What Every Guest Needs Before Your Vacation Rental Welcome Letter
A vacation rental welcome letter isn’t the first step of a 5-star welcome, it’s actually one of the last.
What if one of the most memorable parts of your guests’ stay began before they even arrived?
Imagine the impact on your vacation rental business if you could provide a 5-star experience before visitors ever stepped foot on your property.
An unforgettable trip isn’t just about where you stay, it’s also how you’re welcomed. And if you’re waiting until check-in to give your guests the welcome they deserve, you’re missing out on a low-effort (yet hugely impactful) opportunity to wow them from the moment they come across your business.
If you want your properties to beckon to potential guests like a siren at sea, it’s time to implement something many vacation rental businesses overlook: a well-timed welcome email sequence.
Vacation Rental Welcome Letter vs. Welcome Sequence — What’s the Difference?
Honestly? It’s the difference between feeling like you’re being welcomed by an old friend and a new acquaintance. If familiarity breeds comfort, a welcome sequence can make guests feel like they’ve known you forever by the time check-in rolls around.
Your vacation rental welcome letter should be the continuation of a bigger conversation — one that started as soon as they discovered your business existed. Still not sure what sets a welcome letter and a welcome sequence apart? Keep reading while I spill all the iced tea.
Your Welcome Sequence Sets the Stage Before Guests Arrive
A well-written welcome sequence is like a preview of your guests' future vacation. And the trick is to make the preview so damn good that they’re no longer satisfied watching the show — they’re ready to become the main character of the whole story.
A good welcome sequence should include:
A personalized thank you for subscribing
The lead magnet they signed up for (a checklist, guide, or discount code are some possible ideas)
Insight into the human/s behind your business. Tell subscribers who you are, what values you stand for, and why all of that matters to them as your future guests
Why your rentals are the perfect solution to their problem (finding the vacation rental of their dreams)
Details about how to connect with you outside of their email platform, like social media or your blog
Testimonials from other happy guests
And, of course, several juicy CTAS (calls to action), including the big one: asking them to make a booking
The best part about a welcome sequence is that it’s fully automated, allowing you to nurture and engage new subscribers without having to sit in front of a computer all day.
You can set up your automation so a new email wings its way into your subscribers' inboxes every couple of days over the course of a week or two until they’ve received the full sequence. The sweet spot tends to be around 5-6 emails, but it varies depending on your individual business and goals.
After new subscribers receive the last email in your welcome sequence, you’ll want to begin sending them regular newsletters to keep the momentum going. You might choose to send weekly, bi-weekly, or monthly emails, but the most important thing is to pick a frequency and be consistent with it.
If you’re tempted to send a single welcome email with a discount code, remember that not all subscribers will be ready to make a booking by the time they reach the end of your welcome sequence.
Whether they’re waiting for a boss to approve their vacation days, coordinating schedules with family members or friends, or simply saving up more cash, you need to stay on their radar in the meantime.
And by the time they’re ready to book, your discount code will be buried so far down in their inbox, they might not remember it’s there.
On the other hand, sending regular emails to your subscribers keeps your rentals fresh in their minds — and at the top of their wish list — when it’s time to set those vacation wheels in motion.
Your Welcome Letter Should Feel Like a Warm Hug From An Old Friend
A welcome letter is the one-time message guests receive when they arrive at your vacation rental and the final step in their pre-arrival communication. It can be sent as an email, be the first page in your digital or physical welcome book, or a combination of all three.
The most important thing to remember is this:
Your vacation rental welcome letter should have the vibe of an old friend greeting you at their front door.
Think less formal and introductory and more, “Oh hey, it’s SO great to finally see you!”
Because if you’ve been showing up in their inbox for weeks, months, or longer, you’ll have already done so much of the legwork that makes for a phenomenal guest experience.
Instead of being the first time they learn about you, your property, and the local area, it will be a reminder of all the inside info you’ve already shared with them.
And the big bonus? You’ll have made such a great impression on them before they even arrived, the stage will be set for a 5-star, relaxed, and happy visit.
Your welcome letter should include helpful information and tips, like:
Key information about the check-in/check-out process
House rules and emergency contact information
WiFi passwords and access codes
Property features and instructions
Local recommendations
To make the information even more organized and easy to access, consider providing links to different topics instead of writing a super long letter that guests might not take the time to read fully.
And don’t forget, your vacation rental business is a brand that you want to feel cohesive across all platforms. So it’s vital that your welcome letter is consistent with any previous communication guests have received from you.
You want your welcome letter to get to the point without feeling like a cold note from a stranger.
Every step of your guests’ journey, from landing on your website, reading your emails and blogs, scrolling through social media posts, and all pre/post-arrival communication should all feel like it’s coming from the same warm, caring human behind your brand.
Want a welcome sequence that’ll wow your subscribers, but the thought of writing it yourself makes you wanna pack your bags for an extended vacay?
Why not let me handle it? You can still pack your bags and go on vacation, but in this scenario, you’ll get a good night’s sleep.
Instead of worrying about writing the words, setting up automations, and crossing your fingers that it all works out, I’ll steer the ship, making sure it’s smooth sailing from here.
Ready to set sail with a welcome sequence that makes waves?