8 Essential Items for Your Vacation Rental Welcome Letter

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!

Don’t see the form to download the Welcome Letter Sample? Click here.

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.

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

If you do it right, this welcome letter will do the following:

  • Connect with your guests and show them that you’re committed to delivering a 5-star experience.
  • Make them feel welcomed, special and like they can expect a comfortable stay
  • Point guests towards the information they need to know in order to avoid any sense of confusion or miscommunication.
  • Remind them of any house rules they need to follow.

Read on to learn how to write a vacation rental welcome letter that will make your guests feel at home while providing them all the necessary and useful information about their stay.

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 eight things you can think about including in your welcome letter:

1. Add your personal touch

A welcome letter isn’t a contract, so set aside all the business lingo and write with a conversational and warm tone that’s true to you and your business personality. Share any fond memories or what you love about your property – don’t be afraid to get a bit personal!

2. 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. It can be as simple as wishing a great reunion for their family or happy birthday for their guest of honor. This will help them feel welcomed and assured that they have your full attention during their stay.

writing a vacation rental welcome letter

3. 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.

4. 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.

5. 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!

6. Recap Important House Rules

Although you will probably leave your house rules in your welcome book, you can use your vacation rental welcome letter to reiterate the most important rules. Quiet hours after 11 pm? No pets allowed? Remind your guests that there are some rules to follow and that they can refer to your welcome book if they have questions.

7. 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.

8. 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.

Vacation Rental Welcome Letter Sample

If you’re on the lookout for a vacation rental welcome letter template that you can adapt to your business, you can download the welcome letter sample we’ve created just for you.

You can leave easily print it out, fill in the gaps and leave it on the kitchen table with your welcome book or on the master bedroom if you want to make sure that it gets read.

Here is vacation rental welcome letter sample that you can repurpose for your own needs and use on any vacation rental platform:

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