The welcome letter is the first thing your guest reads after walking through the door, and a large part of the review they leave when they check out is decided in those first few minutes. A thoughtful message conveys hospitality, answers questions before they come up and saves you half of your last-minute messages.
It doesn’t need to be long or over the top: it just needs to be clear, personal and useful. In this guide you’ll find what a good welcome letter should include, three ready-to-copy templates by property type, how to deliver it (on paper or digitally) and how to use that first contact to kick off online check-in and traveller registration.
What a welcome letter is and why it matters
A welcome letter is the first personalized contact a guest receives on arriving at your property, whether printed on the table or sent to their phone. It does three things at once: welcomes with a warm tone, informs about everything practical (access, wifi, times, rules) and reassures the traveller that they’re in good hands.
Its impact is bigger than it looks:
- It sets the tone for the stay: a good welcome predisposes guests to a better review.
- It reduces questions: if the key information is at hand, the guest won’t message you at midnight.
- It sets your property apart: in a saturated market, the details build your brand.
- It saves time: a well-made template is reused with every booking.
What a welcome letter should include
An effective letter combines warmth and practicality. These are the six elements that shouldn’t be missing.
1. Personalized greeting
Start with the guest’s name and a short, friendly message. Skip the generic formulas: “Hi Maria, welcome to Casa del Mar” connects far better than “Dear customer”.
2. Property introduction
Two or three lines about the space and what makes it special. This is the moment to convey personality without overwhelming.
3. Key instructions
The most useful part. Gather here everything the guest needs on day one:
- Wifi: network name and password, clearly visible.
- Access and keys: how to get in and out, lock code or key box.
- Appliances: how the heating, air conditioning or hob work.
- Rubbish and recycling: where and when.
- Times: check-in and check-out.
The times and rules in the letter should match your holiday rental contract. If they differ, the guest will not know which one applies.
4. Local recommendations
This is where you win the guest over: your trusted restaurants, the nearest supermarket, the pharmacy, how to get to the centre. A couple of honest recommendations are worth more than an endless list.
5. Contact information
A direct phone or WhatsApp for any issue. Knowing they can reach you brings peace of mind, even if they never use it.
6. Closing and call to action
Close with warmth and, if it fits, a gentle request: leave a review, get in touch with any problem or book a late check-out. A single clear call to action works better than several competing with each other.
3 ready-to-copy welcome letter templates
Replace the fields in [brackets] with your details and adapt the tone to your property.
Beach house
Hi [name], welcome to [property name].
We hope you enjoy a few days of sea and rest. The house is [X] minutes from [name] beach; you’ll find beach towels in the entrance cupboard.
Wifi: network
[SSID], password[key]. AC and fans: remote on the living room table. Trusted beach bars and seafood spots: [1-2 names].For anything at all, message us on WhatsApp at [phone]. Enjoy your stay!
Urban apartment
Hi [name], welcome to [property name].
You’re right in the heart of [neighbourhood], a step away from [point of interest]. The nearest metro stop is [name], a [X]-minute walk.
Wifi: network
[SSID], password[key]. Access: entrance with code[code]; the flat is [floor and door]. To eat nearby: [1-2 recommendations].We’re available on WhatsApp at [phone]. Enjoy the city!
Rural house
Hi [name], welcome to [property name].
Welcome to this corner of [area]. This is a place to switch off: patchy coverage, starry skies and plenty of calm.
Wifi: network
[SSID], password[key]. Fireplace and heating: instructions in the kitchen folder. Nearby routes and villages worth the trip: [1-2 suggestions].For any questions, call us at [phone]. Enjoy the quiet.
Paper or digital: how to deliver the welcome in 2026
A printed letter on the table is still a lovely touch, but the digital version has taken over for practical reasons: it updates without reprinting anything, it arrives even before check-in and it lets you include links (map, apartment guide, online check-in).
The most common channels are email, SMS and, above all, WhatsApp, plus a digital guest guide accessible from the phone. The ideal approach is to combine them: a digital welcome message before arrival and a discreet physical card in the property with the essentials (wifi and contact).
Use the welcome for online check-in and traveller registration
Here’s the opportunity almost everyone wastes. In Spain, registering travellers and reporting their data to the authorities is mandatory (Royal Decree 933/2021, via SES.Hospedajes). The welcome message (or the pre-arrival email) is the perfect moment to handle it: include an online check-in link so the guest fills in their details and signs before walking through the door. Which details to ask for is in the parte de entrada checklist.
Advantages of automating your welcome letter
Writing the message by hand for every booking doesn’t scale. Automating it with a template and personalizable fields (name, dates, access code) brings:
- Time savings: it sends itself on confirmation or before arrival.
- Consistency: every guest gets the same quality of information.
- Fewer errors: you never forget the wifi or the lock code.
- Better experience: the guest gets what they need at the right moment.
- More positive reviews: a flawless arrival translates into better ratings.
The welcome letter also fits into a broader message sequence: booking confirmation, reminder with the check-in, welcome message on arrival day and a review request after check-out.
Common mistakes to avoid
Frequently asked questions
What should a welcome letter for a vacation rental include? A personalized greeting, a short introduction to the property, the key instructions (wifi, access, appliances, rubbish, times), local recommendations, a direct contact and a warm closing with a call to action.
Paper or digital, which is better? The digital version wins on practicality because it updates itself and allows links (map, guide, online check-in). The ideal is to combine it with a discreet physical card in the property covering the essentials.
When should I send it? A digital welcome message works very well just before arrival or on the day of check-in. The physical letter is left visible in the property for the moment the guest walks through the door.
Can I use the welcome for traveller registration? Yes, and it’s highly recommended. Including the online check-in link makes arrival smooth, automates the traveller report to SES.Hospedajes and cuts the risk of fines. Always check the current requirements through official channels.
How do I automate sending the welcome letter? With a template of personalizable fields that your system triggers automatically for every booking. That way it always goes out on time, with no errors and without you having to remember.