As a property manager or host, creating a memorable guest experience is essential to improve guest satisfaction, build loyalty, and secure positive reviews. In today’s competitive vacation rental market, standing out requires extra attention to detail and, often, a unique element.
One effective way to achieve this is through a warm and thoughtful welcome. In this post, we’ll dive into the importance of personalized welcome messages for your guests and provide some examples of how you can enhance their experience from the start.
What is a welcome message?
A nicely crafted welcome message or greeting is a personal greeting you leave for your guests upon their arrival. As the name implies, it is a note that aims to welcome guests and travelers and provide them with useful information or a nice greeting that helps get their vacation off on the right foot.
Whether your guests come from a portal like Airbnb, Booking.com, or your own website, showcase yourself as a thoughtful host and offer them the best welcome possible.
Do I need a welcome message?
While writing out a full welcome message might not be necessary, the personal touch can help make a great first impression and hopefully lead to happy guests.
Ideally, you want them to feel right at home when they arrive, and setting the tone with a friendly and hand-crafted greeting, even if it is just a few words, can go a long way to achieving this. Remember that good guest communication is key to creating a memorable experience.
Benefits of a rental welcome letter
First and foremost, you establish an immediate personal connection with your guests the second they arrive. We mentioned before the idea of making a good first impression, but this does go a long way.
Remember that they may have been stressed by airport security, tired from the journey itself, or frazzled after trying to pinpoint the exact address in an unfamiliar city.
This is the chance to reassure them that they are in good hands.
How do you write a guest welcome message?
It doesn’t matter if you’re trying to write an Airbnb welcome letter or one for Booking.com or Vrbo, the same process applies. Here are the key points that you should consider when
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Decide on a format
We have a section dedicated to this later on.
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Understand the type of guest
If a family is coming to stay with you (maybe they asked about a cot or kids’ specific needs), then consider tailoring the message to them. If they mentioned they are in the area for an event, think about what info could be valuable to them.
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Gather all of the basic information
You want to get all the need-to-knows together and cross them off like a to-do list. Be sure not to overlook anything important. Don’t worry we have also covered this below.
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Be authentic
Don’t forget that this is your chance to be yourself and a wonderful opportunity for your guests to know there is a human behind their booking. It can be tough not to worry about formality, but being yourself in a welcoming and friendly tone is one of the best bits of advice we can give.
Don’t worry, there is more detail on this later in this blog post.
What to include in a welcome message
There’s no reason to overthink this. Remember that it is often best to keep things simple. But in saying that, think about being authentic and keep in mind what makes your rental property unique. Try to think about why people like to book your accommodation, what type of people usually come to stay, and what the local area has to offer.
With all of that in mind, here are some good topics to keep in mind when getting down to the writing stage:
- Important instructions – Check out details (time, etc), bins, parking instructions, door or gate codes, quiet times, pets, etc.
- Special offers – Perhaps you partner with a local restaurant or scooter service, or maybe you just happen to know of a local restaurant that has a good deal on midweek specials. Be sure to highlight this, too.
- Sightseeing information – Here, you can give a personal recommendation – when is the best time to visit and avoid the crowds, what are some potential scams to look out for, or what hidden gem do the guidebooks not mention?
- Info about public holidays or Sundays – Are supermarkets closed on Sundays? Is there some local festival coming up that is likely to disrupt public transport?
- Personal recommendations – Here is the time to showcase your local expertise. Mention your favorite restaurants, some bars that only the locals know about, or anywhere else that will impress your guests.
- House rules – It can be good to highlight any specific rules you have, potentially regarding smoking, pets, and quiet hours.
- Contact information – It’s a good idea to include your phone number and/or email address once more. Be sure to say you’re available to answer questions or concerns. If you have a team or someone who will handle any issues, be sure to mention this here, also. Even better, use a messaging automation tool so all of your communications are directed to the same portal.
- Emergency contact numbers – Add in the numbers for the police and the fire brigade. This could be vital, so be sure to make this part of the text stand out in some way.
Some other things that you can do are to address your guests directly by their first or last name. Even leaving them something special, like a little welcome gift, could also go a long way.
What form should your welcome message take?
When it comes to a guest welcome letter, you have three different options.
- Handwritten – This is certainly the most authentic and personal touch. It will likely be the most time-consuming and might not be possible for some of you who manage multiple properties in multiple locations.
- Printout with a signature – If handwritten isn’t an option, then a typed letter with your signature is a suitable substitution.
- Digitally – An email, text message, in-app message, or WhatsApp message can also suffice, but they feel slightly less personal. Also, there is a chance that they get lost in the shuffle of digital messages your guests likely receive every day. A digital message is probably most useful for those who manage their rental(s) remotely. Airbnb and Booking.com also let you schedule automated messages.
Finally, you can always include a nice bespoke welcome message in your Guest Guide book. This way, your guests will have all the information they need to have a pleasant stay in your rental in the same digital document.
On the check-in day, you can resend this guide so they have it right at the top of their email list.
Free welcome message template example
Not sure what a well-written welcome letter looks like? Unsure where to start or how exactly your personalized message should sound? Don’t worry we have you covered because we have some examples of welcome messages or letter templates.
Airbnb welcome letter template
Dear [Guest Name],
Welcome to [Your Rental Property Name]! We are thrilled that you chose to stay with us for your visit to [City/Town]. We hope you find our home as cozy and welcoming as we’ve designed it to be.
Your comfort and enjoyment are our top priorities, and we hope that you have a wonderful and relaxing experience.
If you’re looking for a few local recommendations to make your stay even more enjoyable, we’ve got you covered! For a delicious meal, we highly recommend trying [Restaurant Name], located just [distance/time from property].
They offer a fantastic [cuisine] menu, perfect for a memorable dining experience. My personal favorite is the [specific dish], but feel free to order whatever takes your fancy. You can’t go wrong with anything they have on offer.
For a bit of adventure, you won’t want to miss [Experience/Attraction Name]. It’s a great way to immerse yourself in the local culture and scenery, whether you’re looking for a fun day out or a unique experience to remember.
For your peace of mind, here is some important contact information:
Local Police Department: [Police Department Phone Number]
Fire Department: [Fire Department Phone Number]
Emergency Services: Dial XXX (for emergencies)
Wi-Fi password: XXX
If you have any questions or need assistance during your stay, please don’t hesitate to reach out to me directly at [Your Phone Number]. Whether it’s a small request or something urgent, I’m here to ensure your stay is as smooth and enjoyable as possible.
Warm regards,
[Your signature]
Hotel or Aparthotel welcome message template
Dear [Guest Name],
Welcome to [Property Name]. We are truly honored that your family has chosen to stay with us during your visit to [City/Town]. It is also our sincere pleasure to ensure your experience is both exceptional and memorable. Our dedicated team is at your service throughout your stay, and we are committed to meeting any request or need you may have.
During your time with us, we highly recommend visiting the [Local Arts Festival], which will be taking place this weekend, from Friday through Sunday evening. This exclusive event celebrates the finest in local art, culture, and live performances. No tickets are required for the festival, allowing you to freely enjoy all it has to offer at your leisure.
For your convenience, we have provided a detailed map of the area in your room, It highlights key local sights as well as transport links. Whether you wish to explore historic landmarks, indulge in the finest shopping, or simply enjoy the natural beauty of the surroundings, the map will serve as a useful guide to help enhance your experience.
Please be reminded that check-out time is [time]. Should you wish to extend your stay and enjoy a more leisurely departure, we offer a late check-out option for an additional fee. Our team would be delighted to assist you in arranging this.
Once again, thank you for selecting [Property Name] and we hope your stay with us exceeds all expectations. Please do not hesitate to reach out to any member of our team for assistance or special requests.
With warm regards,
[Your signature]
- [Police Department Phone Number]
- [Fire Department Phone Number]
- Dial XXX (for emergencies)
Start by building your digital guidebook
These types of messages and letters are just one thing you can do to ultimately create a positive first impression, generate more 5-star reviews, attract future guests, and hopefully generate more revenue for your vacation rental business. Remember, it is the little things that count, and the more of these little things you do, the bigger the impact they will have.
So why stop here? Let’s keep working towards building your property manager Guest Guide.
