Best Airbnb Welcome Message Examples: Templates That Guests Love

Your welcome message is the handshake before the front door opens. It is the first thing guests read when they are about to step into your property, and it shapes their expectations for the entire stay. A great welcome message makes guests feel expected, informed, and excited. A poor one (or no message at all) makes them feel like just another booking.

Here are proven templates for every common scenario, along with guidance on timing, tone, and what to include.

What makes a great welcome message

The best welcome messages share four qualities:

• Warm and personal: Use the guest's name. Sound like a human, not a template.
• Useful: Include the information they need right now (access, WiFi, parking).
• Brief: Respect their time. They are probably travelling and reading on a phone.
• Available: Make it clear how they can reach you and get help.

Template 1: The standard welcome

This works for most bookings and is a solid default.

Hi [Name],

Welcome to [city/area]! I hope you had a smooth journey. Everything is ready for you at the flat.

Here are the essentials:

• Address: [Full address]
• Access: [Key safe code / smart lock PIN / key details]
• WiFi: [Network name] / Password: [Password]
• Parking: [Details]

Once you are settled in, you will find a QR code on the kitchen counter. Scan it for instant answers to any questions about the property, local restaurants, transport, and more.

I am always available if you need anything. Enjoy your stay!

[Your name]

Template 2: The personal touch (repeat guests or long stays)

For returning guests or those staying a week or more, add warmth and specific recommendations.

Hi [Name],

So glad to have you back! [Or: Welcome, and I hope [city] treats you well over the next week.]

Everything is set up and waiting for you. I have left a few extra supplies since you are here for a longer stay, including some coffee and snacks to get you started.

A few personal recommendations for this time of year:

• [Restaurant/cafe recommendation with specific detail]
• [Activity or attraction relevant to the season]
• [A hidden gem or local tip]

Your check-in details are the same as before: [details]. WiFi: [details].

Drop me a message anytime you need something. Enjoy!

[Your name]

Template 3: Business traveller

Business guests value efficiency and practicality over charm.

Hi [Name],

Welcome. The flat is ready for you.

Quick reference:

• Access: [Details]
• WiFi: [Network] / [Password] (speeds: [X] Mbps, suitable for video calls)
• Desk setup: In the [room], with power outlets and good lighting
• Nearest supermarket: [Name, distance]
• Best coffee within 5 minutes: [Name, location]

There is a QR code on the desk for any questions about the property or area. Let me know if you need anything else.

[Your name]

Template 4: Family with children

Families need practical information and reassurance that the property is child-friendly.

Hi [Name],

Welcome to [city]! We are excited to host your family.

Here is everything you need to get settled:

• Access: [Details]
• WiFi: [Details]
• The [cot/highchair/stair gate] is set up in the [room]
• Extra blankets and pillows are in the bedroom wardrobe

For the little ones: [local park name] is a 5-minute walk and has a great playground. [Family restaurant] on [street] does excellent children's meals. And if it rains, [indoor activity] is about 15 minutes by car.

Scan the QR code on the kitchen counter for instant answers about the property and local area. Enjoy your family trip!

[Your name]

Template 5: Late arrival

Guests arriving late at night need reassurance and minimal information.

Hi [Name],

Everything is ready for your late arrival tonight. I have left a light on for you.

Access: [Details]

WiFi: [Details]

There is milk in the fridge and tea/coffee supplies on the counter so you can make a hot drink when you get in. The heating is already on.

Please do not worry about quiet hours for your arrival. Just come in, get comfortable, and we can catch up on any details tomorrow. If anything is unclear when you get here, scan the QR code on the kitchen counter for instant help.

Safe travels.

[Your name]

Timing your welcome message

When you send your welcome message matters almost as much as what it says.

• 2-3 hours before arrival: The ideal window. Close enough that details are fresh, far enough ahead that they can read it before arriving.
• After booking confirmation: Send a brief, warm booking confirmation. Save the detailed welcome for closer to arrival.
• Day before: If you are sending detailed check-in instructions, do that the day before. Keep the day-of welcome message shorter and warmer.

Avoid sending your welcome message more than 24 hours before arrival. It gets buried in the message thread and guests end up scrolling to find the WiFi password while standing in your kitchen.

Personalisation tips that scale

Personalising messages for every guest sounds time-consuming, but it does not have to be. Here are ways to add a personal touch efficiently:

• Check the booking details: Airbnb tells you the number of guests, trip purpose (if shared), and dates. Use this to adjust your recommendations.
• Reference their messages: If a guest mentioned they are visiting for an anniversary, acknowledge it. "Happy anniversary! Here are a few romantic spots nearby..."
• Seasonal updates: Change your recommendations quarterly to match the season. Recommend the Christmas market in December, the outdoor cinema in summer.
• Use templates as a base: Keep 3-4 template variations (standard, business, family, special occasion) and personalise the opening and closing for each guest.

What to do when the welcome message is not enough

No matter how good your welcome message is, guests will have questions. They always do. "How do I work the oven?" "Is there an iron?" "Where is the nearest cash machine?"

An AI concierge like AskYourStay bridges this gap. You upload your property details, local recommendations, and house guide. Guests scan a QR code and ask questions in natural language. They get instant, accurate answers without waiting for you to reply. It is like having a 24/7 front desk for your Airbnb.

This is particularly useful for the questions guests think of after reading your welcome message: the ones they do not want to bother you with but still need answered.

The bottom line

Your welcome message costs nothing and takes 5 minutes to write. But it directly influences how guests feel about their stay from the very first moment. A warm, helpful welcome message is one of the easiest ways to move the needle on your reviews.

Ready to make your guest communication effortless? Try AskYourStay free for 30 days and give every guest a personal concierge experience from the moment they arrive.