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Sample Check-in and Welcome Letter

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Created on: Aug 26, 2009 5:02 PM by community-editor - Last Modified:  Feb 26, 2014 2:55 PM by community-editor
sample welcome letter for vacation rentalsCreating a check-in policy for your vacation rental is simple but important. By clearly establishing a few basic rules up front, you can head off problems before they occur and address potential guest complaints before they escalate into full-blown disasters.


There are two major components involved in ensuring a smooth check-in process for your vacation rental guests:

  • The pre-arrival packet (including complete directions and check-in instructions) that you e-mail to guests after you’ve received payment in full
  • The welcome binder of house information and local attractions that you keep on-site at your vacation home.
The most important information about your home should be duplicated in both places so it’s accessible to guests both before and during their stay.

When it comes to spelling out the details of your check-in policy, you should reiterate the relevant check-in rules in your rental agreement as well. Those rules are:

No Early Check-ins To avoid guests arriving before your home has been fully cleaned and prepped for their arrival, make sure to clearly state the check-in time, date and day of the week and to reiterate that early check-ins are not allowed.

Check-in is on Saturday, June 14 at 4:00 pm. Early check-in is not allowed.

Report Complaints Immediately Upon Arrival A crucial part of your check-in procedure should instruct guests to inspect the property as soon as they arrive and to notify you or your housekeeper immediately about any cleaning or maintenance problems (such as missing towels, a broken air conditioner, etc.) By addressing guests’ potential problems up front, you can help protect yourself from refund requests or negative reviews after the fact.

When you arrive, please inspect the condo for cleanliness. If ANYTHING is not acceptable, do not hesitate to call the housekeeper at XXX-XXX-XXXX.

To ensure that guests remember to check for problems as soon as they arrive, you’ll also want to highlight this information in the welcome letter that you leave in an easy-to-find spot, such as a kitchen counter or entryway table (along with your welcome gift or basket, if you choose to give one.)

A typical welcome letter will read something like this:

Welcome! We hope you have arrived safely and had no trouble finding our home.

We know you must be ready to relax and start your vacation, and we want you to make yourself at home right way. We just ask all guests to go through the home and report any dissatisfaction within the first 24 hours to us or our housekeeper.

Mary can be reached at XXX.XXX.XXXX.
Jim can be reached at XXX.XXX.XXXX.
Housekeeper, Ms. Clean, can be reached at XXX.XXX.XXXX.

You will find a binder with information about the house and the area on the kitchen counter. Should you have any other questions during your stay, feel free to contact us. We also have a guestbook on the living room coffee table. We encourage you to browse through past entries and leave your own as well.

We hope you enjoy your stay and visit us again in the future!

Mary & Jim Jones

Download the sample check-in and welcome letter here!

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