Here’s How to Write an Airbnb Welcome Letter + Template

Follow these essential tips to write an awesome Airbnb welcome letter, or take advantage of the free template for a quick and stress-free process.

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In hospitality, first impressions matter most. That’s why a great Airbnb stay often starts with a warm welcome letter that sets the tone and rules for your guests’ visit. 

Today, we’re sharing tips for writing a welcome letter, along with examples and a free template you can edit and use right away.

What’s an Airbnb Welcome Letter?

An Airbnb welcome letter is a friendly note or document that hosts give to guests as a warm greeting, with all the important information guests need to know about their stay. This gives hosts a chance to introduce themselves and explain the house rules.

It typically includes instructions for check-in and check-out, guidelines, recommendations, contact information for the host or property manager, and any additional details that could be important for guests.

A well-written welcome message for Airbnb guests is a valuable tool for hosts because it makes guests feel welcome and prevents misunderstandings by setting clear expectations. 

What Should You Include in Your Letter?

To make sure that you don’t miss out on anything relevant, here are some essentials that you should include in the letter. Feel free to mix up the order as this is just a guide to help you create your own Airbnb welcome letter template.

  • Warm greeting: Start with a friendly welcome message to make your guests feel at home.
  • Check-in and check-out instructions: Outline the process for checking in and checking out, including specific times, information on the code for the lockbox or where to find the keys, and check-out procedures they need to follow.
  • House rules: Detail any rules you have for your rental such as no smoking, quiet hours, or pet policies. Our guide on how to write Airbnb house rules can reveal more about what rules you can set.
  • Contact information: Give guests your contact information, including phone number and email as well as local emergency contact number.
  • Wifi network and password: Share the Wifi network name and password.
  • Amenities and features: Highlight any amenities or features of your property that guests might find useful, such as a fully stocked kitchen, laundry facilities, or a pool. If you have special instructions on how to use some appliances, share those as well.
  • Local recommendations: For a friendly touch, offer recommendations for local restaurants, shops, attractions, or activities to help guests make the most of their time in the area.
  • Thank You Message: End the letter with a sincere thank you for choosing to stay at your property and a hope that they have a wonderful stay.

Tips to Writing a Welcome Letter to Your Guests

The way you write your letter matters as much as what you put in it. So, to make sure your letter hits the mark, follow these tips:

  • Be warm and friendly: Your tone should be approachable and inviting like you’re welcoming a friend into your home.
  • Address the guests by their name: While you can use the same template for every guest, personalize it by addressing guests by their name to make them feel more special.
  • Keep it clear and concise: Keep your letter concise and easy to read. Focus on the most important information your guests need to know, and refer them to other documents like your house rules or vacation rental guidebook for more information. 
  • Make it visually appealing: Never underestimate the power of aesthetics, so your messages should also be nice to look at. You can add some flair to it by using Canva or a similar platform.
  • Be Professional: While it’s important to be friendly, maintain a professional tone throughout the letter.

Examples

Here are a couple of welcome letter examples to inspire you.

Example #1

Hi Anna and Mark,

Welcome to “Sunset Haven”! I trust your journey from Chicago was pleasant and comfortable. Let me introduce myself – I’m Sarah, your host for this stay. By day, I work in marketing, but my real passion lies in ensuring my guests have an unforgettable experience here at my Airbnb property!

Your check-in time is 3:00 PM. You’ll find the rental keys in the lockbox located by the front door. The passcode is 9876. Please remember to return the keys to the lockbox upon check-out.

Check-out time is at 11:00 AM. Before you leave, kindly ensure that all dishes are washed, trash is disposed of properly, and the fireplace is turned off.

Please take note of the house rules:

  • No smoking inside the property.
  • Pets are not allowed.
  • Please respect the neighbors and keep noise levels down after 10:00 PM.
  • Parties or events are not permitted.
  • Please ensure all doors and windows are securely locked when leaving the property.

The WiFi network name is “SunsetHaven” and the password is “BeachBliss2024”.

Feel free to use all appliances during your stay. Here are the instructions:

  • The oven – Set the desired temperature and press start.
  • The microwave – Enter the cooking time and press start.
  • The dishwasher – Load dishes, add detergent, and select the appropriate cycle.
  • The washing machine – Add detergent, select the desired cycle, and press start.
  • The Smart TV – Use the remote to navigate through channels and streaming services.

If you’re looking for recommendations, I suggest trying out the local seafood restaurant, “Catch of the Day,” known for its fresh catches and waterfront dining. Another favorite spot among guests is the nearby hiking trail at Pine Ridge Park, perfect for a morning stroll or a scenic picnic.

If you need to reach me, you can call or text me at 555-5678. Alternatively, you can email me at sarah@sunsethaven.com. Don’t hesitate to reach out if you have any questions or need assistance. I’m here to ensure you have the best stay possible.

Wishing you a fantastic time at Sunset Haven!

Warm regards,

Sarah

Example #2

Hi James,

Thank you very much for booking your stay at “Tranquil Retreat” and for choosing our cozy abode for your stay. We’re thrilled to have you experience the charm and comfort of our little slice of paradise.

You are free to check in anytime after 3:00 PM, but you will have to check out by 11:00 AM to give time for the cleaning crew to prepare the place for the next guest. Your door access code is 1234. It will be active from the time of check-in.

The Wi-Fi network name is TranquilRetreatWiFi, and the password is Relax2024.

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

  • Please park your car just outside the building on the right.
  • 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 our Netflix subscription.

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 so as 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 (:

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 555-1234. For other matters, send me a message on Airbnb.

Once again, thank you for choosing “Tranquil Retreat” during your trip here in Seattle.

I hope you’ll have a wonderful stay.

Alex

Template

With this template, you’re welcome letter can be ready in minutes. Just add your personal touch and it’s good to go.

A Guide to Vacation Rental Analytics Tools

Hi [Guest’s Name],

Welcome to [Your Property Name]! We are thrilled to have you as our guest and hope you have a wonderful stay. Here are some important information you should know.

Your check-in is at [Insert check-in time]. Keys are in the lockbox by the front door, and the code is [Insert the code]. Check-out time is [Insert check-out time], and please don’t forget to return the keys to the lockbox.


We would greatly appreciate it if you could follow these house rules:

  • [Insert house rule]
  • [Insert house rule]
  • [Insert house rule]

The Wifi network name is [Insert Wifi network name] and the password is [Insert Password]. 

Here’s some more useful information about our amenities:

  • [Insert information about amenity]
  • [Insert information about amenity]
  • [Insert information about amenity]

If you have any questions about the appliances, you’ll find everything you need in the guidebook.

Looking for a bite to eat? I highly recommend checking out the local restaurant [Insert name of the restaurant], one of my personal favorites. You can find it at [Insert restaurant address].

There’s also a grocery store nearby, just a short [Insert time]-minute walk from the house. You’ll find it at [Insert grocery store address].

If you have any questions or need help during your stay, please don’t hesitate to contact us at [Insert Phone Number] or [Insert Email Address].

Thank you for choosing to stay with us! We hope you have a fantastic time exploring [City/Area] and enjoying all that our property has to offer. If there’s anything we can do to make your stay more enjoyable, please let us know.

Warm regards,

[Your Name]

Final Thoughts

A warm letter is a small gesture that can help you welcome Airbnb guests in style. It gives you a chance to create a cozy atmosphere for your guests, but also to share important details about their stay.

Now that you’ve got these examples and a handy template, we hope that writing a welcome letter will be a stress-free task. Just remember, it’s all about making guests feel at home and helping them have a great time while they’re there. 

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