Most firms welcome their clients to the office the moment they set foot onsite. Firms with a top-notch client experience, however, extend a welcome before their guests even enter the building. How? With a custom invite to the office.
Below, we’ve included two customizable email templates for your new and returning guests. By tailoring your invites, you can ensure clients feel important, welcomed, and ready for their visit. As a bonus, we’ve also included a how-to guide to help you customize these emails using Envoy.
How to use this guest template
We’ve created two guest email templates to get you started. All you have to do is update the bracketed text, then copy and paste the content into whatever system you use to send visitor emails.
For example, we provided:
You’re invited to [company name] on [date] at [time]. We look forward to seeing you.
And you’ll provide the specifics:
You’re invited to Envoy on May 5 at 10 am PT. We look forward to seeing you.
Tips for customizing your emails
While the subject and headers won’t change much for new and returning guests, the body of the email is your opportunity to add a personal touch.
For first-time guests, you might consider including:
- Directions and parking instructions
- Safety information about your office building
- Links to sign non-disclosure agreements
- A contact number in case they have questions about their visit
- A lunch menu
- A WiFi code
For returning guests, it may be handy to share:
- A new WiFi code
- A lunch menu
- Important reminders or updates about their visit
Email templates
Subject line:
You’re invited to visit [company name]
Header:
We look forward to welcoming you soon.
Subhead:
You’re invited to [company name] on [date] at [time].
Host:
[host name]
Address
[address]
Body:
Hi [guest name],
We’re looking forward to welcoming you to our office soon. Below, we’ve included some tips and useful information to help prepare you for your visit. If you have any questions before your arrival that we don’t cover in this email, feel free to reach out to our team and someone will be happy to assist you.
Register for your visit
To save time when you arrive at our office, please register for your visit. Register now [Insert link]
Directions and parking
[Insert any helpful information on driving directions, public transit options, and parking. Provide helpful tips and reminders, such as parking costs or suggestions on which stops to get off at.]
If you have any trouble finding us, please give us a call at [phone number].
Sign documents before your visit
Before your visit, please take a moment to review and sign these documents. This helps us make sure any important information stays protected and private for those involved. Click the links below to sign the documents.
[Document link]
[Document link]
Lunch
You’ll be having lunch with [host name & others] at [location] at [time]. Please take a moment to review the menu here. [include link to menu]
Health and safety policy
Thank you for doing your part in helping us keep our office a safe and healthy place. For more information on how [company name] cares for all our guests, please visit our [link to blog or resource page]. To ensure our office is a healthy space for everyone, please note:
- If you are sick or have felt sick in the last 14 days, please reschedule your visit here. [include link to reschedule]
- Masks [are/are not] required onsite
If you have any questions, please don’t hesitate to reach out.
Subject line:
You’re invited to visit [company name]
Header:
We look forward to welcoming you back.
Subhead:
You’re invited to [company name] on [date] at [time].
Host:
[host name]
Address
[address]
Body:
Hi [guest name],
We’re looking forward to welcoming you back to our office. Below, we’ve included helpful reminders as well as some new information to prepare you for your visit. As always, if you have any questions before your arrival, feel free to reach out to our team and someone will be happy to assist you.
Register for your visit
To save time when you arrive at our office, please register for your visit. Register now [Insert link]
Sign documents before your visit
Before your visit, please take a moment to review and sign these new documents. This helps us make sure any important information stays protected and private for those involved. Click the links below to sign the documents.
[Document link]
[Document link]
Lunch
You’ll be having lunch with [host name & others] at [location] at [time]. Please take a moment to review the menu here. [include link to menu]
Health and safety policy
Thank you for continuing to do your part in helping us keep our office a safe and healthy place. If you want to brush up on our health and safety policies, please visit our [link to blog or resource page].
Finally, a couple of quick reminders before your visit:
- If you are sick or have felt sick in the last 14 days, please reschedule your visit here. [include link to reschedule]
- Masks [are/are not] required onsite
- If you have any questions, please don’t hesitate to reach out.
How to set up different guest types
With different visitor types in your visitor management system (VMS), you can tailor the invite you send before each guest visits. So whether you’re welcoming new, returning, or VIP guests, you can be sure to send the right information to the right people, at the right time. Follow the instructions below to set up different visitor types using Envoy.
- Navigate to your visitor management dashboard with Envoy
- Go to Visitors > Settings > Sign-in flow
- Click Add visitor type
- Name your visitor type and click Save
How to edit your visitor emails
- Navigate to your visitor management dashboard with Envoy
- Go to Visitors > Settings > Email templates
- Label your template
- Edit your email, including subject line, headers, address, and body copy
To change the order of the sections, use the move symbol to drag and drop sections where you’d like them to be. You can also hide specific sections. For example, you may not need to include a document signing prompt for a returning guest.
