(Last Updated On: March 28, 2022)

When it comes to establishing an unforgettable visitor experience, first impressions are critical. Indeed, the first contacts you have with vacation rental guests once they book may set the tone for the remainder of their time with you.

Whether or not you will personally greet your visitors, a vacation rental welcome letter is the most effective method to start a pleasant guest experience the minute they arrive at your home.

What Should Your Welcome Letter Contain?

A welcome letter for a vacation rental does not have to be lengthy. However, it must be well-written to effectively express your point. The following are the most critical components of your vacation rental welcome letter:

1. Customize It for Each Guest

A vacation rental welcome letter that is a generic template with the guest’s name substituted will seem impersonal. However, producing a fresh letter each time will involve a significant amount of time and effort you lack.

What is the optimal solution? Create a template with a few interchangeable phrases that communicate directly to the visitor the letter is meant.

2. Be Certain to Include Your Exact Address

Ascertain that your welcome letter template provides your property’s specific address if your visitors forget. This will help prevent any complications with visitors returning to your house after exploring the surrounding neighborhood.

3. Remind Yourself of Important House Rules

You’re likely to include the home regulations in your Airbnb Welcome Book. However, the vacation rental welcome letter is an excellent opportunity to review the most critical regulations. Is smoking prohibited? After 11 p.m., are there quiet hours? Gently remind visitors that they must adhere to these regulations and direct any inquiries to the welcome book.

4. Your Contact Details

If you’ve done a good job onboarding your visitors, they shouldn’t need to contact you throughout their stay unless there is an emergency. However, you should still add a Whatsapp or Viber ID where they may contact you in the event of an emergency.

Remind visitors to quickly notify you if there is an issue with their stay or an emergency. This may help you prevent a poor review and quickly reduce any threats to your visitors or property.

5. A Friendly Reminder Regarding the Welcome Book

Because your vacation rental welcome letter refers to information that visitors may discover in your welcome book, be careful to tell them where they can find it in your home; additionally, you should produce a digital copy that they may view from any location through a link.

6. Concluding Remarks and Thank You

Never neglect to wish your visitors a good stay and express gratitude for booking with you.

How to Create a Guest Welcome Letter Template

Templates for vacation rental welcome letters are widely available for purchase on websites such as Etsy. If you want to develop your own guest welcome letter template from scratch, you may employ a graphic designer. You may either utilize the pre-written material or create your own.

You or your property management firm may then print individual letters for each visitor and distribute them to the cleaners who will prepare your property for their arrival. If you want to ensure that it is read, you should leave it on the kitchen table with your welcome book or on the bed.

Here is an example of an Airbnb welcome letter that you can customize and use on any vacation rental platform:

Greetings from the [PROPERTY NAME]!

We’re delighted you traveled from [GUEST’S DEPARTURE CITY]. Now, let’s go to work on making your stay more enjoyable!

Remove your shoes, take a refreshing beverage or food from the kitchen, then sit back and relax. We’ve prepared you with some water and some nibbles.

We are pleased that you have chosen to stay at [PROPERTY NAME].

Our visitors have created several memories here, including beach walks, summer picnics, and breathtaking sunsets. We hope you’ll feel at ease with us, even if you’re just here for a few nights.

Take a look at our digital welcome book for a list of our favorite restaurants in town, house rules, check-in, and check-out hours and details, and some other critical information to help you get your vacation started.

If you need to contact us in an emergency or have any queries or concerns, my Whatsapp is [REPLACE].

Finally, we wish you a pleasant visit and hope to see you again in the future!

With best wishes,

[YOUR PERSONAL INFORMATION]

Additional Tips for Creating a “Wow” Effect

Finally, if you want to wow with your welcome message, you may print it in a handwritten typeface and include your authentic signature. This demonstrates to your visitors that you took the time to personally “write” their welcome message (even if the printer did the work).

Interesting in taking your Airbnb business to the next level? Read all about this marketing strategy on how you can increase the revenue of your properties.