A guide to writing the perfect wedding welcome note for your 2025/2026 destination wedding. Discover what to include, with sample wording and expert planner tips for a warm, gracious start to your celebration.
The Art of the Welcome Note: Setting the Tone for Your Destination Wedding
Your guests have traveled far—navigating airports, trains, and highways—to celebrate your love. They arrive at their hotel in a beautiful new city, and the first thing they notice is the thoughtfully prepared welcome basket waiting for them. Inside are local treats, small comforts, and one element that truly makes them feel seen and appreciated: the welcome note.
A welcome note is so much more than pretty stationery. It is your first greeting as hosts, your heartfelt thank you, and the gesture that sets the emotional tone for the entire wedding weekend. As wedding planners who believe true luxury lies in the personal touches, we’ve crafted this guide to help you write the perfect welcome note for your 2025/2026 destination wedding.
The Anatomy of a Perfect Welcome Note: Four Key Ingredients
A truly great welcome note is simple, heartfelt, and always includes these essentials:
1. The Warm Welcome to the Destination
This is your opening line—the official start of the festivities. Mention the destination to create a sense of place and excitement.
Examples:
“Welcome to Jaipur! We are overjoyed to have you here with us.”
“You made it! Let the celebrations begin in the magical Pink City.”
“We’re so happy you’ve arrived safely and can’t wait to start this weekend together.”
2. The Heartfelt Thank You
Acknowledge the effort your guests have made. Traveling for a wedding requires time, planning, and resources, and a sincere thank you goes a long way.
Examples:
“Thank you from the bottom of our hearts for traveling all this way—it means the world to us.”
“We know it took effort and planning to be here, and we are so grateful for your presence.”
3. The Itinerary Highlight & A Fun Teaser
Offer a quick glimpse of what’s coming without listing the full schedule (save that for the printed itinerary card).
Examples:
“We can’t wait to see you at tonight’s Welcome Dinner under the stars.”
“Tomorrow is Mehendi—bring your brightest colors!”
“Don’t forget your dancing shoes—we’ll see you on the Sangeet dance floor!”
4. The Personal Closing
End with warmth and intimacy.
Examples:
“With all our love,”
“So much love and gratitude,”
“Can’t wait to celebrate with you,”
Sample Welcome Notes for Inspiration
The Sweet & Simple
Welcome to Jaipur! We are so overjoyed to have you here. Thank you from the bottom of our hearts for traveling to be with us on our special weekend. Having you here to witness the start of our new life together means the world. Get some rest, and we can’t wait to see you at the Welcome Dinner tonight!
With all our love,
Priya & Rohan
The Fun & Casual
You made it! Welcome to our wedding weekend in the magical Pink City! We are so incredibly grateful that you’re here to celebrate with us. Get ready for a few days of delicious food, non-stop dancing, and making amazing memories together. See you at the Mehendi tomorrow—get your brightest colours ready!
So much love,
Priya & Rohan
Presentation & Planner’s Pro Tips
Handwritten Wins (When Possible): Nothing feels more personal than a handwritten note. If your guest list is large, print the message on premium card stock but always sign your names by hand.
Add Key Information: Consider including your wedding hashtag and your planner’s hospitality desk number at the bottom of the note. Guests will appreciate having one reliable point of contact.
Plan Ahead: Writing and organizing notes for 100+ guests takes time. Draft your messages a few weeks in advance. As your planners, we ensure each note is placed in the correct basket and delivered before check-in.
Why the Welcome Note Matters
A simple, heartfelt note is often the most memorable part of a guest’s arrival. It communicates gratitude, sets expectations, and creates an atmosphere of warmth that carries through the entire wedding.
At Weddings by Event Crafter, we believe that thoughtful details like this transform good weddings into unforgettable celebrations. From styling your trousseau to curating hospitality experiences, we ensure every touchpoint reflects your love story.
✨ Ready to design a destination wedding where every guest feels cherished? Contact us today to start planning.