Host Family Letter Examples: Tips for Great Communication

Sometimes, the best way to build a connection is with a letter. It gives you a chance to carefully choose your words, it’s ultra-personal, and it gives someone a warm, fuzzy feeling when they see it arrive in the mail! 

Letters between host families and exchange students may seem simple, but they carry incredible weight. A thoughtful introduction, a heartfelt thank you, or even a casual update sent a year later can share culture and express gratitude.

At AYUSA, we’ve spent 40 years connecting international students with caring host families across the United States, and we’ve seen how impactful these letters can be. In this guide, we’ll give you some tips for writing to your host family (or your student, if you’re a family hosting in the U.S.), as well as some example letters to inspire you. 

Why Do Letters Matter in a Cultural Exchange Program?

In a world that’s shifted towards texts and voice notes, writing a letter might feel like a lost art. But in the context of a cultural exchange program, letters make emotions tangible and offer something personal, thoughtful, and lasting. Whether typed or handwritten, a letter gives students and host families the chance to reflect, connect, and communicate in a way that’s intentional and heartfelt. 

They Carry Emotional Power

A letter can say what a conversation sometimes can’t. Whether it’s a shy student writing to their future host family or a family expressing their gratitude after a year of hosting a foreign exchange student, letters have a unique way of capturing emotion. Plus, letters can connect strangers, so they’re a great way to start the study abroad experience.

Because letters are typically written with more thought than everyday conversation, they often go deeper. They allow students to express their hopes and dreams or share personal stories that might not come up in casual conversation. Likewise, they give host families a chance to welcome students with warmth and sincerity, creating a sense of belonging even before the first face-to-face meeting.

They Break Language Barriers

For many exchange students, English is a second (or even third) language. And for host families, understanding cultural nuances can take time. Letters offer a gentle and low-pressure way for both sides to communicate more clearly.

When writing, students have the time to think about what they want to say and look up unfamiliar words. Host families can read at their own pace and respond thoughtfully. This helps reduce misunderstandings and boosts confidence, especially early in the exchange student program.

They Build Relationships

At the heart of every study exchange is a relationship between a student and their host family. Letters help build and strengthen this relationship by encouraging honest, heartfelt communication. Writing a letter is about sharing information, but it’s also about investing in the relationship. And in a cultural exchange, that relationship is the foundation of everything.

Host Family Letter Example: Before Placement

One of the most important letters you'll write as an exchange student is the one that gets you placed with your host family. Often written as part of your application, this letter is your chance to introduce yourself to potential host families and help them decide whether you're a good match for their household. It's your first impression, and it matters!

Why This Letter Matters

Whether you're excited, nervous, or a little of both, this letter is an opportunity to express who you are, why you want to participate in the exchange program, and what kind of experience you're hoping to have in the United States. It’s often the first thing a host family reads about you. Along with your profile and photos, it helps them understand who you are beyond the basic facts.

Families hosting a student want to know more than just your age and school grades; they want to know your personality, your interests, and how you might fit into their home and daily life. A sincere letter can help create a personal connection even before you're matched.

What to Include

Here are a few helpful things to include in your letter before placement:

• A warm greeting and introduction: Start with your name, age, and the country you're from. You can also include a few words about your hometown or region.
• Details about your family and daily life: Talk about your parents, siblings, pets, school, and any traditions or routines that are meaningful to you.
• Your interests and hobbies: Let your personality shine by sharing what you love to do in your free time, whether that’s sports, music, art, reading, or anything else.
• Why you want to be an exchange student: Explain what inspired you to join the study abroad program and what you're hoping to learn from your exchange year in the USA.
• What you’re excited (or nervous!) about: It’s okay to share your emotions, and it helps show that you’re thoughtful and self-aware.
• A thank you: Close your letter by thanking the host family for considering you and for opening their home to a student. 

Remember: It doesn’t need to be perfect, it just needs to be you!

Example

Dear Host Family,

My name is Léa, and I am 16 years old. I live in a small town in the south of France with my parents and my younger brother, Maxime. We also have a cat named Coco, who is very lazy but very sweet.

I am currently in my second year of high school. I especially love learning English and Spanish, and I hope that one day I can work in international relations or as a translator. I love reading novels (especially fantasy books!), watching movies with my friends, and going for walks in nature. I also enjoy cooking with my mom, and my favorite thing to make is crêpes.

I decided to join an exchange program because I want to discover a new culture, improve my English, and learn more about life in the United States. I’m also very curious to experience what it’s like to be part of an American high school!

Thank you so much for opening your home to a student. Even if we haven’t met yet, I am grateful for your kindness and generosity.

With warm regards,

Léa

Letter to Your Matched Host Family (Pre-Arrival)

Once you've been officially matched with a host family in the USA, it’s time to reach out and say hello! Writing a letter before your arrival is a great way to begin your relationship on a warm and personal note. You already know where you'll be living and who you’ll be staying with, so this letter is your opportunity to build excitement, ask questions, and start forming a connection with your new family.

Why This Letter Matters

A pre-arrival letter helps you and your host family start learning about each other’s personalities, interests, and expectations. It also helps to reduce anxiety or awkwardness when you finally meet in person for your academic year in America. 

It’s easier to feel at home with someone you’ve already exchanged a few words with, and it shows that you care about building trust before you even land at the airport. And remember, your host family might be just as nervous and excited as you are! A friendly letter from you could reassure them that they’ve made the right choice.

What to Include

Here are a few helpful things to include in your pre-arrival host family letter:

• A friendly greeting and expression of gratitude: Let them know how thankful and excited you are to be joining their family.
• Updates about your life since you were matched: Share what you've been doing to prepare, like learning English, shopping, researching your new town, etc.
• What you're looking forward to: Mention specific things you’re excited to do as a foreign exchange student, maybe based on things you know about them already.
• Questions for your host family: Ask about daily routines, family traditions, school, or anything you’re curious about.
• Your personality and values: Include anything you didn’t have room for in your original placement letter that helps them get to know you better.
• A warm, polite closing: Reinforce your excitement and appreciation. Even a short letter can leave a lasting impression! 

Host Family Letter Example

Dear [Host Family Name],

I just wanted to say thank you again for choosing me to be your exchange student. I feel so lucky to have been matched with your family, and I am counting down the days until I get to meet you in person!

Since I found out about my placement, I’ve been reading about [your town/state], practicing my English, and learning more about American customs. I’m especially excited to experience life at an American high school and to try all the new foods I’ve seen in movies! 

I was really happy to learn that you have two dogs and enjoy going hiking. I love animals, and I often go for walks with my friends in the park near my home. I hope we can go on hikes together sometime! 

I have a few questions, if that’s okay. What is your typical weekday like? Do you usually eat dinner together as a family? And is there anything I should bring from home that might be useful or fun to share with you?

Thank you again for opening your home to me. I’m nervous, but mostly I’m excited to meet you all very soon!

With warm regards,

[Your Name]

Thank You Letter at the End of the Exchange

Wrapping up your year or semester exchange program can be an emotional rollercoaster! Most students feel a mixture of gratitude, nostalgia, and even sadness. One of the best ways to say goodbye and thank your host family is by writing a heartfelt letter.

Why This Letter Matters

Choosing to host a high school exchange student is a big commitment, and your host family likely put time, effort, and love into making your stay enjoyable and safe. From preparing meals and helping with school to celebrating holidays and supporting you through challenges, they’ve opened their home and hearts to you. A thank you letter allows you to recognize everything they’ve done and let them know that their generosity during your student exchange program made a real difference. 

What to Include

Here’s what to include in your thank you letter:

• A warm greeting and sincere tone: Let your host family know this letter comes from the heart.
• Specific memories or moments you’ll never forget: Share highlights like meals, trips, inside jokes, school events, or everyday routines that became special.
• Things you learned or how you’ve grown: Reflect on personal changes, cultural insights, and the lessons they helped you learn.
• Gratitude for their support and kindness: Be specific about how they made your student cultural exchange better, whether it was a trip you went on or help with homework.
• Hopes for the future: Let them know you want to stay in touch, or even hope to see them again someday.
• A heartfelt goodbye: End with warm wishes and appreciation for everything they’ve done.

Thank You Host Family Letter Example

Dear Host Family,

As I prepare to return home, I wanted to take a moment to thank you from the bottom of my heart. I can’t believe how fast this year has gone! It feels like just yesterday I was stepping off the plane, nervous and excited to meet you for the first time.

You welcomed me with open arms and made me feel like part of the family from day one. Some of my favorite memories include our road trip to the mountains and decorating the Christmas tree together. Even the little moments meant so much to me and made me feel truly at home.

Thank you for being patient with me, for encouraging me when I was homesick, and for sharing your lives and your culture with me. You’ve helped me become more confident and a much better English speaker!

I’ll miss you all so much, but I would love to stay in touch and keep sharing my life with you, just like you’ve shared yours with me.

Thank you again for everything. You’ve changed my life, and I will always be grateful.

Ana

One-Year-Later Letter: Staying in Touch

Whether you're back in your home country or off pursuing new adventures, writing a “one-year-later” letter to your host family is a thoughtful way to stay connected and let them know what you’ve been doing since your exchange student trip to the USA. Reaching out, even after time has passed, reminds your host family that their impact on you didn’t end when your program did.

Why This Letter Matters

Life moves fast, and it’s easy to fall out of touch after your foreign exchange student program wraps up. But many host families love hearing from their former students; it reminds them that they made a real difference. A one-year-later letter shows that the relationship you built wasn’t temporary. It tells your host family that the love, time, and effort they gave you had a lasting effect.

What to Include

Here’s what you might like to include in your one-year-later letter:

• A warm reintroduction: Start by saying hello and mentioning how much you still value your time together and your student exchange program in the USA.
• Life updates: Share what you’ve been up to, whether it’s school, work, hobbies, travel, or anything exciting that’s happened since you returned home.
• Reflections on your exchange year: Talk about specific memories or lessons that still stick with you, and how international student exchange has impacted your life today.
• How your relationship still matters: Let them know that you think about them and appreciate what they did for you, even now.
• Invitation to stay in touch: Suggest a video call, a visit, or even just continuing to exchange emails or messages.

Host Family Letter Example

Dear [Host Family Name],

I hope you’re all doing well! It’s hard to believe it’s already been a year since I left [your town] and headed back home to Brazil. I still think about the amazing time I had with you.

I’m now in my final year of high school, and I’ve started volunteering at a local English club to help younger students practice. I think of how patient you were when I was learning new words or trying to understand slang, and I try to do the same with them!

I’d love to hear how you’re all doing! Are the kids back in school? Have you hosted another student this year? I miss you all so much and hope we can video call sometime soon. And maybe, someday, you can visit me in person!

Thank you again for being such a big part of my life. No matter where I go, you’ll always be my second family.

With love,

Lucas

Letters From Host Families to Exchange Students

While many exchange students are encouraged to write letters to their host families, the communication goes both ways! A thoughtful letter from a host family can provide comfort, build trust, and help create a sense of belonging. 

Welcome Letter to a New Exchange Student

Starting a new life in a different country is exciting, but it can also be overwhelming for a teenager traveling far from home and preparing to study abroad in the USA. A welcome letter from the host family can help ease first-day nerves and make your exchange student feel like they already have a place in your home and hearts. You can include: 

• A warm greeting and expression of excitement
• An introduction to family members (including pets!)
• A brief description of your home, town, or school
• Some daily routines or traditions
• Reassurance and encouragement

Here’s an example of a letter you can write as you prepare to host an international student: 

Dear Sofia,

We are so excited to welcome you to our home! Ever since we found out you were going to be our exchange student, we've been looking forward to getting to know you and sharing this adventure together.

Our family includes Mom (Karen), Dad (Mike), our two daughters, Emma (17) and Lily (14), and our energetic golden retriever, Max. We live in a small town in Oregon, about 45 minutes from Portland, and we love hiking, family game nights, and baking on the weekends.

You’ll be attending Jefferson High School with Emma, and she’s already planning to show you around on your first day. Don’t worry if you feel nervous! We’ve hosted students before, and we understand how big of a step this is. We’ll be here to support you every step of the way.

We’re so grateful to have you as part of our family this year, and we can't wait to learn about your culture, language, and interests. Let the adventure begin!

With love,

Karen, Mike, Emma, Lily, and Max

Farewell Letter

As your student’s high school exchange program in the USA comes to an end, emotions can run high. A farewell letter is a great way to reflect on your time together, express your appreciation, and let them know how much they’ve impacted your family. You can include:

• A heartfelt thank you for their time with you
• Favorite memories or shared traditions
• Acknowledgment of their growth or changes you’ve noticed
• Encouragement for their future
• A reminder to stay in touch

Here’s an example: 

Dear Amir,

It’s hard to believe your year with us is already coming to an end. We’ve been thinking about all the moments we shared, and honestly, we can’t imagine this house without your laughter and energy.

From your first snowfall to our family trip to Yellowstone, you brought so much curiosity and joy into every experience. We’ve loved watching you grow more confident, adapt to a new culture, and become a special part of our family.

We hope you carry this experience with you as you move forward, and know that you always have a second home here in Wisconsin. Please stay in touch! We want to hear about your future adventures, and maybe someday we’ll visit you in Germany.

Thank you for becoming such an amazing part of our lives. We miss you already.

With love and hugs,

The Miller Family

Join AYUSA to Start Your Own Exchange Journey!

Whether you're an eager exchange student ready to explore a new culture or a host family excited to open your home to the world, AYUSA is here to make cultural and academic student exchange meaningful, memorable, and supported.

From that very first letter to long after the program ends, we offer personalized support, careful matching, dedicated Community Representatives, and a deep commitment to cultural understanding.

Ready to take the first step? Join the AYUSA family today and start a journey that will stay with you forever!

Host families: Start here. 

International students: Start here.

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