A well-written welcome note is a wonderful way to make a great first impression and set a positive, friendly tone for your guests’ entire stay. It’s especially important if you offer self-check-in, as it helps guests feel welcomed and cared for—even without meeting you in person.
A personalized, thoughtfully crafted welcome message helps build your reputation as a host who genuinely cares. It adds a personal touch, making your guests feel special from the moment they step into your space.
Last but not least, your extra effort and warm hospitality can easily lead to glowing 5-star reviews, repeat bookings, and recognition as an excellent host. In this post, I’ll share 3 tips to create a memorable welcome note that will leave a lasting impression on your guests and keep them coming back for more.
Tip 1: Keep It Warm and Friendly
First impressions matter, and a warm, friendly, and personal tone is the best way to start. Your welcome note is your chance to make guests feel informed, special, and—most importantly—at home. And all that even before they unpack their bags.
Tone matters. Use approachable, inviting language that reflects your own voice. When guests sense that the message was written personally by you, it makes them feel even more welcome. Avoid stiff or overly formal wording as it can sound flat and unengaging. Instead, choose words that evoke a positive emotional response. Let your guests know how excited and grateful you are that they chose your place and you have the opportunity to host them.
Example: “Welcome to our cozy Airbnb! We’re so excited to have you here and hope you enjoy your stay in [your city/town].”
A friendly tone helps guests relax and feel more comfortable in your space, setting the stage for a positive experience. Remember, the goal is for them to feel like they’ve arrived at their second home—not just a vacation rental.
To add a personal touch, include a phrase you’d naturally use with a friend, such as: “Let us know if you need anything—we’re just a message away!”
Tip 2: Include Helpful Information
Your welcome note should be short and practical. This is your opportunity to provide guests with the most important information they need for a smooth stay
Start with a warm, personal greeting and include key details like your contact information, the Wi-Fi password, and check-out instructions. Don’t forget to mention any treats you’ve prepared for them in the welcome basket.
Example: “The Wi-Fi password is: [password]. The check-out time is 11 AM, and we’d really appreciate it if you could leave the keys on the kitchen counter.”
If you have a welcome book, mention it as a resource for house rules and local recommendations. If you don’t have one, include the most important house rules and instructions in your welcome note. Add recommendations for nearby attractions, restaurants, activities, and grocery stores to help make your guests’ stay even more enjoyable.
Example: “If you’re in the mood for a coffee, [local coffee shop] is just around the corner and makes the best lattes in town!”
This shows that you care about your guests’ experience and want to ensure they have a great time.
Tip 3: Personalize It!
If you take away just one thing from this post, let it be this: a welcome note should reflect the effort you made to genuinely think about your guests and their stay. Of course, you don’t need to craft each welcome note from scratch. However, make sure to leave space in your template to include personal details you’ve learned about your guests during your pre-arrival communication. If you know something specific about their visit—whether it’s a special occasion or the purpose of their trip—mention it! At the very least, use their name in the greeting—never use impersonal phrases like “Dear Guest.”
If you know they are celebrating an anniversary or birthday, acknowledge it in your note. This small gesture can make their experience feel truly special.
Example: “We’re so happy you’ve chosen to celebrate your anniversary here! We hope you have a wonderful time exploring the area and make many happy memories during your stay.”
Personalizing the note, even in small ways, shows your guests you’ve paid attention to what they had to say. It adds an extra touch that enhances their overall experience.
See? Crafting the perfect welcome note doesn’t need to take much time or effort, but it can make a world of difference for your guests. All it takes is a warm and friendly tone, including important details, and adding a personal touch. By doing so, you’ll create a truly memorable first impression that helps your guests feel right at home—with a big smile on their faces.
Pro Tip: Don’t forget to update your welcome note occasionally—especially if you’ve added new amenities or discovered great local spots to recommend!
Want to make your own personalized welcome note? Click here to access my free, editable Canva template and create the perfect greeting for your guests!
How do you personalize your welcome notes for your Airbnb guests? Share your favorite tips in the comments below!
For more inspiration and additional tips, be sure to follow me on Pinterest.
Eager to learn more? Don’t miss my post about the 5 Common Decorating Mistakes That Can Ruin Your Airbnb!“
Leave a Reply