As the vacation rental industry expands, it’s become essential to utilize an Airbnb welcome letter to catch the attention of discerning guests. It’s no longer enough just to offer the best rental furnishings and amenities, guests are also seeking out hosts who are willing to go the extra mile. You can do that with a welcome letter, which can personalize your guests’ stay, make them feel more comfortable in your rental, and improve their guest experience.
Find out why you should be using a guest welcome letter as well as what to include with help from our welcome letter template.
What Is An Airbnb Welcome Letter?
An Airbnb welcome letter is a letter written by hosts for their guests that directly relates to the booking. It details important information relating to the booking, dos and don’ts on the property, instructions for the house, and anything else that might make a guest’s stay more comfortable.
A welcome letter differs from an Airbnb welcome book. A welcome letter is meant to be read before a guest checks in, and should only contain essential information about the property and reservation. Guests usually read an Airbnb welcome book after checking in, and it contains more in-depth information about the contents of the welcome letter.
What to Include In Your Airbnb Welcome Letter (a Welcome Letter Template):
To help you get started with your Airbnb welcome letter, we have listed key points to create a welcome letter template.
It’s a good idea to begin your welcome letter with a friendly introduction instead of diving straight into business. An introduction can show your guests that you are a warm and caring Airbnb host who wants to connect with them and get to know them better. You can begin by thanking them for their reservation and letting them know you are excited to host them at your property.
The exact address of your vacation rental
Adding your rental’s full address can prevent your Airbnb guests from getting lost trying to find your property. Remember you can never be too specific with details, list your street number, name, neighborhood or area, and zip code in your Airbnb welcome letter.
Check-in and checkout instructions
It’s important for your check-in and checkout procedures to be as smooth as possible, to avoid complaints. List your guests’ check-in and checkout times, and give clear explanations for how to do this. If you have an Airbnb lockbox or remote lock, mention exactly where to find and how to use it, and the passcode.
One of the first things your guests will want to do on arrival is to connect to the Wi-Fi and message family and friends. Including your Wi-Fi login and password in your Airbnb welcome letter will allow them to connect instantly, upping their guest experience.
You should include your house rules in your Airbnb welcome letter, in case guests did not read them in your listing description. Some house rules you can include are related to:
- Parking information
- Pet policy
- Smoking policy
- Party policy
- Instructions on taking out the trash
Instructions for appliances
This might seem unnecessary to add to your guest welcome letter, but always leave instructions for appliances. You can never assume that visitors staying will just automatically know how to work your microwave or dishwasher. It’s best to leave instructions for every appliance in your vacation rental.
Things to do and places of interest
On top of accommodation, Airbnb guests might be looking for fun activities and recommendations to better plan their holiday. Adding a section dedicated to top sights and things to do shows your guests that you’re passionate about making their stay as enjoyable as possible. They will no doubt appreciate this and may be more likely to recommend your rental in reviews.
Part of being a good Airbnb host is making yourself as available as possible for your guests. To do this, you should include your contact information in your guest welcome letter, so guests can reach you if need be. This way, your Airbnb guests will feel assured that they will be able to reach you. You can include your cell phone number, email address, and emergency contact number (if you have one).
Emergency contact numbers
If guests find themselves in an emergency, they need to have emergency contact numbers on hand. Numbers that you should list include:
- The local police station number
- The local fire station number
- The local hospital contact number
- Emergency ambulance contact number
- The national emergency contact number
- The number of your private security company
Things to Avoid in Your Airbnb Welcome Letter
As your welcome letter should be informative, yet friendly, remember to be mindful of your tone.
- Keep a friendly tone and avoid using negative language in your letter
- Make your points clear and don’t ramble or use overly complex terminology
- Be aware of how long your letter is (guests may lose interest in reading it if it’s too long.
Any additional information you can mention in an Airbnb welcome book.
When Is the Best Time to Send Your Airbnb Welcome Letter?
Deciding when to send your Airbnb welcome letter to your guests is up to you as a host. Ideally, you should send your letter 1-2 weeks before guests arrive at your rental. You should also leave a printed copy of the welcome letter on your property, or you can include it inside a welcome book.
Airbnb Welcome Letter Sample
Hello [insert guest name]
My name is [insert your name] and I want to warmly welcome you to [insert your property name]. I sincerely hope you enjoy your stay and it would be my pleasure to ensure you have everything you need. Guests who have stayed at [your property name] have mentioned that they love the [mention a feature] and [mention a feature].
Address: You can find my rental property at the following address:
[insert street number and road name]
[insert neighborhood or area]
[insert city or town]
[insert area or zip code]
Check-in and checkout: Your check-in date is [insert date] from [insert time] onwards. Checkout is on [insert date] at [insert time]. Please ensure you check out on time, as the cleaning company will arrive shortly after checkout. To check-in, you can find the rental keys in my lockbox which is at [insert location]. The passcode is [insert passcode]. After checking out, please place the keys back in the lockbox.
Please take note of the following house rules:
- [insert rule]
- [insert rule]
- [insert rule]
- [insert rule]
- [inseet rule]
Wi-Fi: Our Wi-Fi network is [insert network name] and the password is [insert password]. If you have any problems with the Wi-Fi connectivity please don’t hesitate to contact me.
Appliances: The property has several household appliances which you are welcome to use. Here are the instructions:
- The laundry machine — insert instructions
- The dishwasher — insert instructions
- The oven — insert instructions
- The microwave — insert instruction
Things to do: [City or a town name] has a lot to offer for solo travelers and families. Some fun activities I can recommend are [insert an activity] at [insert place] as well as [insert an activity] at [insert place].
Emergency contacts: Here is a list of essential numbers in case you need them:
- The local police station — [insert number]
- The local fire station — [insert number]
- The local hospital — [insert number]
- Emergency ambulance — [insert number]
- The national emergency hotline — [insert number]
- [Insert private security company name] security services — [insert number
Please don’t hesitate to get in touch with me should you have any questions or need anything. I’d be delighted to assist you! My cellphone number is [insert number] and my email address is [insert number].
For more information, please refer to the welcome book which you can find in [insert room or area].Wishing you a happy and memorable stay!
[insert your name]
How to Make Your Letter Eye-catching and Attractive?
The more attractive your Airbnb welcome letter looks, the more likely guests will want to read it. Choosing a pre-set template for your welcome letter can make it look more appealing, as well as adding a logo. You don’t need to go overboard, a few simple edits to spruce up your welcome letter should do the trick.
An Airbnb welcome letter can help to make guests feel welcomed and make their stay more comfortable, which can increase your bookings and lead to better reviews.