Writing the Perfect Vacation Rental Welcome Letter

As a vacation rental host, one of your top priorities is making your guests feel welcome. The first impression establishes the mood for the entire visit, and a carefully designed welcome letter is a quick, small touch to help your guests feel at home.

A vacation rental welcome letter is not just a note with instructions. It's a chance to connect with guests immediately and share helpful tips for their stay. But how do you write a letter that is both informative and warm? In this article, we'll dive into the details of a well-written welcome letter that'll truly make your guests feel special.

1. Start With a Personal Greeting

The greeting is the first thing your guests will see, so use this to your advantage. Introduce yourself in a personable, upbeat tone to set a welcoming mood and show your guests that their experience matters to you. Begin with something simple and warm like:

• "Welcome to our home!"
• "We're so glad you're here!"
• "Hello and welcome!"

This is your opportunity to show how excited you are to host them. Be sure to personalize with details specific to your guests instead of just generic statements. For example, if you know they're visiting for a special occasion, like a honeymoon or anniversary, acknowledge it with a greeting:

"Welcome to our cozy cottage! We're so excited to have you with us for your anniversary. We wish you the best and hope you enjoy every minute of your stay!"

2. Introduce Yourself (and Your Property)

Write a brief introduction about yourself and your vacation rental. This is your chance to add some personal touches and connect with guests beyond just a faceless listing. If you have a personal story concerning the property, this is an appropriate time to share it. People enjoy learning the history behind a location—it makes their visit feel more special.

For example, you might write:

"We're John and Sarah, and we've been hosting guests at this property for the past five years. This place holds a special spot in our hearts as it was once our family vacation retreat, and we're so happy to share it with you."

Make sure they know you are approachable and willing to answer any questions they may have.

A warm welcome in a vacation rental property

3. Provide Important Information

Although the welcome letter should definitely be warm and friendly, it serves a functional purpose as well. You want to give vacation rental guests all the vital info that will help them be comfortable and have fun during their stay. Here are some examples to get you started:

• Wi-Fi password: Wi-Fi is essential in contemporary living, so give your guests the code to your home network. You can add this to your welcome letter in a nonchalant, casual way so it doesn't feel like a chore. For example, "Go ahead, unwind, and stay connected! Wi-Fi password: Beach123."
• Check-in and check-out instructions: Be clear on check-in and check-out procedures. Inform your guests if there's anything you want them to do when they arrive or leave, like locking up or putting trash in a certain spot. For example, "Check-in is at 3:00 PM, and check-out is by 11:00 AM. (Note: When you check out, please leave the key on the kitchen counter. We'll handle the rest!)
• Emergency contact information: It's always a good idea to add emergency contact information, such as your own phone number, the number of a local emergency service, or a trusted neighbor. For example, "If you need anything during your visit, don't hesitate to call us at 555-123-4567. We're always happy to help!"
• House rules: Be sure to keep this section friendly but clear. A few basic house rules, such as requiring guests to take off their shoes when entering the house or respecting quiet hours, would ensure a trouble-free stay. For example, "We kindly ask that you remove your shoes when entering the home to keep the floors nice and clean. Also, please be mindful of quiet hours after 10:00 PM so everyone can get some rest."

4. Suggest Local Attractions and Activities

One of the best parts of staying in a vacation rental instead of a hotel is experiencing the local culture. In your welcome letter, include a list of your favorite local spots that guests might enjoy. This not only helps them make the most of their trip but also establishes you as an expert in the area.

• Local restaurants: Share a few good places to grab a bite, whether it's off the beaten path or a popular spot. You can say, "For seafood lovers, 'The Blue Crab' down at the pier is a must. Their clam chowder is legendary!"
• Outdoor activities: If your area is famous for hiking, fishing, or other outdoor activities, mention it. Guests love getting insider tips on where to explore. For example, you can say, "If you want some beautiful views, hike up Pine Hill Trail—it's 15 minutes away and get an incredible view of the coastline."
• Family-friendly spots: For guests traveling with young children, suggest a few kid-friendly activities. For example, "The kids will enjoy the Nature Discovery Center, which allows them to touch local wildlife and learn the area's ecology!"

How to write a great vacation rental welcome letter or welcome book

5. End With a Warm Farewell

To wrap up your note, express your gratitude for their visit and let them know you're available if they have any questions or need assistance during their stay. For example: "We're so glad you chose to stay with us, and we hope you have an amazing time. If you need anything at all, don't hesitate to reach out. Enjoy your stay and make lots of wonderful memories!"

If you want to go the extra mile, you can offer your guests a complimentary welcome basket or a bottle of wine and local treats to take with them. These little touches make a world of difference.

Time to Write Your Vacation Rental Welcome Letter

Now that you have all the tips and tricks for the perfect vacation rental welcome letter, it's up to you to put pen to paper (or fingers to keyboard!). A personalized welcome note can turn one-off visitors into repeat guests and strengthen their bond with you.

And while you're creating a welcoming experience, remember that platforms like Houfy offer an excellent direct booking solution for your vacation rental business. With Houfy, you can communicate directly with guests, manage your bookings easily, and keep more of your hard-earned money. Not on Houfy yet? List your property today!