A good welcome message is short. Say thank you, give the check-in time, say where the check-in details will be and invite questions. Send it soon after the booking. Keep the long details for a second message closer to the day.
| Question | Short answer |
|---|---|
| When | Soon after booking, then again a day or two before arrival |
| How long | 3 to 5 lines |
| What must be in it | Thanks, check-in time, where the check-in details will be, how to reach you |
12 messages you can copy
Twelve welcome messages for Airbnb, Vrbo, Booking.com or direct bookings. Pick the one that fits and cut any line that is not true for your place. Replace every [BRACKET] with a real fact.
Jump to: Right after bookingA day or two before arrivalDifferent guestsShort ones
- Thank you for bookingHello [GUEST FIRST NAME], thank you for booking [PROPERTY NAME] for [DATES]. We are looking forward to hosting you. I will send the check-in details on [DAY]. Until then, ask me anything about the stay. [YOUR NAME]
- Short and simpleHi [GUEST FIRST NAME], welcome, and thank you for choosing [PROPERTY NAME]. Check-in is from [TIME]. Message me any time with questions. [YOUR NAME]
- Ask one useful questionHello [GUEST FIRST NAME], thank you for booking. To get the house ready, what time do you think you will arrive? Is there anything we should know, such as a cot, a high chair or a food allergy? [YOUR NAME]
More examples, by situation
A day or two before arrival
- Arrival tomorrowHello [GUEST FIRST NAME], see you tomorrow. Check-in is from [TIME]. The address is [ADDRESS]. Parking: [WHERE]. Your check-in details are in my next message. Safe travels. [YOUR NAME]
- A note about the roadHello [GUEST FIRST NAME], a quick note before you travel. [ADD IF TRUE: THE LAST [DISTANCE] IS A NARROW TRACK WITH NO STREET LIGHTS.] If you are going to be late, message me so I know. [YOUR NAME]
- Where to find the guidebookHello [GUEST FIRST NAME], everything you need is in the guidebook: [WHERE IT IS, FOR EXAMPLE, THE LINK BELOW OR THE FOLDER IN THE KITCHEN]. It covers [WHAT, FOR EXAMPLE, THE WI-FI, THE HEATING AND THE BINS]. Message me if anything is unclear. [YOUR NAME]
Different guests
- A family with childrenHello [GUEST FIRST NAME], welcome to you and the children. [ADD IF TRUE: THERE IS A STAIR GATE AND A COT. THE GARDEN GATE LATCHES AT THE TOP.] Tell me if you would like anything set up before you arrive. [YOUR NAME]
- A long stay or someone workingHello [GUEST FIRST NAME], thank you for booking [NUMBER] weeks. For working from home: the desk is in [ROOM] and the Wi-Fi is [WHAT YOU KNOW, ONLY IF YOU TESTED IT]. Tell me if you need anything else. [YOUR NAME]
- A late arrivalHello [GUEST FIRST NAME], I see you are arriving after [TIME]. That is fine. [HOW THEY GET IN]. [ADD IF TRUE: THE HALL LIGHT IS ON A TIMER.] If anything goes wrong, ring [NUMBER]. [YOUR NAME]
- Guests who have stayed beforeHello [GUEST FIRST NAME], lovely to have you back. [ADD IF TRUE: WE HAVE [WHAT CHANGED] SINCE YOUR LAST STAY.] Check-in is from [TIME], as before. [YOUR NAME]
Short ones
- Very shortWelcome, [GUEST FIRST NAME]. Check-in from [TIME]. Ask me anything. [YOUR NAME]
- On the dayHello [GUEST FIRST NAME], welcome. The house is ready. Message me when you arrive so I know you are in. [YOUR NAME]
Download these examples
The same text as this page, in one file, with the gaps ready to fill in.
What to avoid
- Sending every rule in the welcome message. Put the rules in the listing and the guidebook, and link to them.
- Sending the door code in the first message. Send it closer to the day, in the check-in message.
- Promises you may not keep, such as an instant reply at any hour. Say when you reply.
- Asking for a five-star review at this stage. Wait until after the stay.
- One long block of text. Guests read these on a phone.
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What the paid pack adds
The messages above are free. The pack holds the house rules and house manual these messages point to.
Host Ops Pack
How it works: You paste your own text (a review, rough rules or a listing). It writes from the real words and flags anything you should check. Works in ChatGPT, Claude or any chatbot. No install.
What you give it: Your own words: a guest review, your rough rules, your listing text.
What you get: Six skills. Guest Review Reply: a public reply that is true as it stands, optional sentences to add once a fix is real, a private to-do list, and a flag on any review that needs your judgement first. House Rules and Guidebook: the standard rule settings to choose, calm extra rules, and a house manual built only from what you wrote, with a list of what is missing. Also a listing rewriter, a listing audit, photo descriptions and a review pattern finder.
What is in the pack
- Guest Review Reply: the public reply, optional lines to add once a fix is real, a private to-do list
- House Rules and Guidebook: calm house rules and a house manual built from your own facts
- Listing Rewriter: three titles and a description for your listing
- Listing Audit: a score out of 100 with a fix list
- Photo Description Writer: captions for your photos
- Review Insights: the patterns across your reviews
One price, no subscription. Not made by or linked to any booking site.
What should I say in a welcome message to guests?
Thank them, give the check-in time, say where the check-in details will be and invite questions. Keep it to four or five lines. Add one question that helps you prepare, such as the time they expect to arrive.
When should I send a welcome message?
Send a short one soon after the booking is confirmed. Send the check-in details a day or two before arrival. This is common practice, not a rule of any booking site.
Should I use the guest's name?
Yes. Use the first name from the booking. It costs nothing and it shows the message was written for them.
Is a welcome note the same as a welcome message?
A welcome note is a card left in the place. A welcome message is sent before or at arrival through the booking site or by email. The note can be a little warmer and the message a little shorter.
Questions people ask
What do I do with the [BRACKETS]?
Replace each one with a real fact. If you cannot, delete the line. Never leave a bracket in what you send.
Should the welcome message repeat the house rules?
No. Link to them. A welcome message that opens with a list of rules sounds like a warning.