Airbnb Welcome Letter: What to Include, Examples & Free Template (2025)
If you’re an Airbnb host, you already know how important guest communication is. But here’s the thing: it’s not just about logistics—it’s about setting the tone for a 5-star experience. And that starts with a warm, well-timed welcome message.
A well-crafted Airbnb welcome message sets expectations, answers key questions, and puts guests at ease. But crafting the right message can be tricky. How do you strike the right tone? What details matter most? How do you avoid overwhelming your guests?
In this guide, we’ll show you how to write a thoughtful, guest-focused welcome message that builds trust. Plus, you’ll get a free, customizable Airbnb welcome letter template to help you impress guests before they even walk through the door.
Welcome guests like a pro. Download your free Airbnb welcome letter template.
What to Include in Your Airbnb Welcome Message
The best welcome messages are short, friendly, and packed with value. Here’s what to include:
1. A Personal Greeting
Use your guest’s first name. Say thank you. And let them know you’re excited to host them!
Hi Jordan, thanks so much for choosing our lakeside cabin! We’re excited to host your fall getaway.
2. Check-In Instructions
Share the check-in time and the exact steps they need to access the property.
You can check in anytime after 3 PM using the keypad at the front door. Your code is 9413# and will be active during your stay.
3. Wi-Fi and Essentials Details
Guests often look for this info first, so make it easy to find.
Wi-Fi: DriftwoodGuest | Password: welcomehome2025
4. Local Tips
Help guests feel like locals. Recommend a favorite café, trail, or nearby market.
Try Sunday Market Café for breakfast—it’s just a 5-minute walk and a local favorite.
5. House Rules (Keep It Light)
You don’t need to list every rule, just the essentials. Keep the tone kind and professional. The complete list of do’s and don’ts should live in your house manual or welcome guide.
We ask that guests observe quiet hours after 10 PM and kindly refrain from smoking inside. Full details in our house manual.
6. A Friendly Sign-Off
Let them know you’re here to help and how to get in touch.
If you need anything at all, just message us on Airbnb or text (555) 123-4567. Enjoy your stay!
Airbnb Welcome Letter Examples
Ready to create your own Airbnb welcome letter? Before you dive into our free template, take a look at these examples to see what makes a guest message great, and where there’s room to level up.
Each sample Airbnb welcome letter highlights a unique tone, structure, and level of personalization. These examples will help you find your own hosting voice.
Example A: Townhouse in Lisbon, Portugal
This example of an Airbnb welcome letter shows how a personal touch can go a long way.
What we like:
Personalized with the guest’s first name
Shares a brief, charming story about the property’s history
Encourages guests to reach out with clear contact details
Room for improvement:
Amenities details would be better placed in a separate guidebook
Could highlight more exciting local recommendations to build anticipation
Focuses a bit too heavily on house rules
Takeaway: Personal stories build warmth, but balance practicality with inspiration.
Example B: Apartment in San Francisco, California
A clean, information-packed Airbnb host welcome letter, but missing the human element.
What we like:
Includes essential property info, like the full address
Clearly outlines check-in and check-out times
Directs guests to the digital house manual
Where it falls short:
Lacks a personal greeting or host personality
Doesn’t invite communication or questions
No mention of local attractions or hidden gems
Takeaway: An informative letter is good, but adding warmth and hospitality makes it memorable.
Example C: Countryside Lodge in Ellesmere, UK
This example of Airbnb welcome letter strikes an emotional chord and makes guests feel excited about their stay.
What shines:
Highlights unique experiences and nearby activities
Warm, enthusiastic tone reflects the host’s personality
Provides links to more information (like the digital guide)
What’s missing:
No clear instructions on how or when to contact the host
Takeaway: Tone matters, but don’t forget to pair friendliness with helpful logistics.
Airbnb Welcome Letter Template
Now that you’ve explored these examples of Airbnb welcome letters and know what to include, it’s time to create your own. Our free Airbnb welcome letter template pulls the best elements from all three samples—hospitality, clarity, and personality—and wraps them into one easy-to-edit message. Use it to impress guests from the moment they book.
How to Send Your Airbnb Welcome Letter
Once you’ve created the perfect welcome letter, here’s how to deliver it:
Airbnb Messaging Tool
Use Airbnb’s “Saved Messages” feature to quickly drop your template into a chat. This works best if you’re only managing a few bookings.
Operto Guest (Recommended)
With Operto Guest, you can customize and automate guest messages before, during, and after their stay, ensuring timely and relevant communication.
Plus, your guests will enjoy instant access to an easy-to-use web app, with no need for downloads or account creation when they want to find out about their stay or message you.
It lets you:
Personalize every message
Include dynamic links (to your digital guidebook or house manual, for example)
Deliver everything via a sleek, no-login-needed web app
Print a Copy On-Site
Even in the age of mobile messaging, a printed welcome letter can still feel special. If you decide to print it, place it on the counter or with a small welcome gift so guests can find it right away.
Final thoughts
A great Airbnb welcome message makes a difference your guests will notice—and remember.
It turns basic instructions into hospitality, builds confidence before arrival, and sets the stage for a 5-star experience. And with Operto, you can deliver that message at scale, every time, without the manual follow-up.
Use this guide to write your own, automate it with Operto, and make it a repeatable part of your guest experience. Because every 5-star stay starts with a great first message.
Frequently asked questions
Should you still send a welcome message?
In short: yes.
Even if your property has a house manual, a welcome message is more personal, better timed, and instantly digestible. It offers a soft introduction, builds connection, and reassures your guest that you’ve thought of everything.
Should I send my welcome message before or after check-in?
It’s best to send your welcome message 24–48 hours before check-in. That way, your guest is thinking about their trip and will be more likely to read it. You can also follow up with a short message after arrival to check in and offer help.
What’s the difference between a welcome letter and a house manual?
Your welcome letter is short and guest-facing—it’s about making a great first impression. Your house manual is more detailed and includes full instructions, policies, and emergency info. Think of the welcome letter as your friendly highlight reel and the house manual as your guest’s go-to reference.
Can I automate Airbnb welcome messages?
Absolutely. With tools like Operto Guest, you can easily automate personalized welcome messages based on booking data. You’ll save time, reduce missed messages, and ensure a consistent experience for every guest.