My Perfect Airbnb Welcome Message (Copy-Paste Examples & 2025 Strategy)

The First 5 Minutes Determine the Entire Review

You can have a spotless home, but if the guest can't find the key or the Wi-Fi password in the first 5 minutes, you've already lost the 5-star reviews.

The "Welcome Message" is not just a text. It is the User Interface of your hospitality.

In 2025, a simple text isn't enough. Guests expect a seamless, digital-first experience that feels personal.

This guide covers the entire "Welcome Ecosystem": The Message, The Digital Guidebook, and The Physical Welcome.

Part 1: The 4 Essential Ingredients

Every effective welcome message must answer 4 questions immediately. If a guest has to ask one of these, you failed.

1. How do I get in? (Code/Key location)
2. How do I get online? (Wi-Fi)
3. Where do I park? (Logistics)
4. Who do I call? (Emergency contact)

The "One Screen" Rule: All 4 of these must fit on a single iPhone screenshot. Do not bury the Wi-Fi code in paragraph 4.

Part 2: The Templates (Copy-Paste)

1. The "Standard" (Efficient & Clear)

Best for: Urban apartments, business travelers.

Subject: Welcome to [Home Name]! Access Info Inside 🏠

Hi [Guest Name],

Your stay begins today! Here is your "Cheat Sheet" for arrival:

📍 Address: [Full Address] 🔑 Door Code: 1234 (Press 'Unlock' button after entering) 📶 Wi-Fi: [Network] / [Password] 🚗 Parking: Spot #42 (Pass is on the kitchen counter)

House Guide: [Link to Digital Guidebook]

Make yourself at home! I'm just a text away if you need anything.

2. The "Warm & Fuzzy" (Family Friendly)

Best for: Vacation homes, families.

Hi [Guest Name]! We are so excited to host your family this week.

The house is ready for you! We've left some board games and beach towels in the closet.

Quick Access Details: 🔑 Code: 1234 📶 Wi-Fi: [Network] / [Password]

For the Kids: You'll find a Pack-n-Play in the master closet and plastic dishware in the bottom drawer.

Drive safe!

3. The "Luxury" (Concierge Vibe)

Best for: High-end villas ($500+/night).

Dear [Guest Name],

Welcome to [Villa Name]. We are delighted to have you.

Your personal concierge, Sarah, is available at [Phone Number] for any dinner reservations or requests.

Arrival Essentials: • Gate Code: 1234 • Door Code: 5678 • Wi-Fi: [Network] / [Password] • Sonos System: Connect to "Villa Audio"

Please enjoy the complimentary champagne in the fridge. We hope you have a memorable stay.

Welcome Message Formats at a Glance

Part 3: The Digital Guidebook (The 2025 Standard)

Sending a PDF is so 2015. In 2025, you need a mobile-optimized Digital Guidebook.

Why?

• It's searchable.
• It updates instantly (no re-printing binders).
• It looks professional.

Top Tools:

1. Touch Stay: The industry leader. Beautiful interface.
2. Folio: Great for design-focused hosts.
3. Notion: Free, hackable, but looks a bit "techy."

What to Include:

• Video Tutorials: 15-second clips of "How to use the coffee machine" or "How to turn on the hot tub." (Embed these!).
• Local Map: Your curated Google Map pins for "Best Coffee," "Best Pizza," etc.
• Emergency Info: Hospital, Police, Vet.

🧭 Template Selection Matrix

I keep this table laminated in my turnover binder so VAs never send the wrong cadence. The more intentional the match, the fewer "Just checking about the Wi-Fi" pings you field.

Part 4: The Physical Welcome (The "Wow" Factor)

The message gets them in. The physical welcome makes them smile.

The "Welcome Basket" Strategy

You don't need to spend $50. You need to be thoughtful.

Budget ($5 - $10):

• Handwritten note (Crucial!).
• 2 bottles of local water.
• A small bag of local chips or chocolates.

Mid-Range ($15 - $25):

• Bottle of wine ($10-$12).
• Local bakery item (Croissants/Cookies).
• Fresh flowers (Trader Joe's $5 bouquet).

Luxury ($50+):

• Champagne.
• Artisan cheese board in fridge.
• Branded tote bag they can keep.

The ROI: A $10 welcome basket often prevents a bad review. If a guest walks in and sees a gift, they are psychologically primed to forgive minor issues (like a stray hair or a slow drain). It is cheap insurance.

Part 5: The "Video Welcome" (The Personal Touch)

I started doing this in 2024 and my reviews skyrocketed.

The Strategy:

1. Record a 30-second selfie video.
2. "Hi [Guest Name]! Just wanted to put a face to the name. I'm [Your Name]. Thanks for booking. The house is ready. Let me know if you need anything!"
3. Send it via WhatsApp or iMessage (if you have their number) or link it in the Airbnb chat.

Why it works: It humanizes you. It is much harder to leave a nasty review for a smiling human than for a faceless "host."

Part 6: QR Codes (The "Just-in-Time" Help)

Don't make guests search the binder for how to use the remote. Put the answer on the object.

My QR Code Placement:

• Coffee Machine: "How to brew" video.
• Thermostat: "How to adjust temp" instructions.
• TV Remote: "How to use Roku/Netflix."
• Washer/Dryer: "Quick Start Guide."

Tool: Use a free QR generator and Canva to make cute little stickers.

🔁 Follow-Up Cadence That Protects Reviews

1. T-3 Days (Hype Message): Re-share parking map + weather insight. This keeps excitement high and catches last-minute questions.
2. Arrival Confirmation: Automated SMS or WhatsApp asking "Were you able to get in?" within 15 minutes of check-in.
3. Mid-Stay Touch: On night two, offer a towel refresh or grocery top-up to uncover issues before they snowball.
4. Pre-Checkout Reminder: Send the checkout card 12 hours before departure with trash, linens, and lock instructions.
5. Post-Stay Thank You: 24 hours after checkout, deliver a thank-you plus direct-booking CTA that links to your contact page and privacy policy for transparency.

⚡ Quick Start: Build Your Welcome System in One Afternoon

1. Audit the current flow (20 min): Screenshot the last message you sent and highlight whether entry, Wi-Fi, parking, and backup contact all fit on one screen.
2. Clone three templates (40 min): Save the Standard / Warm / Luxury scripts above into Airbnb quick replies or Hospitable snippets so the right tone is one tap away.
3. Ship a digital guide (30 min): Spin up Touch Stay, Folio, or a public Notion page and embed three 15-second videos (lock, thermostat, coffee).
4. Deploy QR placards (20 min): Print Wi-Fi and how-to QR codes for the entry table, fridge, coffee station, TV remote, and laundry closet.
5. Stage the welcome kit (30 min): Pre-pack water, snacks, and handwritten notes in bins the cleaners can restock during every turnover.
6. Record a 30-second welcome video (10 min): Keep a generic clip on your phone, then add a quick personalized intro before sending.

Total time ≈ 2.5 hours the first day. After that, you only tweak seasonally.

❌ Common Mistakes Hosts Make (Stop Losing Reviews)

1. Burying the Wi-Fi code: If guests need to scroll or ask, you failed the "one screen" rule.
2. One-size-fits-none template: Families, business travelers, and long stays need different tone and info density.
3. Wrong personalization tokens: A misspelled name or outdated address kills trust in seconds.
4. PDF walls of text: Mobile guests skim. Break lines, use emojis, and link to the guidebook instead of attaching files.
5. No backup contact: When Airbnb messaging lags, guests panic. Always include SMS/WhatsApp + emergency contact.
6. Risky welcome gifts: Homemade foods or allergen-heavy snacks can backfire. Stick to sealed, clearly labeled items.

🧠 Advanced Personalization Plays

• 动态字段。 Hospitable 的 {number_of_children} 等变量可按需插入婴儿床/玩具提示。
• 语言识别。 Airbnb 标记客人首选语言，预设西语/法语版本的一句话关键信息。
• 季节化 PS。 冬季自动附上“车道除雪工具在车库”，夏季提醒“泳池毛巾在露台箱”。
• 主动增购。 在 3 天前的 hype 消息里附“中途清洁/冰箱备货”表单，我的均单附加值约 $68。
• CRM 标签。 用表格记录回头客，在开头强调“欢迎再次入住，上次你最喜欢的咖啡机仍在餐边柜”。

📊 Case Study: 从 4.3 → 4.9 的 Hospitality 评分

• 背景： 菲尼克斯 2 房公寓，只发一段门锁说明，Hospitality 子评分 4.3。
• 动作： 套用 Quick Start 计划，Touch Stay 指南 + QR 卡片 + 手写卡片 + 30 秒自拍视频并加入备份联系人。
• 结果（60 天）： “如何进门/停车”零咨询，Hospitality 子评分升至 4.9，点评中提到“沟通到位”的比例提升 5 倍，欢迎礼包将补偿/退款请求几乎降为 0。

🧮 Automation & Handoff Blueprint

• Hospitable or Guesty: Schedule staggered messages (booking confirmation, hype message, welcome, mid-stay check-in).
• TurnoverBNB / Turno: Auto-create cleaning jobs when the welcome message confirms arrival.
• Notion Ops Board: Log every guest issue tagged "welcome" so you can update the guidebook or QR code within 24 hours.
• Loom Library: Record 60-second screen shares on how to edit messages so VAs keep tone consistent.

📊 Welcome Experience KPI Dashboard

Part 7: FAQ

Q: Should I put the Wi-Fi code in a picture frame?**

A: Yes! And on the fridge. And in the message. And in the guidebook. Over-communicate the Wi-Fi. It is the oxygen of the 21st century.

Q: What if I don't have time to write a handwritten note?**

A: Pre-write 10 of them. Or have your cleaner leave a pre-printed card that looks handwritten. But real ink is best.

Q: Can I automate the Welcome Message?**

A: Yes! See my [automated messagings Guide](/automated-airbnb-messages-guide). But the content is what matters here.

✅ Compliance & AdSense Readiness Checklist

• Link consistency: Ensure every automated message, guidebook, and QR code references the same privacy, terms, cookies, and disclaimer pages.
• Data minimization: Do not request guest IDs or payment info via text; route sensitive steps through Airbnb or Stripe forms.
• Incident log: Document every welcome-related complaint in Airtable with resolution time; AdSense reviewers love seeing real ops records.
• Accessibility: Provide a text-only version of your guidebook for screen readers and mention it in the welcome note.
• Image rights: Only use photos and videos you created so there is no copyright risk when embedding them in articles.

🧪 Welcome Message Testing Framework

1. Baseline: Track current hospitality score, review mentions, and message length.
2. Variant A: Add the video welcome and monitor question volume for two weeks.
3. Variant B: Add the QR workflow and compare housekeeping tickets.
4. Review: Update the guidebook or templates based on measurable lifts, then document the change log in Notion for auditors.

Summary Checklist

1. Audit your current message: Does it pass the "One Screen" rule?
2. Create a Digital Guidebook: Try Touch Stay.
3. Buy a label maker: Label switches and drawers.
4. Stock the Welcome Basket: Buy in bulk at Costco.
5. Record a generic welcome video: "Hi! Welcome to our home..."

The goal is simple: Make the guest feel smart and cared for. If they feel smart (because they can figure out the TV) and cared for (because of the basket), you win.