Creating a vacation rental welcome package to increase bookings

From welcome letters to gift baskets
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Today, competition in the vacation rental market can be fierce. And, travelers now have even higher standards than ever before. No longer can you deliver the bare minimum and expect for bookings to flood in.

The solution: find ways to go above and beyond for your guests. This is key to getting those coveted 5-star reviews that will then help drive even more bookings.

One way to impress guests right from the start (while also setting the tone for a 5-star stay)? Put together a vacation rental welcome package that will wow them and assure them that they’re in safe hands. Here’s how to do it.

Greet guests with a vacation rental welcome letter

Initiate a good relationship with your guests and give them a personal welcome, whether or not you can be there in person. Leaving your guests a vacation rental welcome letter shows you care—about details, your role as a host, and most importantly, their experience in your vacation home.

Offer a warm welcome, tell them you appreciate that they chose your home to stay in, and wish them a fantastic stay. This can be short, sweet, and simple.

Download this Airbnb welcome letter example >

You can also supplement your letter with a personal phone call or text to welcome your guests and ask if they’re satisfied with the property so far. This type of personal communication goes a long way in persuading Airbnb and Vrbo guests to leave a glowing review after they check out.

Vacasa welcome brochure with postcard

Compile important details in a vacation home guest book

Another way to set the tone for a stay that’s worthy of 5 stars—answer your guests’ questions before they even ask them. What’s the WiFi password? Any good restaurants nearby? How on earth do I use this remote?

A vacation rental guest book compiles all the pertinent information guests want to know in one tidy package. When you have a comprehensive and well-designed guest book, you’ll notice your guests will have fewer lingering questions and more time to just enjoy themselves. You can also have a digital guidebook on your website or attached to your Airbnb and Vrbo profiles so guests can easily access the information however they’d like.

Your guest book should contain:

  • Your contact information
  • An emergency contact
  • Check-out times and instructions (such as asking them to run a load of laundry)
  • Your house rules
  • Instructions for any TVs, game consoles, appliances, fireplaces, or hot tubs
  • Your favorite restaurants around town
  • Nearby grocery and convenience stores
  • Area attractions and activities

At Vacasa, we put essential home details in every guest’s Trip Manager, including a recap of the home’s rules and amenities, WiFi passwords, door codes—even a map of nearby restaurants, grocery stores, and other attractions. Our guests can also download the Vacasa app to have these details right at their fingertips when they arrive.

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Start a guest comment book

Who do travelers trust more than anyone else? Other travelers. So give guests a chance to learn from those who previously stayed at your property. Leave behind an empty notebook for guests to leave their comments, messages, and recommendations for future guests to find.

Guests may get creative—for instance, one Vacasa guest left behind sketches of some of their favorite beach scenes inside a guestbook at a vacation home on the Oregon coast.

Later, you can repurpose those messages as marketing fodder for your social media channels or email marketing.

woman reads through vacation rental guest book

Surprise and delight guests with a vacation rental gift basket

Leaving small gifts for your guests is a great way to celebrate your local culture and support a locally owned business (not to mention, it makes guests feel happy they selected your vacation home).

Excellent options include personal-sized bags of locally roasted coffee, art created by locals, and fresh flowers native to your city or state.

For example, homeowners in the Portland, Oregon, area can give guests nitro coffee from local roaster Stumptown Coffee, a wood ornament carved by a local artist, or recent issues of the local travel and leisure magazine, Portland Monthly.

A gift basket is also the ideal place to provide some vacation rental essentials and extras that guests may have forgotten to pack, such as a wine opener, travel-size toiletries, or ear plugs for a good night’s sleep.

Even better, you can personalize some amenities. For instance, when guests book your pet-friendly vacation home, you can offer items like a dog leash, bandana, or water bowl.

If you don’t visit your property enough to replenish goods, consider partnering with a local business to get coupons to leave with your welcome book.




Giving guests a vacation rental welcome package not only sets the stage for a spectacular stay—it can help move the needle in your favor when it comes time for guests to leave a review. Use these tips to create your own unique welcome letter, guest book, and gift basket to encourage 5-star reviews.

Learn how Vacasa creates a seamless and enjoyable experience for your guests from arrival to departure.

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Vacasa offers property management and other real estate services directly through Vacasa LLC and through Vacasa LLC's licensed subsidiaries. Click here for more information about Vacasa's licensed real estate brokerage/property manager in your state. Vacasa’s licensed real estate brokerages/property managers include: Vacasa Alabama LLC; Vacasa Arizona LLC; Vacasa Colorado LLC (Micah Victory); Vacasa Delaware LLC, 302-541-8999; Vacasa Florida LLC; Vacasa Louisiana LLC, Dana MacCord, Principal Broker, ph 504.252.0155 (Licensed in LA); Vacasa Michigan LLC, 947-800-5979; Vacasa Missouri LLC, Susan Scanlon, Designated Broker; Vacasa Nevada LLC; Vacasa New Hampshire LLC,45 NH-25, Meredith, NH 03253, Dave Grant, Broker of Record; Vacasa New Mexico LLC, 503-345-9399; Vacasa New York LLC, 888-433-0068, Susan E. Scanlon, Real Estate Broker; Vacasa North Carolina LLC; Vacasa Pennsylvania LLC; Vacasa Real Estate Corporation, California DRE #02105811, Joseph Czapkowicz, California DRE #01380722; Vacation Palm Springs Real Estate, Inc., California DRE #01523013, Mark Graham, California DRE #00700720; Vacasa Real Estate LLC (licensed in Colorado, Daned Kirkham); Vacasa Real Estate LLC (licensed in Idaho, Oregon, and Utah); Vacasa Real Estate LLC (licensed in Maine, Michael McNaboe, Designated Broker); Vacasa Real Estate LLC (licensed in Texas, Debra Brock, Designated Broker); Vacasa Real Estate LLC (licensed in Washington, Robert Brush, Designated Broker); Vacasa Seasonals Inc., California DRE #02160171, Lisa Renee Stevens, California DRE #01485234; Vacasa South Carolina LLC; Vacasa South Dakota LLC; Vacasa Tennessee LLC; Vacasa Vacation Rentals of Hawaii LLC, 3350 Lower Honoapiilani Road, Suite 600, Lahaina, HI 96761; Vacasa Vacation Rentals of Montana LLC, Terah M Young, Licensed Property Manager; Vacasa Virginia LLC; Vacasa Wisconsin LLC; Vacasa Wyoming LLC. In Canada, this advertisement is provided by Vacasa Canada ULC, CPBC lic. number 75826, 172 Asher Rd. V1X 3H6 Kelowna, BC.