True excellence doesn't end at check-out.
Automated, individually designed & personalised physical letters create real appreciation and remain in your guests' memories.
Why premium hotels send their guests letters with vici‒post.
Whether in anticipation of an upcoming visit or in the aftermath of departure, premium hotels worldwide send their guests fully personalized physical letters with vici-post.
Pre-Arrival
To create a framing for a unique stay, some particularly exclusive hotels like to surprise their guests with a personal letter.
After Check-Out
After your guests leave, thank them with appreciative words or to professionally apologize for any inconvenience.
Inspiration for new destinations
Has one of your guests not been with you in a while? With a high-quality, personalized letter tailored to them, you can share inspiration for their next stay.
This is how it works:
Pre-Arrival
With our pre-arrival communication campaign, you can prepare a special moment for your guests even before they arrive, in their real mailbox. Instead of an automated email, your guests will receive a personalized letter that builds anticipation and shows them how much you're looking forward to their visit.
What do these letters contain?
A successful introduction begins personally, for example:
"Dear Ms. Müller,
We look forward to welcoming you in two weeks – and we're really looking forward to it. Your room with a lake view is already prepared."
This is often followed by some information about the stay, charming tips for the visit, a brief greeting from the team, or an invitation to share any special requests in advance. All in a friendly tone that creates a sense of connection.
What data do we need?
・Guests' names and addresses
・Arrival date
・Booking details (room category, any additional services)
Optional: previous stays, personal preferences, or reason for travel (e.g., birthday)
Here's how the campaign works:
We create each letter individually and can connect the campaign directly to your PMS or CRM. Your guests will receive the letter in anticipation of their arrival – approximately 10-14 days before arrival. This ensures a warm welcome before the trip has even begun.
Birthday wishes
With our birthday campaign, you can surprise your guests exactly where hardly anyone congratulates them these days: in their mailboxes. Instead of the usual digital greetings, your customers receive a tangible, personal message that shows appreciation and creates a genuine connection.
What do these letters say?
A personal introduction makes all the difference, e.g.:
"Dear Mr. Wagner,
Today is your day – we warmly congratulate you on your birthday and hope you enjoy it with your loved ones."
Perhaps a brief review of the last stay, a personalized greeting from the team, or even an invitation to spend the next special occasion with you.
What data do we need?
・Guest's name and address
・Date of birth
Optional: last stay, special interests, or preferred room category
Here's how the campaign works:
We design each birthday letter individually and send it on time for the special day. The connection to your CRM ensures a smooth process – automated, but with a truly personal touch.
Introducing new services
With our hotel updates campaign, you can inform your guests about new services, expansions, or special highlights at your hotel in a particularly appreciative way – not via a newsletter, but via a personal letter.
What goes into such letters?
An effective introduction could look something like this:
"Dear Ms. Berger,
We fondly remember your stay in our lake-view suite – and are pleased to share a little news with you today."
Then briefly introduce your new offerings: an expanded spa area, a new restaurant concept, special events, or exclusive benefits for regular guests. Authentic, informative, and personal.
What data do we need?
・Guest's name and address
・Last stay (optional)
・Individual interests (e.g., spa, culinary, sports)
Optional: preferred room category, reason for last visit
How the campaign works:
We formulate your letters individually, tailored to your brand and your guests. Sending is automated and done directly from your CRM – reliable, efficient and with maximum personal impact.
After Checkout
With our campaign for personalized thank-you letters after their stay, you can show your guests genuine appreciation – not via automated email, but with a personalized letter that will be remembered.
What goes into such letters?
A successful introduction could be something like this:
"Dear Mr. Wagner,
We hope you returned home safely – and that you still retained some of the peace and quiet from your weekend with us."
This is followed by a sincere thank you for the visit, a personal review of special moments or services used, perhaps a brief preview of future stays or news about the hotel.
What information do we need?
・Guest's name and address
・Date of stay
・Services used (e.g., room category, spa, restaurant visit)
Optional: special occasions or requests during the stay
Here's how the campaign works:
We tailor your thank-you letters to suit your guests and link the letters directly to your CRM. Mailings are sent regularly and automatically – for a personalized touch that makes your hotel unique.
With Vici-Post, you demonstrate that hospitality doesn't end at the reception desk – but continues in the mailbox.
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