Vacation Rental Welcome Letter: Template + Writing Guide

Write a warm welcome letter for your guests with this step-by-step guide and our free template.

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Get more tips & ideas in our Airbnb Host Checklist!

Your vacation rental welcome letter is your chance to show your guests that you care, even if you can’t meet them in person. It’s your way of connecting with them and making a strong first impression. 

If you need help writing a welcoming letter, this guide is here to take you through every step. We’ve also included a template at the end that you can customize and use right away. Let’s make sure your guests feel appreciated from the moment they arrive.

Should You Write a Vacation Rental Welcome Letter?

Absolutely! It’s a great way to ensure guests feel welcome and informed about their stay. 

Writing a vacation rental welcome letter helps you prevent misunderstandings as you’ll give them the lowdown on what to expect and how to make the most of their time at your place. It also lets you present yourself as a caring host who wants their guests to enjoy their stay to the fullest.

How to Write a Vacation Rental Welcome Letter

Here’s a step-by-step guide to help you write a warm and informative welcome letter:

  1. Start with a Greeting: Begin your letter by welcoming your guests to your vacation rental property. Use friendly language to set a positive tone for their stay.
  2. Express Gratitude: Thank your guests for choosing your vacation rental for their stay. This little addition can make your guests feel appreciated and valued.
  3. Introduce Yourself: Briefly introduce yourself to add some personality to the letter. You can even throw in some fun facts about yourself or your property.
  4. Provide Essential Information: Include important details about the property, such as the address, check-in and check-out times, house rules, amenities, and similar (more on this later).
  5. Include a Warm Closing: End your welcome letter with another thank you and encourage your guests to reach out if they need anything.

What Should You Include in Your Letter?

Here are some essential items to cover in your welcome letter. You can add more elements or rearrange them however you prefer.

  • Property Details: Share the property address and any instructions on how to get in, like the lockbox code or where to pick up keys.
  • Check-In and Check-Out Times: State the check-in and check-out times.
  • Contact Information: Let your guests know who they can contact if they have any questions or concerns, whether that’s you or your property manager.
  • Wi-Fi: Provide information about the Wi-Fi network and password so guests can connect to the internet when they arrive.
  • House Rules: List the most important rules or guidelines, such as noise levels, smoking, pets, and similar. See our guide for ideas on setting house rules to find out what rules work for you.
  • Amenities: If there are any special features or amenities available to guests (like parking, laundry facilities, and pool access) briefly mention them in the letter. Refer the guests to your welcome book or guidebook for more detailed information.
  • Check-Out Instructions: Inform guests about the check-out process, including any tasks they need to complete before leaving such as washing dishes, taking out the trash, and so on.
  • Local Attractions and Recommendations: Make the letter more valuable to guests by offering suggestions for local attractions, restaurants, shops, and activities that guests can enjoy.
  • Emergency Contact Information: Provide contact information for emergency situations, such as medical emergencies.

Tips to Writing a Welcome Letter to Your Guests

If you really want to ace the welcome letter-writing game, keep these tips in mind:

  • Use Each Guest’s Name: Using the same template for all guests is fine, but adding their names can make it more personal and special.
  • Keep it Concise: The letter should be informative, but it should still be a letter, not a guidebook. Keep it concise and to the point, and let them know that they can find more information about amenities and features in your welcome book. 
  • Add a Personal Touch: Customize your welcome letter for a personal touch. For example, you can suggest activities based on your guests’ interests, acknowledge special occasions like birthdays or anniversaries, or mention their travel plans.
  • Proofread: You don’t want to send a welcome letter with the guest’s name or property address misspelled, right? So, before sending the welcome letter to your guests, proofread it to catch any typos or errors. To make sure that no error slips through, use a proofreading app like Grammarly.

Vacation Rental Welcome Letter vs Airbnb Welcome Letter: What’s the Difference?

There’s no big difference, except that you can use a vacation rental welcome letter for bookings through various channels, while an Airbnb welcome letter is tailored for guests booking through Airbnb. 

The Airbnb welcome letter might have details specific to Airbnb, like how to access the property using the Airbnb app or following check-in instructions shared through Airbnb. The same applies to the Vrbo welcome letter. It’s just a variant of the vacation rental welcome letter with Vrbo-specific details.

If you’d like to personalize your welcome letter for Airbnb guests, head to our guide on how to write an Airbnb welcome letter.

Vacation Rental Welcome Letter Template

Hi [Guest Names],

Welcome to [Your Vacation Rental Name]! I’m [Your Name], and I’m excited to be your host during your stay. 

Thank you for choosing our cozy retreat for your getaway. I hope your trip from [Guest’s Location] was pleasant and comfortable. 

You can check in any time after [Check-in Time]. The keys are in the lockbox by the front door, and the code is [Lockbox Passcode]. Please remember to return the keys to the lockbox when you check out at [Check-out Time].

Before you head out, kindly tidy up any dishes, dispose of trash properly, and ensure all appliances are turned off.

Please take a moment to review our house rules:

  • No smoking inside the property.
  • Please be mindful of noise levels after [Quiet Hours Time].
  • Parties or events are not allowed.
  • The WiFi network is named [WiFi Network Name] and the password is [WiFi Password].

Feel free to use any of the appliances during your stay. Here are some simple instructions:

  • [Instruction]
  • [Instruction]
  • [Instruction]

If you’re looking for recommendations, I suggest trying out the local restaurant, [Local Restaurant Name], known for its [Restaurant Specialty]. Our guests also enjoy exploring the nearby hiking trail at [Local Attraction/Activity].

You can find more information about house rules and local attractions in our welcome book so be sure to check it out.

If you have any questions or need help during your stay, please don’t hesitate to get in touch at  [Your Phone Number]. I want to make sure you have a fantastic time here at [Your Vacation Rental Name]!

Warm regards,

[Your Name]

Final Thoughts

There you have it. Simply follow these easy guidelines or tweak the template, and your welcome letter is good to go. It won’t take much time, but it’ll really make your guests feel special and ensure that they can make the most out of their stay. 

Remember, even a small gesture like this can leave a big impression on your guests and encourage them to leave a glowing review.

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