Welcome message templates that set expectations

Ready-to-adapt messages for the moments around a resident's arrival. Copy, change the bracketed parts, send.

Immediately after acceptance

Hi [name],

Welcome to [property name]! Your booking is confirmed for [check-in date] to [check-out date], and I'm looking forward to having you.

A few quick essentials so you can plan:

Address: [full address]

Check-in: [time or window]

Key handover: [in-person / smart lock / lockbox]

Closest transit: [station + walking time]

I'll send full check-in details (door codes, Wi-Fi, etc.) 48 hours before you arrive. In the meantime, let me know if you have questions.

Best, [your name]

7 days before move-in

Hi [name],

A week until move-in! Quick check:

What time are you planning to arrive on [date]?

Are you coming by [car/train/flight]?

Anything you'd like me to have ready (extra blankets, fan, etc.)?

Looking forward to seeing you soon.

[your name]

48 hours before move-in — full check-in pack

Hi [name],

Move-in tomorrow! Everything you need:

Address: [full address]

Apartment: Floor [X], door [Y]

Entry to the building: [door code / buzzer / "use front door, it's open"]

Your room: [room name and location inside the apartment]

Wi-Fi: [network name] / password: [password]

Key plan: [where they pick up keys / who meets them]

Cleaning supplies: [where they are]

Bins / recycling: [where to take them and on which days]

House rules quick recap: [quiet hours], [pets], [residents], [smoking]

If anything goes wrong tomorrow, message me here or call [phone].

Safe travels — see you soon!

[your name]

Day-of, morning

Morning [name]! Looking forward to having you tonight. Let me know when you're about 30 minutes out so I can be ready to meet you.

After they've moved in (a few hours later)

Hi [name], everything OK with the room? Any quick questions on how anything works (heating, kitchen, washing machine)? Happy to help while it's fresh.

A week into the stay

Hi [name], hope the first week's been good. Anything you need — practical things, neighbourhood tips, or just settling in? I'm around.

A week before check-out

Hi [name], hard to believe it's been [X] months already. Quick reminder that check-out is on [date]. I'll send the full check-out checklist in a few days. Let me know if you'd like to discuss extending if you're enjoying it.

Day before check-out — checklist

Hi [name], one more sleep!

Tomorrow's check-out reminders:

Out by [time]

Strip the bed and leave linens in [where]

Bins emptied

Leave keys [where]

Door auto-locks behind you / will lock it when I come by

A quick photo of the room as you leave is really helpful for both of us.

Thanks for the stay — has been a pleasure.

After check-out

Hi [name], you made it out smoothly. The room looks great, thanks for leaving it tidy. I've left you a review — would love yours when you have a sec. If you ever come back to [city], you're always welcome.

How to use these

Don't send them word-for-word. Adapt the tone to your voice and the resident.
Personalise the brackets. "Welcome to [property name]" is fine; "Welcome to Casa Verde, you're going to love the garden" is better.
Re-read before sending. A single misplaced "you" can make a friendly message land wrong.