How to Write a Vacation Rental Welcome Letter for Guests

As the owner of a vacation rental property, one of the most important aspects of your job is creating a welcoming atmosphere for guests, which includes positive communication from the very beginning. A vacation rental welcome letter can facilitate this communication without requiring you to be there in person. Use this guide to learn more about the benefits of a welcome letter and how you can write the best letter for your future guests.


You are reading an article from the Customer Experience section of our Ultimate Vacation Rental Business Guide.

See the other articles in this section below:

     • Vacation Rental Concierge Ideas

      ➜ How to Write a Vacation Rental Welcome Letter for Guests

     Vacation Rental Cleaning [Options & Costs]

     Vacation Rental Maintenance [Checklists & Tips]


Why You Need a Vacation Rental Welcome Letter

A vacation rental welcome letter is a great way to show guests that you are invested in making their experience enjoyable, as well as provide them with any information they may need during their stay. It will also help you make a great first impression on your visitors as soon as they enter the property. They will appreciate the time you took to personally greet them and will feel that there is a relationship of mutual respect and trust.

A welcome letter is also a great place to include any specifics about the property so there is no confusion about how things work or how to reach you if there are questions or concerns. Plus, when you highlight beneficial amenities or mention local attractions, it will increase the immediate feeling of excitement that comes at the beginning of an unforgettable vacation.

How to Write a Welcome Letter to Guests

Learning how to write a welcome letter to guests does not have to be complicated or time-consuming. There are a few essential items you want to include, like those mentioned below. After that, it is simply a matter of pulling it all together with an element of caring that makes it feel personal. Consider how you would feel in your guests’ shoes, what kind of tone would put you at ease, and what bits of information would be most helpful to you in their situation.

If you do not live in the area and use a property manager or management service like Grand Welcome Franchise, be sure to make arrangements to have the letter delivered with any other information you wish to provide. We suggest leaving these items on the kitchen counter. You can also add an extra element of luxury by including a welcome basket containing non-perishable food items or pampering products.

Personalized Welcome

While it can be time-consuming to sit down and compose a personal message to each guest, it is simple to include the names of visitors in the greeting. Create a reusable welcome letter template that allows you to insert names and personal details into the greeting and in specific sections of the body as well.

Short Message

Leave a short message expressing well wishes and letting them know where they can find information when needed. Plan to leave your welcome letter with or near any other written information you have provided. In other words, this is not where you would give them restaurant recommendations or instruct them on how to change the thermostat. However, it is a good place to direct them to where they can find these things. Remember to keep the message brief and personal.

Contact Information

You will also want to include any information they will need about how to reach you (or your property manager), as well as how others can reach them while they are staying in your vacation rental. Make sure they have the exact address of your property to make it easier for them to find their way back using a navigational system after exploring the area. Include local emergency numbers in case of a problem.

Checkout Reminders

Again, a more detailed checkout list will be provided with the other information you wish to give your guests, but it can be helpful to leave a quick reminder in your welcome letter. Simply mention the date and time of checkout and where to find more information about how to correctly and efficiently complete the checkout process.

Closing Message

Close your welcome letter with a final statement about how you hope they enjoy their stay, travel safely, and come back again soon. Using a welcome template for guests’ letters will help streamline the process, but remember to take the opportunity to fill in personal details and add a unique element to truly help guests feel welcome.

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Welcome Letter Sample

Check out the following welcome letter sample for ideas or inspiration. You can also use it to help you create your own vacation rental welcome letter template. Items in bold can be changed to fit each unique guest.

123 Address of Property

City, state, Zip

Phone number, if applicable

Warmest Welcome to the Smith Family!

We are so happy you have chosen to come for a visit and hope you had a safe trip from Minnesota. We hope you will treat our home as your own and make yourselves comfortable. Feel free to help yourselves to popcorn, bottled water, and other provided items in the pantry, as well as extra blankets in the closets. Please check the provided materials in the rest of the welcome packet for more information about house rules and how to operate electronics and appliances. We’ve also included a list of our favorite local restaurants and attractions, as well as the nearest grocery store and pharmacy.

Remember that checkout is at 4:00 pm on Friday, June 5th. Please refer to the checkout list in the welcome packet for complete instructions. In the meantime, there is a garbage can outside near the garage for disposing of trash when the cans get full, and you can find extra bags and other cleaning supplies under the sink. 

If you have any questions or concerns, don’t hesitate to call our property manager, John, at 555-555-5555. 

The wifi password is 99999 and the garage door code is 1111.

We hope you enjoy your stay and have a wonderful anniversary weekend!

Joe and Jane Johnson

Grand Welcome Franchise

Grand Welcome offers vacation rentals for every type of traveler, with properties in Hawaii, California, Idaho, and Colorado. We strive to prepare every property before guests’ arrival for an atmosphere of luxury and comfort. We also facilitate the management, maintenance, and marketing components for property owners.

Learn more about how you can list your property with Grand Welcome and earn revenue with our easy and comprehensive management program.

If you are interested in becoming a franchisee with a proven expert in vacation rental management and expand your business while working at home, learn more about Grand Welcome Franchise on our website to find out the franchise opportunity, then contact us to get started right away.