A good welcome book does more than sit on the coffee table. It answers questions before guests ask them, reduces your message volume, prevents problems, and makes guests feel genuinely welcomed.
Most welcome books fail because they’re either too sparse (just WiFi and checkout time) or too overwhelming (a 30-page binder no one reads). This guide helps you find the balance.
Why Welcome Books Matter
For Your Guests
- Immediate answers to common questions
- Local knowledge they can’t get from Google
- Confidence they know how everything works
- A sense that you’ve thought about their experience
For You
- Fewer repetitive questions
- Fewer “how do I…” messages at 10pm
- Clear documentation of house rules
- Legal protection (safety information provided)
- Better reviews (prepared guests have better experiences)
What Every Welcome Book Needs
1. Welcome Message
Start personal. A brief, warm welcome sets the tone.
Include:
- Your name (or property manager’s name)
- A sentence about the property or area
- Invitation to reach out with questions
- Best contact method for different situations
Example:
Welcome to Lakeside Retreat! I’m Sarah, and I’m thrilled you’ve chosen our cabin for your getaway. This place is special to our family, and I hope you’ll love it as much as we do.
For quick questions, text me at [number]. For urgent issues, call anytime.
Enjoy your stay!
2. WiFi and Connectivity
The first thing every guest looks for.
Include:
- Network name
- Password (make it simple and memorable)
- Router location (for resets)
- Cell coverage notes if relevant
- Smart TV instructions
Format tip: Make this its own page or card. Many hosts create a small framed sign or table tent with just WiFi info.
3. House Systems Guide
How things work in your specific property.
Cover:
- Thermostat operation and recommended settings
- TV/entertainment system basics
- Kitchen appliances (especially non-obvious ones)
- Washer/dryer settings
- Hot tub or pool operation
- Fireplace instructions
- Security system (if guests interact with it)
- Smart home devices
Format tip: Photos or diagrams help more than paragraphs of text.
4. House Rules
Clear expectations prevent problems.
Essential rules to cover:
- Quiet hours
- Smoking policy
- Pet policy (even if you don’t allow pets)
- Maximum occupancy
- Parking instructions
- Trash and recycling procedures
- What’s off-limits (if anything)
Tone tip: Frame rules positively when possible. “Please enjoy the deck until 10pm” vs. “No noise after 10pm.”
5. Safety Information
This section is both helpful and legally important.
Include:
- Emergency numbers (local, not just 911)
- Nearest hospital with address
- Fire extinguisher location
- First aid kit location
- Emergency exit routes
- Carbon monoxide/smoke detector info
- Circuit breaker location
- Water shut-off location
- Any property-specific hazards
6. Check-Out Procedures
Set clear expectations for departure.
Standard requests:
- Check-out time
- Where to leave keys (if applicable)
- Dishes expectations (dishwasher vs. sink vs. no need)
- Trash expectations
- Thermostat settings
- Lock-up reminders
- What to do with linens
Keep it reasonable: Don’t ask guests to strip beds, start laundry, and take out trash AND wash all dishes. Professional cleaning should handle most of it.
7. Local Recommendations
This is where you add real value beyond the basics.
Categories to consider:
| Category | What to Include |
|---|---|
| Restaurants | Your actual favorites, not every option |
| Coffee shops | Especially important for morning people |
| Groceries | Nearest store + any specialty markets |
| Activities | What to do based on season and interests |
| Hidden gems | Things tourists might miss |
| Family-friendly | If your property attracts families |
| Rainy day options | Indoor activities when weather doesn’t cooperate |
Quality over quantity: Five genuine recommendations beat twenty generic ones. Include why you recommend each place.
Format Options
Physical Book or Binder
Pros:
- Always visible and accessible
- No technology required
- Guests actually flip through it
- Can include local brochures/menus
Cons:
- Gets worn and outdated
- Can be lost or damaged
- Harder to update
- Takes physical space
Best for: Traditional vacation rentals, older demographics, properties without strong WiFi
Digital Guide
Pros:
- Easy to update
- Can include links and multimedia
- Guests can access before arrival
- Searchable
- No physical maintenance
Cons:
- Requires guest to use device
- May not be checked
- Less personal feel
- Accessibility depends on connectivity
Best for: Urban rentals, tech-savvy guests, properties with frequent updates
Hybrid Approach
Many successful hosts use both:
- Physical quick-reference card (WiFi, contact info, emergency numbers)
- Digital comprehensive guide (detailed instructions, local recommendations)
Send the digital guide before arrival; have the physical card prominently displayed.
Design Principles
Make It Scannable
Guests don’t read cover to cover. They scan for what they need.
Use:
- Clear headings and sections
- Bullet points over paragraphs
- Bold text for key information
- Table of contents if longer than 5 pages
- Visual hierarchy (important stuff stands out)
Keep It Current
Outdated information is worse than no information.
Update triggers:
- Seasonal changes (pool open/closed, fireplace usage)
- New equipment or systems
- Restaurant closures or changes
- Changed contact information
- New local attractions
System: Set a calendar reminder to review quarterly at minimum.
Match Your Property’s Personality
A rustic cabin’s welcome book should feel different from a modern downtown loft.
Consider:
- Design aesthetic (fonts, colors, imagery)
- Tone of writing (casual vs. formal)
- Level of detail (minimalist vs. comprehensive)
- Local character (reflect the destination)
Prioritize Accessibility
Your guests may include people with various needs.
Accessibility considerations:
- Readable font size (12pt minimum)
- Good contrast (avoid light gray text)
- Simple language (not everyone speaks English fluently)
- Multiple formats if possible (physical + digital)
What Not to Include
Avoid Over-Documentation
- Every restaurant within 20 miles
- Detailed history of the area (unless guests specifically seek this)
- Your full autobiography
- Pages of legal disclaimers
- Instruction manuals for every appliance
Avoid Negative Framing
Instead of listing everything guests can’t do, focus on what they can enjoy and how to do it well.
Avoid Outdated Information
Nothing undermines trust like recommending a restaurant that closed two years ago or providing wrong WiFi credentials.
Templates and Tools
Digital Guide Platforms
- Hostfully: Purpose-built for vacation rental guidebooks
- Touch Stay: Digital guidebook with messaging
- Canva: Design your own with templates
- Google Docs: Simple, free, easy to share
Physical Book Options
- Printed and bound booklet
- Three-ring binder with clear sleeves
- Framed quick-reference sheets
- Laminated cards for durability
The Guest Perspective
Before finalizing, read through your welcome book as if you’re a first-time guest who just arrived after a long trip.
Ask yourself:
- Can I find the WiFi password in under 10 seconds?
- Do I know what to do if something goes wrong?
- Do I feel welcomed or overwhelmed?
- Are there things I’d still need to message the host about?
- Does this make me more or less excited about my stay?
A great welcome book is one piece of a great guest experience. See how our management approach handles every touchpoint from booking to checkout.
