Your guests just walked in. Bags down, shoes off, and the first question is always the same: "What's the Wi-Fi?"
A great welcome letter answers that before they ask. It also tells them when to check out, where to park, which bin is for what and who to call at 11 p.m. One page. Five minutes to write. Fewer messages for you, happier guests for the whole stay.
Below: a copy-paste template, three ready-made examples and the tricks that make a welcome letter feel warm instead of like a list of rules.
Quick Answer for AIA vacation rental welcome letter greets guests and gives them what they need in the first hour: Wi-Fi, check-out time, house rules, parking, trash and how to reach you. Keep it to one page, leave a printed copy where guests see it on arrival, and send the same text in your pre-arrival message.
Key takeaways
One page, eight essentials: Wi-Fi, check-out, house rules, parking, trash, appliances, emergencies and your contact details.
Put the Wi-Fi first. It's the first thing every guest looks for.
Print it and send it. Leave a copy on the kitchen counter and send the same text before arrival.
Keep check-out asks short. Dishes in the sink and used towels gathered, not a cleaning list.
Add one personal line. A story about the home or a favorite local spot makes it feel like yours.
Welcome letter template (copy and paste)
Replace everything in [brackets]. Delete any line that does not apply.
Welcome to [property name]!
Hi [guest first name],
We're so glad you're here. Everything you need for your stay is on this page. Grab a coffee and give it two minutes.
WI-FI
Network: [network name]
Password: [password]
CHECK-OUT
Check-out is by [time] on [day]. Before you leave, please:
[Put used dishes in the sink]
[Gather used towels in the bathroom]
[Lock the door and return the key to the lockbox]
HOUSE RULES
Quiet hours are [10 p.m. to 8 a.m.].
No smoking inside or on the [deck/balcony].
Maximum [number] guests overnight.
[Pets: allowed / not allowed / allowed with prior approval]
PARKING
[Where to park, how many cars, any permit needed]
TRASH AND RECYCLING
[Where the indoor bins are, what goes where]
HEATING, COOLING AND APPLIANCES
[Thermostat location and settings; anything that needs instructions, e.g. hot tub, fireplace]
IN AN EMERGENCY
Call 911 for emergencies.
Nearest hospital: [name, address]
First-aid kit and fire extinguisher: [location]
CONTACT US
[Your name], [phone], [best way to reach you, hours]
For anything urgent at night, call [phone].
OUR LOCAL FAVORITES
Coffee: [name, distance]
Groceries: [name, distance]
Dinner: [name, distance]
Something to do: [name, distance]
Enjoy your stay,
[Your name]
Keep the check-out list short. A couple of quick asks is fine. Anything that feels like a cleaner's job, such as stripping beds, starting laundry or washing dishes, belongs to your turnover, not your guests. If you list on Airbnb too, its house-rules policy for bookings made from 20 November 2026 says the same. More on that in Airbnb's New House Rules: 5 Fixes Hosts Need Before 20 Nov.
How to make it feel like you, not a rulebook
1. Open with a real hello
The greeting sets the mood for the whole stay. Keep it warm and short:
"Welcome to our home!"
"We're so glad you're here!"
"Hello and welcome to the lake!"
Know why they're coming? Say it. "Happy anniversary! We hope this weekend is everything you planned" turns a template into a note.
2. Tell them who you are, in two lines
Guests like knowing there's a real person behind the listing. One or two sentences is plenty:
"We're John and Sarah. This cabin was our family's summer place for 20 years, and we love sharing it."
Then make it clear you're easy to reach and happy to help.
3. Put the practical stuff where eyes go first
Wi-Fi at the top. Check-out time in bold. Parking before people circle the block. Use short headings so guests can scan, and a friendly line here and there so it doesn't read like a manual:
Wi-Fi: "Go ahead, unwind and stay connected. Password: Beach123."
Check-in and check-out: "Check-in is at 3 p.m. and check-out is by 11 a.m. Just leave the key in the lockbox. We'll handle the rest!"
Contact: "Need anything? Call or text us at (555) 010-4567. For emergencies, call 911."
House rules: "Please keep it quiet after 10 p.m. so everyone, including the neighbors, can get some rest."
Parking: "Two cars fit in the driveway. Please don't park on the street overnight."
Trash: "Recycling is the blue bin under the sink. Everything else goes in the grey one."
4. Share your local favorites
This is the part guests screenshot. Three to five picks you'd send a friend to:
Food: "For seafood, The Blue Crab at the pier. Get the clam chowder."
Outdoors: "For the best coastline view, hike Pine Hill Trail. 15 minutes away."
With kids: "The Nature Discovery Center lets kids touch real local wildlife."
5. Sign off warmly
"We're so glad you chose to stay with us. Enjoy every minute, and shout if you need anything!"
Want to go one step further? Leave a small welcome basket. If it includes alcohol, check local rules and make sure every guest is of legal drinking age.
3 welcome letter examples you can steal
Example 1: Mountain cabin
Welcome to Pine Hollow Cabin! The Wi-Fi is "PineHollow" and the password is "trailhead22". The wood stove is for use October to April; firewood is on the porch and the instructions are taped inside the cabinet next to it. Bears are active here, so please keep trash in the locked bin by the driveway. Check-out is 10 a.m.: put used dishes in the sink, close the stove damper and lock the front door. Our favorite breakfast is Ridge Café, 8 minutes down the road. Call or text Sam at (555) 010-2233 with any questions.
Example 2: Beach home
Welcome to Salt & Sand! Wi-Fi: "SaltSand-Guest", password "lowtide88". Beach chairs, an umbrella and a cooler are in the garage (code 4421). Please rinse sand off at the outdoor shower before coming in, and hang wet towels on the deck rail, not on the furniture. Quiet hours are 10 p.m. to 8 a.m., per our town's rules. Check-out is 11 a.m. For the best sunset, walk 5 minutes north to the pier. Text Maria at (555) 010-4455 if you need anything.
Example 3: City apartment
Welcome to Apartment 4B! Wi-Fi: "Loft4B", password "citylights7". The building door code is 1907 and the apartment key is in the lockbox (code 2580). Please keep noise down in the hallway; neighbors live here year-round. There is no parking on site; the nearest garage is on 5th Street, 2 blocks east. The subway stop is a 4-minute walk. Check-out is 11 a.m.: leave the keys in the lockbox and close all windows. Questions? Text Jordan at (555) 010-7788.
Example phone numbers use the 555-01xx range reserved for fiction. Wi-Fi names and codes are invented.
Your 5-minute to-do
Copy the template above.
Fill in the brackets and delete what doesn't apply.
Add one personal line and three local favorites.
Print it for the kitchen counter.
Paste the same text into your pre-arrival message.
If you use Houfy's AI reservation messaging, it can draft that pre-arrival message for you to check and send.
Booking guests directly? Your welcome letter is part of your own guest experience. List your property on Houfy.
Frequently Asked Questions
What should a vacation rental welcome letter include?
Wi-Fi details, check-out time and any short check-out requests, house rules, parking, trash and recycling, appliance tips, emergency information and how to reach you. Add a few local recommendations if you have room.
How long should a welcome letter be?
One page. Put longer instructions, such as appliance manuals and full local guides, in a separate house manual or binder.
Should I print the welcome letter or send it digitally?
Both. Send it before arrival so guests know the check-in details, and leave a printed copy in the home for when they walk in.
Is a welcome letter the same as a house manual?
No. The welcome letter is a short greeting with the essentials. A house manual is the full reference for the home: appliances, local guides and troubleshooting.
What can I ask guests to do at check-out?
Keep it short and simple, like putting used dishes in the sink, gathering used towels and locking up. Leave cleaning tasks such as stripping beds or starting laundry to your turnover.
Can I include a welcome gift with the letter?
Yes. A few local snacks, coffee or a handwritten card go a long way. If you include alcohol, check local rules and make sure every guest is of legal drinking age.
Hero photo: Sixteen Miles Out / Unsplash
Last Updated: November 10, 202
