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Include a Welcome Letter for Your Incentive trip or Meeting Attendees

Writing a Welcome Letter for an Incentive Trip or Event Is Easier Than You Think

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Event planners are very comfortable with organizing the logistics of a program, but they get sometimes freeze up when it comes to writing formal letters and materials for their event. One of the most important items to is create a welcome letter for guests.

The welcome letter doesn't have to be perceived as complicated in any way. In fact, if written correctly, the welcome letter should be simple and to the point. It's helpful to make sure that your welcome letter is written either on organization letterhead or, if approved, consider using themed stationery from your local stationery store (this always gives a better impression).

It's important to make sure you include several items in your welcome letter, including the following:

  • Date
  • Salutation can be personalized or use event title followed by "attendee".
  • First paragraph conveys a "welcome" message.
  • Body paragraph conveys "agenda" information (attachments).
  • Closing paragraph conveys "appreciation" to guests.
  • Signature line from event host, including title.

Frequently, if you choose to personalize the letter, it's helpful to insert the attendee's actual program choices into the letter. This is optional. If you do, make sure these details are inserted and listed after the second paragraph -- and referenced as such.

Sample Welcome Letter

[INSERT DATE]

Dear [NAME or EVENT TITLE Attendee]

We're glad that you are able to join us and hope that you stay at the [RESORT] in [DESTINATION] is both rejuvenating and educational.

We have a full agenda during the next [NUMBER] days, so please take a few minutes to read through the information in this packet. It includes our itinerary and other important information.

We look forward to spending this time with you in [BRIEF PHRASE TO DESCRIBE DESTINATION]. If we can do anything to make your stay more pleasant, please let us know. Thank you for joining [EVENT TITLE].

Sinerely,

[OFFICIAL HOST NAME]
[TITLE]
[ORGANIZATION]

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