Airbnb Welcome Letter: Tips and Templates

airbnb welcome letter

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 to welcome your guests, introduce them to your rental property, and provide them with some useful 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 a great 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 of 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.

There are so many things you need to do 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 brand new for each guest would require tons of time and effort, so making a template can help you find a balance.

Template is just the first step

You can automate the whole thing.
Well, actually, Hospitable will automate the whole thing for you.
Check out all the sweet time-saving stuff we prepared for you!

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 really 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 back yard 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.

Trashbags 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; it is 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 Wi-Fi 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.

And you are more than welcome to use our TV and our 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.

It’s also a sign to use Hospitable.

Our AI recognizes a multitude of questions and sends the right answers on your behalf.
Let’s get you started with a 14-day free trial.

Conclusions

A welcome note for guests serves one main 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 especially important for Airbnb hosts who can’t welcome their guests personally. In this case, you should ensure that your welcome letter is comprehensive and informative. Make it brief and not boring.

A perfect Airbnb welcome letter creates a sense of human connection and helps guests to feel at home at your property. It shows that you are a thoughtful host who truly 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.

airbnb-messages

Airbnb Messages: Communication that Builds Rapport

There are some very practical steps you can take to make sure your communication is on point.
So what can you do to build rapport more effectively and improve your chances of getting good communication reviews? Let’s find out, shall we?

Airbnb house rules

Airbnb House Rules: Actionable Tips and Templates

Airbnb house rules are just important as a strong description, clear photos, and a catchy headline in your Airbnb listing. Guests just need a bit of information and direction about your home and what you allow.
Make sure to add good vibes to the recipe, and follow our tips.

airbnb property management

Airbnb Property Management: Boosting Your Guest Experience

Airbnb management software is being used by thousands of property managers worldwide to scale up their operations on Airbnb.
But, is it reserved just for property managers?
Or, is it something that everyday hosts like you and me can use too?

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