Is Airbnb guest communication eating up your time? Then it's time to start using message templates. One of the most important messages to send your guests is an Airbnb welcome letter.

It’s not only necessary for providing check-in instructions but it’s also an opportunity for short-term rental property managers to make a great first impression.

In this blog post, we’ll show you exactly how to write an Airbnb welcome letter. You’ll also find a free Airbnb welcome letter template to use at your discretion. And, we’ll give you some tips on how to automate your Airbnb messaging.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today! 

What is an Airbnb Welcome Letter?

A welcome letter is one of the most important parts of the standard Airbnb message flow. Hosts typically send it to greet their guests, provide them with essential check-in information, directions, key handover instructions, and more.

It’s a fantastic opportunity to show your guests that you care: and if they see just how concerned you are about their comfort, they’ll be more likely to leave raving reviews.

When Should You Send a Welcome Letter?

The best time to send a welcome message for guests is the day before check-in. This way, your guests will receive all the information they need on time.

What to Include in Your Airbnb Welcome Letter

Apart from check-in instructions, you can include lots of different points in your Airbnb welcome letter. For example, you can take extracts from your house manual, jot down a few recommendations for local attractions, and give your guests practical tips to improve their stay.

Don’t shy away from adding a bit of style and humor to your welcome letter! Guests love a short-term rental host who comes off as friendly and approachable.

Here’s what to say in your Airbnb welcome letter:

Airbnb Welcome Letter Checklist

1. Personal greeting

Start your welcome message for guests with a warm greeting. It shouldn’t be too long: just enough to make the guest feel welcome. If you’re using a messaging automation tool like Host Tools, you can add tags that will automatically pull information like the guest’s name from bookings. This will help you give the message a personal touch.

Airbnb welcome letter

2. Address and directions

It’s imperative that you write down your property’s exact address at the beginning of the welcome letter. This is the first piece of information that guests will need on their way to your place. If you want to be extra helpful, you can include a Google Maps or Apple Maps link.

In the same section, you can also give directions to your vacation rental – especially if it’s a bit tricky to find.

Airbnb Welcome Letter

3. Parking instructions

Parking is a major concern in most big cities and drive-to destinations. Your guests will want to know where they can safely park their cars. Include parking instructions towards the top of your welcome letter.

Airbnb welcome letter

4. Key handover or keyless entry instructions

The next piece of information your guests will need is how to enter your property. This section of the welcome letter will vary depending on how you do check-ins.

If you’re doing in-person meet-and-greets to hand over the keys, you can simply ask your guests to ring the bell, call, or text when they arrive.

On the other hand, if you’re using a keyless entry solution, you need to give more detailed instructions. Smart locks may require a smartphone that’s connected to the property’s wifi network to open. And the use of key safes and drop boxes needs a bit of explanation, too.

Here’s a tip: if the keyless entry method you’ve chosen is not particularly straightforward, include a few images or links to Youtube videos in the welcome letter explaining how to use it. This will make it easier for your guests to figure out how to open doors.

Airbnb welcome letter

5. Wifi

What’s the first thing that guests do when they arrive at an Airbnb? Connect to the wifi. Make sure to include the username and password in the welcome letter so guests can find them easily.

6. Thermostat

It’s important to explain to your guests how to adjust the temperature in your property – and not just for their sake. You need to set some rules. Otherwise, you could end up with insane utility bills at the end of the month – unless you have a smart thermostat that allows you to control the temperature from anywhere.

Airbnb welcome letter

7. Appliances

Is there a trick to using one of your kitchen appliances? This is where you can let your guests know.

8. Things to do

Giving your guests recommendations on things to do is a nice gesture. And, it can help you personalize the welcome letter. Include your favorite restaurant and some activities to do in the area.

9. Practical tips

If you can think of any tips and tricks that would make your guests’ stay just a little better, list them here. They’ll appreciate that you’re such a thoughtful host.

10. House rules

Take advantage of the welcome letter to recap your most important house rules. Provide a more detailed version of your rules in a welcome book or a welcome app.

11. Contact information

And lastly, leave your contact information at the bottom of the message so guests can reach out to you with questions.

Welcome Letter Template

Here’s a sample Airbnb welcome letter. Feel free to copy it, and customize it to your Airbnb rental:

“Hi {{Guest First Name}},

Just wanted to touch base and give you some more information about your stay. You are welcome to check-in anytime after {{Check-In Time}} {{Check-In Date}}. Your checkout time is {{Check-Out Time}} {{Check-Out Date}}.

Here’s everything you need to know:

100 South Main Street, Seattle, Washington, 98104
Apartment 4b

The apartment building is super easy to find. It’s right across the street from a Japanese restaurant. 

There’s no private parking but you can park your car in a free spot on the street. 

The main door has a digital lock: all you need to do is put in the access code that you’ll receive in an email. Take the elevator to the 4th floor and use the same code to open the door to the apartment. 

The wifi network is CozySeattleLoft and the password is WelcomeToSeattle. 

You can adjust the temperature using the thermostat on the living room wall or the remote control on the kitchen table. However, please try to keep it between 70 and 78 degrees, and don’t leave the A/C running when you leave the apartment. 

The washer and dryer are in the kitchen. You’ll find the user manual in the bottom drawer.

The coffee machine is easier to use than it looks: just follow the instructions on the side. Capsules are in the cupboard above. 

There’s a lot to do in this part of town. Take a walk in Occidental Park, sign up for a wine tasting in The Wine Room, and go restaurant-hopping in Chinatown. 

If you feel like ordering takeout, Postmates has lots of great options. There’s a cheap 24-hour store around the corner and a pharmacy across the street should you need anything. 

Smoking is not allowed in the apartment.
Pets are not allowed.
Parties/events are not allowed.
Please be quiet between 9:00 pm and 8:00 am.
Check-out is at {{Check-Out Time}}.

I hope you enjoy your stay. If you have any questions, please feel free to contact me.”

How to Automate Your Airbnb Welcome Letter

Now you’ve got a perfect Airbnb welcome letter template. But how are you going to send it to your guests? One option is to copy and paste the message each time, personalize it, and send it manually. Or, you could save yourself a lot of time by using a messaging automation tool like Host Tools.

Host Tools has built-in message templates that you can tailor to your needs. Plus, you can create message rules and set up triggers so they get sent automatically. This way, you can build a message flow for the entire booking process and communicate with your guests without having to type a single word.

By automating your Airbnb messaging, you can save time and provide an impeccable guest experience.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today! 

Leave reply