Airbnb Welcome Letter: Tips and Templates

Everyone wants to be a successful Airbnb host, but it’s not just about securing new guests for your property. The hardest ongoing objective is keeping your guests happy during their stay.

More happy guests mean more 5-star reviews. Thus, even more guests and an approaching sweet Superhost badge.

But what if I tell you that you can win your guests’ hearts even before they arrive by sending them an awesome Airbnb welcome letter?

A warm welcome letter that makes a great first impression will frame their opinion of you and your property. It will show your guests that you care about them and their wishes.

So, what’s the key to writing an effective vacation rental welcome letter? Let’s find out!

We also included two welcome letter templates to help you get started on your writing.

Airbnb Welcome Letter: Building Blocks

An Airbnb welcome letter helps you welcome your guests, introduce them to your rental property, and provide valuable tips.

The topics may range from “how to use appliances” to “how to get to the best breakfast café in the neighborhood” to tips on local food and entertainment.

Of course, a welcome letter is an excellent opportunity to gently remind your guests about some of the house rules.

If you don’t like writing letters, don’t worry. It’s one of those cases when size doesn’t matter.

So, what should we write in a welcome letter to set the stage for a wonderful trip for your guests?

Here’s a quick checklist of what to include in the guest welcome letter for Airbnb:

• A personal greeting, thanking your guest for booking your place
• Check-in and check-out times
• Exact property address and detailed directions to the property
• Your contact information and local emergency services contact number
• Instructions on how to enter the home and lock up
• WiFi password and connection details
• House rules, particularly whether parties, alcohol, pets are allowed, etc.
• Instructions on how to use appliances, such as heating/cooling system, and more
• Nearby attractions, tips on local food, and info on the local culture
• A closing note and thank you

You don’t need to use this exact order; it’s just a framework for creating your own Airbnb welcome letter template.

You need to do so many things to be an excellent host. There’s another crucial list: things you shouldn’t do. Make sure you don’t recognize yourself in any of those blunders.

Airbnb Welcome Letter Template

Creating something new for each guest would require time and effort, so making a template can help you find a balance.

You can use these welcome letter templates as a guide. Feel free to add, remove, or modify any parts of the templates that specifically apply to your vacation rental property.

Template 1

Hi %guest_first_name%,

I’m excited you decided to book my %listing_type%! Thank you. I look forward to welcoming you on %check_in%. Here’s everything you need to know to check in:

Come to %listing_address% to check in anytime after %check_in_hour%.

We have a lockbox by the door with a key inside. Just enter 123654 code, and you’re all set. Then, at check-out, just pop the key back in.

If you need to reach me, keep my mobile number XXXXXXXXXXXX, in case of an emergency.

For non-emergency queries, please message me on Airbnb. I’ll be quick to respond, I promise.

Internet/WiFi:

The WiFi network is: %wifi_name%

The WiFi password is: %wifi_password%

I would appreciate it if you could follow the house rules:

• First and foremost, enjoy your stay.
• I hope you enjoy the ambiance. I’m sure you’ll do your best to preserve it.
• Some of our guests may have pet allergies. We’re sorry you won’t be able to take your fluffy friends with you.
• There’s a nice café with an open terrace right in front of the building. The bench in the backyard is another good place to have a cigarette. I will ask you not to smoke inside the apartment, please.
• Our neighbors are nice people. They’ve been very helpful when I bought this apartment two years ago. We try to pay them back, asking our guests not to have parties and events inside.

Here is some additional helpful information:

Heating:

The thermostat is mounted to the kitchen wall. Please turn the dial to adjust the temperature to your liking.

Kitchen

Please help yourself to anything in the kitchen (tea, coffee, salt, olive oil, etc.). Feel free to use our cooking ware, utensils, and appliances. Remember to wash all dishes and utensils prior to leaving.

Trash bags are kept underneath the sink.

Laundry

You also have access to the washer and dryer. The washing powder and cleaning supplies are in the top cupboard.

Getting around

If you are looking for a restaurant, one of my favorites is At Luka’s, located at 15 Einstein Street.

The nearest grocery store is a 3-minute walk from the flat. The address is 14 Bayview Street.

Please make yourself at home and enjoy your stay!

Let me know if you have any questions.

Cheers,

%host_first_name%

Hey, did you notice %the_weird_spelling%? Those are shortcodes we use at Hospitable to personalize the messages. A simple and useful feature to make every message sent sound natural and personalized. You won’t need to become a %coder% to use it😊

Template 2

Hi %guest_first_name%,

Thank you very much for booking your stay at %listing_name%.

I am so excited to see you on %check_in%.

You are free to check in anytime after %check_in_hour%, but you will have to check out by %check_out_hour% to give time for the cleaning crew to prepare the place for the next guest.

Here’s everything you need to know about your Airbnb:

My rental address is %listing_full_address%

Parking: Please park your car just outside the building on the right.

Your door access code is %smartlock_code%. It will be active from the time of check-in.

The WiFi network name is %wifi_name%, and the password is %wifi_password%.

House rules:

• We are a pet-friendly space.
• No smoking inside the house. There is a designated smoking area on the back patio.
• Please keep noise to a minimum not to disturb the neighbors—especially during nighttime hours (11 pm – 7 am).
• Please respect the property; if you damage something, let me know so I can arrange for its replacement or repairs.
• Enjoy your stay! The most important rule (:

Our kitchen is at your disposal. Feel free to use cooking ware, utensils, and appliances as needed.

You also have full access to the washer and dryer if you need to do laundry.

You are more than welcome to use our TV and Netflix subscription.

Please consult the house manual if you have any questions about the appliances or the local area.

If you need to contact me in case of an emergency, please call my mobile number XXXXXXXXXXX. For other matters, send me a message on Airbnb.

Please don’t hesitate to contact me with any questions or need anything. I would be more than happy to help.

Once again, thank you for choosing %listing_name% during your trip here in %listing_city%.

I hope you’ll have a wonderful stay.

%host_first_name%

What to Say to Welcome a Guest

When thinking about what to say to welcome a guest, you should remember that many people choose to stay in an Airbnb property just because they want to connect with local people and to feel that they have a unique experience.

So, you should try to make your welcome letter as personal as possible. For example, you may tell something about yourself and explain why you love living in that location. A good idea is to add some humor.

Writing your guests a warm Airbnb welcome letter is one of the ways to make them happy, so be courteous, polite, and welcoming.

And, of course, you should regularly revise your welcome letter based on the feedback you receive from your guests.

If you get some repetitive questions from your guests, it’s a sign you might need to include answers in your welcome letter.

Is there anything you can do to reduce questions from guests and save even more time? You can digitalize important information guests may need while staying at your Airbnb property.

For example, you can create a web-based guidebook using tools like Touch Stay to enhance guest experience and share a link in your welcome letter. Then, your guests can access your digital guidebook at any time, wherever they are, and quickly find answers to their questions without bothering you.  

You can also create a guest portal using such platforms as SuiteOp, DACK, or Charge Automation, where you can share check-in instructions, access codes, WiFi passwords, property details, local recommendations, virtual tours, important FAQs, and offer upsells to enhance guests’ stays. This way, you‘ll give your guests the independence to plan their journey so they can start getting excited about their stay from the moment they book.

Creating a digital guidebook is a great way to minimize travel stress and ensure your guests have an unforgettable stay, making the management process easier. Digital guidebooks are easy to update with new information, and you never have to worry that they may get damaged or lost.

Conclusions

A welcome note for guests serves one primary purpose. It offers your guests a personal, welcoming moment during their check-in to the accommodation and provides them with all the essential information.

It’s vital for Airbnb hosts who can’t welcome their guests personally. In this case, you should ensure your welcome letter is comprehensive and informative. Make it brief and not dull.

A perfect Airbnb welcome letter creates a sense of human connection and helps guests feel at home at your property. It shows you are a thoughtful host who cares about the smallest detail.

Remember to write from the heart; your guests will appreciate your effort and post a positive review of their stay on your property after leaving. And more 5-star reviews will result in more bookings.

Keep an eye on the list of never-to-repeat-horrible-hosting-mistakes-ever. You don’t want a mistake to outweigh all the hard work you’ve put into your STR business.