How to Write a Welcome Letter for an Incentive Trip

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While event planners are usually well-versed in all aspects of event planning, they sometimes need help when it comes to writing formal letters, emails or other materials for an upcoming event. One of the most important items event planners will attempt is a welcome letter for guests of an ​incentive trip.

What Is a Welcome Letter?

The welcome letter does just what it says: it welcomes guests to the event.

It 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.

What Is an Incentive Trip?

An incentive trip is a planned event or trip that is used to persuade people to achieve specific business goals. Often, the incentive trip is a reward to a salesperson or other type of professional for reaching a specific goal. Usually, the goals set are related to sales and business development, but executives and managers have utilized these types of incentives for any number of profitable business goals.

Elements of a Welcome Letter

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."
  • The first paragraph conveys a "welcome" message.
  • Body paragraph conveys "agenda" information (attachments).
  • Closing paragraph conveys "appreciation" to guests.
  • Signature line from event host, including a title.

Frequently, if you choose to personalize the letter, it's helpful to insert the event's program 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


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].