? You might receive a thank you for your thank you note acknowledging your wonderful hospitality.

Beambox A New Way To Send Thank You Notes

Beambox: A New Way To Send Thank You Notes

Sending hospitality thank you notes can seem daunting. But once you figure out the best way to write them, sending them will be much easier with Beambox.

With Beambox, you can get your customer’s email whenever they connect to your Wi-Fi. This allows you to email them directly after they leave the premises.

Beambox provides a secure connection for guests, meaning everyone wins. Guests get safe, fast, and free WiFi to enjoy throughout their stay. (Don’t be surprised if they thank you for hosting them just from the WiFi alone.) You get invaluable marketing information and communication access to evolve your business.

Learn more and start growing your business. Start your Beambox free trial today.

Get Started With Free WiFi Marketing

Beambox helps businesses like yours grow with data capture, marketing automation and reputation management.

Sign up for 30 days free

Grow your business and customer loyalty with guest WiFi!

Related posts