Crafting The Perfect Wedding Welcome Note: A Guide To Warm Hospitality

A wedding welcome letter or note is a great way to greet guests and get them excited for the festivities to come. Placed inside welcome bags or handed out at the first event, it sets the tone for the entire weekend and makes guests feel appreciated. While it can take on any tone and form—from funny and playful to sentimental and formal—it should be helpful and easy to read.

The welcome message should be captivating and impactful, reminding guests of the couple's personalities and the tone of the event. It can include a schedule of events, suggestions for what to see or do in town, transportation details, and emergency contact numbers.

Whether it's a letter or a note, it's a chance to get creative and make your guests feel special.

What to include in a wedding welcome note

A wedding welcome note is one of the first things a guest will see when arriving at a wedding celebration. It is usually placed inside welcome bags left for loved ones in hotel rooms or handed out at the first event. The welcome note is written by the couple and/or their families and provides practical information for the wedding weekend. It can be an opportunity to get creative and set the tone for the entire weekend. Here is what to include in a wedding welcome note:

A heartfelt welcome message

Begin with a warm and personalised welcome message. Thank your guests for making the journey and let them know how much it means to you that they are there to celebrate with you. You could say something like: "Welcome to our wedding. We are thrilled that you are here to share the joy of our special day with us."

A copy of the wedding itinerary

Include a printed copy of the wedding itinerary and logistics, even if you have a wedding website. This ensures that your guests have easy access to the schedule and can view it in one place. You can also share social media hashtags and emergency contact information in this section.

Transportation details

Provide clear transportation details to ensure your guests don't miss any shuttles or pickups. Include directions for those driving themselves and give the contact details of local taxi companies. Specify if ride-sharing services like Uber or Lyft are available and popular in the area.

Suggestions for things to do

Give your guests suggestions for things to do during their free time, especially if they have travelled from out of town and are turning the wedding into a mini getaway. Recommend cultural attractions, museums, parks, fun restaurants, or breweries to check out. If there are families with children attending, be sure to include some family-friendly options as well.

Practical treats and gifts

Along with the welcome note, you can include treats and gifts that your guests may enjoy during their stay. For example, a bottle of water, snacks, individual painkillers, and a small bottle of alcohol (optional). You can also include pamphlets, maps, and coupons for local tourist attractions, restaurants, and shops.

Contact information

Provide your guests with emergency contact numbers where they can reach you or a member of the wedding party if needed.

A personal touch

Add a personal touch to your welcome note by signing your names at the end. You can also include your wedding hashtag if you have one. If possible, consider handwriting the notes to make them even more special.

How to format a wedding welcome note

A wedding welcome note is one of the first things a guest will see when arriving at a wedding celebration. It can be placed inside welcome bags, handed out at the first event, or included in a gift. The tone, format, and content of the note are governed by few rules and can take on any tone and form, from funny and playful to sentimental and formal. However, it should be helpful and easy to read. Here are some tips on how to format a wedding welcome note:

Start with a warm greeting and set the tone

Begin your welcome note with a heartfelt message that reflects the tone of your wedding, whether it's formal, casual, or playful. Thank your guests for their presence and let them know how much it means to you that they are there to share your special day. You can also include a short sentence or two about your relationship and how their presence adds to your joy.

Include practical information and helpful details

While the welcome note can be an opportunity to express your creativity, it also serves a practical purpose. Include details such as the wedding itinerary or timeline, transportation and shuttle information, emergency contact numbers, and suggestions for things to do and see in the area. If your wedding has a specific dress code or theme, be sure to mention that as well.

Provide accommodation and travel information

If many of your guests are travelling or staying overnight, include accommodation details and travel instructions. You can also recommend local hotels or provide a hotel room block for your guests to book their stay. This information will be especially useful for those travelling from out of town.

Add a personal touch

Consider including a handwritten note or signing your names at the end of the welcome letter. You can also add fun facts, quirky details about the wedding venue, or even illustrations and decorations to make it unique. If you have a wedding hashtag, be sure to include it!

Keep it concise and easy to read

While you want to include helpful information, try to keep the welcome note concise and easy to read. A simple, well-organised letter will ensure your guests can quickly find the information they need. You can also provide additional details on a separate sheet or through a wedding website.

Plan ahead and proofread

Start writing your welcome letter a month or two before the wedding, so you have time to edit, format, and include it with any welcome gifts or bags. Proofread your letter carefully, and consider having someone else read it over to catch any errors or typos.

Remember, the wedding welcome note is a great opportunity to set the tone for the entire wedding celebration and make your guests feel appreciated and excited about the festivities to come!

How to personalise a wedding welcome note

A wedding welcome note is a great way to greet your guests and get them excited for the festivities to come. Here are some tips to personalise your wedding welcome note:

Start with a heartfelt message

Thank your guests for making the journey to your wedding and express how much it means to you that they are there to celebrate your special day. This is your opportunity to make your guests feel appreciated and let your personalities shine through. You can also include a short and sweet poem or a fun and witty opening line to capture the essence of your love story.

Provide practical information

While the welcome note should be warm and inviting, it also needs to be helpful and easy to read. Include a copy of the wedding itinerary, transportation details, and suggestions for things to do and see in the area. If your wedding has a specific dress code or guests need to be aware of any other important reminders, this is a great place to include those details as well.

Add personal touches

Consider including some fun facts or quirky activities related to your wedding. For example, if you have a wedding hashtag, be sure to include it in your welcome note. You can also add illustrations or instructions for any unique activities you have planned, such as country line dancing. If your wedding has a monogram or crest, carry this through to the welcome note to create a cohesive look.

Include your parents

If your parents are hosting the wedding, involve them in writing the welcome note. This is especially meaningful if many of their friends and family will be in attendance, as it will help to strike the right tone with the guests they know best.

Delivery methods

There are several ways to deliver your welcome note. You can include it inside a welcome gift or bag, print it out and leave it at the front desk of the hotel, or even create a wedding website with the welcome message as the homepage. If you choose to create a website, be sure to include all the necessary details and make it easy for guests to navigate.

Timing

Start writing your welcome note about a month or two before the wedding, so you have time to edit, print, and include it with any welcome gifts. This will ensure that your guests receive a thoughtful and well-crafted message that sets a positive tone for the entire wedding celebration.

Remember, there are no hard and fast rules for wedding welcome notes. Get creative and make it a reflection of your unique love story!

Where to place a wedding welcome note

A wedding welcome note is one of the first things your guests will see when they arrive at your wedding celebration. It is a great way to greet your guests and make them feel appreciated and excited for the festivities to come. Here are some ideas on where to place your wedding welcome note:

Inside Welcome Bags

Many couples choose to leave welcome bags for their loved ones inside their hotel rooms. The welcome note can be placed inside these bags, along with other items such as a small gift, a copy of the wedding itinerary, and local recommendations. This way, guests will have all the information they need in one place when they arrive.

Handed Out at the First Scheduled Event

If you are not providing welcome bags, you can also choose to hand out the welcome notes at the first scheduled event of the wedding celebrations. This could be a welcome dinner, a rehearsal dinner, or even at the wedding venue itself as guests arrive. This ensures that all guests receive the note and any important information it contains.

Left at the Hotel Front Desk

It is also a good idea to leave a few extra copies of your wedding welcome note at the front desk of the hotel where your guests are staying. This is helpful in case anyone misplaces their note or if new guests arrive. It also helps the hotel staff be informed about the wedding and any relevant details, such as transportation arrangements or venue directions.

On Your Wedding Website

In addition to physical welcome notes, you may also want to include a welcome message on your wedding website. This will be the first thing your guests see when they visit the site and can include a brief summary of the key features and information they can find there. It is a great way to greet your guests digitally and build excitement for the wedding, especially if you have guests who may not be able to attend in person.

With Your Wedding Gifts

If you are providing welcome gifts for your guests, you can include the welcome note inside the gift box or bag. This adds a personal touch and makes the gift even more special. It also ensures that your guests receive the note and have all the information they need for the wedding celebrations.

When to write a wedding welcome note

A wedding welcome note is one of the first things a guest will see when arriving at a wedding celebration. It is usually placed inside welcome bags, which are left for guests in their hotel rooms, or handed out at the first scheduled event.

The welcome note is typically written by the couple and/or their families and provides practical information for the wedding weekend. It can include a schedule of events, suggestions for things to see or do in the area, transportation details, and emergency contact numbers. It is an opportunity to get creative and set the tone for the entire weekend.

Start Early

It is recommended to start writing your welcome note about a month or two before the wedding. This will give you enough time to edit, print, and include the note with the welcome gifts or bags. As it is the first item guests will see, it is worth putting thought and care into it.

Include All Necessary Information

The welcome note should be helpful and easy to read. In addition to a warm greeting and expressions of gratitude, include practical information such as the wedding itinerary, transportation details, suggestions for things to do and see in the area, and emergency contact information.

Personalize the Note

Consider including a handwritten note or varying the wording on each note so that no two guests receive the exact same message. This adds a personal touch and makes guests feel appreciated.

Put it in a Gift or Bag

Including the welcome letter inside a welcome gift or bag is a nice surprise for guests when they arrive. It is more fun to discover a letter tucked inside a gift bag than just receiving a single sheet of paper.

Print the Letter

Even if you don't include the letter in a gift, consider printing it instead of sending it digitally. Hard copies are more personal and useful for guests to reference during the wedding.

Leave Copies at the Front Desk

Keep extra copies of the welcome letter at the hotel front desk. This is helpful in case guests misplace their letter or need additional information. It also reminds hotel staff of the wedding details so they can assist guests with any questions.

Add Fun Details or Facts

If your wedding includes local or unique activities, consider adding fun facts or illustrations to your welcome letter. For example, if you're having a country line dancing event, include instructions for guests so they can join in the fun.

Remember, there are no strict rules for wedding welcome notes. You can be creative and make it reflect your personality and the tone of your wedding.

Frequently asked questions