Airbnb Welcome Letter Template, Tips and Examples

Updated: October 17, 2024

First impressions are important, so you must create a positive atmosphere when guests arrive. A well-drafted Airbnb welcome letter can help build a rapport and make guests feel comfortable when they arrive.

What is an Airbnb Welcome Letter? 

An Airbnb welcome letter introduces your property to your guests, inviting them into your holiday home. It includes general information, house rules, recommendations, and other important instructions about the stay. Consider it a way to establish a connection between you and your guests, even though you are not physically present at the holiday rental. 

What to Include in an Airbnb Welcome Letter? 

An Airbnb welcome letter should be concise yet give all the required information. Here’s a checklist:

1. Greeting with guest names: Create a personalized greeting addressing your guests by their names. “Dear Alex, welcome to your home away from home.” This approach is friendlier than that of a “Dear valued guest.”
2. Address and directions: Provide the exact address and directions to reach the vacation home. Provide close landmarks.
3. Your contact details: Provide your or the property manager’s contact number. Place a separate Airbnb welcome book near your welcome letter. This details essential services around the locality, such as grocery stores, restaurants, cafes, or emergency contacts like hospital clinics. 
4. Check-in and check-out information: Provide instructions for self-check-in and check-out. Let them know where to find the keys and specific Airbnb checkout instructions.
5. Amenity details: Your welcome letter should acquaint the guest with your home. Share what amenities are available, their usage instructions, and related information. For example, note down the WiFi name and password. If there are particular settings required for the TV connection, mention those. 
6. House rules: Highlight the most important house rules that guests should be mindful of, such as quiet hours, pool timings, designated smoking/drinking areas, etc. Don’t mention all the rules to avoid making a restrictive impression. 
7. Local recommendations: Be a good host by providing a few recommendations about what they could try around your property. It could be a beautiful viewpoint, an Airbnb experience, or a restaurant famous for its local delicacy. Remember, be suggestive, not compulsive.
8. Other information: Have a line or two about anything the guests should know about their stay. For example, mention the times when a daily cleaning service is provided. 
9. Good wishes and gratitude: End your welcome messages for guests by wishing them a wonderful stay. Thank them for booking your property and make them feel delighted to visit again. It provides a heartwarming end to your letter.

Where to Deliver Your Airbnb Welcome Letter?

Airbnb hosts can choose multiple ways to give welcome messages to guests. It depends on when you want them to receive it: right after booking confirmations or when they are about to arrive.

• In-App Messages: Send direct messages via the Airbnb inbox by attaching a link to the welcome letter document close to the arrival date.
• Email: Send your guests a welcome to your Airbnb email. It is ideal to send it a day or two before their arrival date.
• Printable at the property: Even if you send the welcome letters digitally, keep a printable copy at the property, preferably near the door or on the living room table. A printable ensures everyone has easy access to house rules, contact numbers, and other details, especially in larger groups. 

Tips to Make an Airbnb Welcome Letter Stand Out

A welcome message makes the first impression when your guests are about to arrive. Here’s how to make a good one that stands out: 

• Give personal details: Adding a personal story or a few lines about what you do will give context and form a connection. They will know a bit more about you than you as their Airbnb host. For example, if you hosted a celebrity, you can add the story of their visit in your welcome letter. Or if your property itself has an interesting story, that can also be mentioned in the welcome letter.
• Add humor: Ditch the strict instruction manual language. Plug in a joke or a funny story to add an element of friendliness while also alerting them about something. For example, ‘Our pool has a strict ‘no midnight’ policy. Under the moonlight, the pool is playtime for mermaids ;)’
• Personalize better: If you know the reason for their holiday at your property, like celebrating a birthday or anniversary, you can add a personal touch to your welcome letter by sending your best wishes to the family. If a family is visiting to celebrate the 18th birthday of their child, you can add a personalized wish to the kid and also add information on the best restaurants and cafes nearby for a birthday lunch/dinner in the Airbnb welcome letter. This will make them feel more seen and welcome in your property.

Things to Avoid In Your Airbnb Welcome Letter

Here are some final things to keep in mind when you finalize your Airbnb welcome letter template:

1. Lengthy message: Your welcome messages for guests should not exceed pages. Don’t make them essayist; limit them to a few short paragraphs with bullet pointers wherever required. 
2. Negative words: If your letter persistently uses words like “don’t/not allowed/keep away,” reduce them. They will cast a negative and strict impression of you as a host. 
3. Preachy about you: A welcome letter has to be more about the guests having a good time. While you can mention a personal anecdote or your special connection to the property, ensure it isn’t boastful. 

Conclusion

Airbnb welcome letter is not a formality but a way to win over your guests with your services. It will make them feel at ease and also appreciative of your hosting with care. If guests truly enjoyed their stay at your property, they will be prompted to write detailed reviews. An Airbnb welcome letter template can also be a great starting point. 

Add an Airbnb Welcome Book to your welcome kit!

An Airbnb welcome book is a detailed version of the welcome letter. This will help you expand about the locality and provide tourist details to your guests. This will lead to less queries and more happy guests.

Download our FREE Template Now!

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