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The quest for achieving great vacation rental reviews increasingly boils down to one key aspect: the guest experience. In other words, their treatment and expectations from the minute they land on your website, to long after they’ve checked out.

To make each and every guest’s experience memorable in the right way, there are plenty of things you can do. You can ensure quick communication, provide guests with a complete welcome book and deliver an overall 5-star hotel-style service. But what’s the one thing you could be missing? A welcome letter!

In this post, we’ll discover what a welcome letter is and why you need one, before going on to look at some tips about what to include.

EXCLUSIVE BONUS: Read to the end of this blog post to download a free and ready-to-go Vacation Rental Welcome Letter which you can use for future reference.

Vacation Rental Welcome Letter

What is a vacation rental welcome letter? Why do I need one?

The name itself is pretty self-explanatory – a welcome letter introduces your guests to your property. The welcome letter has one main purpose: to give guests a personal, warm reception to your home – even when you can’t be there in the flesh.

First impressions are crucial in the vacation rental industry – and guests are always going to remember anything that went wrong! So as well as making sure your home is spotless inside and out for every guest’s arrival, writing a welcome letter will help demonstrate further that you’re a thoughtful host who truly cares about hospitality.

What to include in your vacation rental welcome letter

Now you know why you need a vacation rental welcome letter, let’s move on to what you should include. Good communication is key throughout the whole vacation rental experience, and a welcome letter helps you keep that promise!

Here are six things you can think about including in your welcome letter:

1. A personalized welcome message

We’re not suggesting you write a unique letter for each guest – in the high season that could be quite a feat! But you should always ensure to personalize your template with your incoming guests’ names. This will help them feel welcomed and assured that they have your full attention during their stay.

2. A note about their trip

Though just a small gesture of your interest in guests’ well being, a note saying you hope their journey was comfortable and pleasant will help them feel like you really care.

3. Details about the property

Use this section to remind guests of your property’s exact address. This will help avoid any problems with arriving back to your home after exploring your property’s surroundings.

4. Details about the welcome book and guest book

Most owners and hosts will leave a comprehensive welcome book alongside their welcome letter. This is where guests will be able to find detailed information on your property, the area and any special extras. Be sure to leave the welcome book with the letter. It’s also a good opportunity to remind guests to have a look through your vacation rental guest book and leave their own comments, too!

5. Contact information

While you’ll already have all the local area emergency numbers listed in the welcome pack, it’s wise to leave your own (or your property manager’s) contact details within reach. Remind guests to report any issues or anything they find to be unsatisfactory within the first 24 hours of arrival so you can take measures to sort the problem ASAP.

6. Parting note about enjoying the vacation

It probably goes without saying that you want your guests to have a great stay at your vacation rental, but they’re not going to get annoyed at you for jogging their memory! So sign off your welcome letter with a note about how much you really hope they have a relaxing, enjoyable stay. Your well wishes will help you to score high for customer service when it comes to review time.


Now you know what a welcome letter is and what it should include, all that’s left to do is write it! If you need an extra helping hand with putting pen to paper (or fingers to keyboard), let our template guide you. Simply fill in the blanks!

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6 Essential Items for Your Vacation Rental Welcome Letter
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