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.

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. Ideally, a welcome letter is written on an organization's official letterhead.

Details of 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 milestone. 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

A welcome letter for an incentive trip is not that different from other formal welcome letters, but after reading it, a guest should know what to expect, and who to contact for questions or with any problems that arise.

A good welcome letter will include the date it's written and an appropriate salutation (how formal it is will depend on the relationship of the business or letter writer to the recipient). 

The first paragraph of the letter should convey the welcome, the second paragraph should include information about the agenda and any important details about location or requirements the guest needs to know (for instance, will they need to have their passport?). 

Finally, the closing paragraph should convey appreciation (from either the letter writer or the company)to the guest/recipient. Again, whether it's formal or casual is determined by the circumstances. This paragraph is followed by a signature line from the event host, including a title.

Usually, 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 your 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].

One of the most common mistakes with incentive events is a failure to follow up with participants afterward. Holding an effective incentive event can be a solid tactic for boosting employee morale and performance, not just rewarding past good work. So asking for feedback is important to ensure future trips are successful.