What is a welcome book?
A welcome book(also called a guest guide, house manual, or property information pack) is a document that gives your guests everything they need for a smooth, comfortable stay. Think of it as your property's instruction manual, personalised note, and local guidebook all in one.
Traditionally, hosts left a printed folder on the kitchen counter. Today, most hosts have switched to a digital welcome book: a mobile-optimised page guests open from a link or QR code on their phone. No printing, no app download, no version control headache when the WiFi password changes.
A well-crafted welcome book does two things simultaneously: it reduces the number of messages you receive during the stay (guests find the answer themselves) and it elevates the overall experience (guests feel looked after, informed, and welcomed).
What to include: the complete checklist
A complete welcome book for Airbnb and vacation rental guests should cover the following sections. Not every property needs all of them; trim to what applies.
1. Welcome
- A personal headline and tagline for your property
- Cover photo that sets the tone for the stay
- Host-written display name (shown to guests in their language)
2. Map & location
- Full property address with postcode
- Interactive map pin guests can open directly in Google Maps or Apple Maps
- Neighbourhood, city, and region context
3. Getting here (transport)
- Routes from nearest airports, ferry ports, and train stations
- Distance and estimated travel time for each route
- Recommended transport mode: drive, taxi, boat, train, or mixed
- Turn-by-turn directions or notes for last-mile navigation
4. Check-in & check-out
- Check-in time and early arrival policy
- Access instructions: door code, key lockbox, smartlock, concierge
- Check-out time and late departure policy
- What to do before leaving: keys, bins, linens, locking up
- Parking instructions (space number, permit, nearest public parking)
5. WiFi
- Network name (SSID) displayed prominently for easy scanning
- Password: tap to copy on mobile
- Secondary or guest network if one exists
6. House rules
- Quiet hours
- Smoking policy (indoors and outdoors)
- Pet policy
- Party and gathering policy
- Rubbish and recycling instructions
- Any property-specific rules (shoes off, pool hours, etc.)
7. Amenities
- Full list of what the property offers (pool, jacuzzi, BBQ, gym, etc.)
- How-to notes for appliances guests may not recognise
- TV, streaming services, and entertainment
- Kitchen equipment: espresso machine, oven quirks, dishwasher
8. Meet the host
- Host name, photo, and personal bio
- Why the host loves this property and the area
- Contact phone, WhatsApp, and email
9. Emergency contacts
- Host or property manager 24/7 number
- Local emergency services: police, ambulance, fire brigade
- Nearest hospital and clinic
- Nearest 24-hour pharmacy
10. Culture & nature (activities)
- Hiking trails, beaches, and natural landmarks
- Cultural sites, museums, archaeological spots
- Day trips and excursions worth the journey
- Seasonal events and festivals
11. Food & drink
- Host's favourite restaurants and tavernas
- Best cafés and brunch spots
- Local supermarkets, bakeries, and markets
- Where to buy local produce and wine
12. Drive & ride
- Car hire recommendations near the property
- Scooter and bicycle rentals
- Local taxi and ride-hailing options
- Bus and public transport routes
13. Sea & cruise services
- Boat hire and charter companies
- Ferry schedules and booking tips
- Snorkelling and diving spots
- Sailing excursions and sunset cruises
14. Sightseeing
- Must-see viewpoints and photo spots
- Guided tours and walking routes
- Hidden gems locals love but tourists miss
- Opening hours and ticketing tips for popular sites
15. Spa & wellness
- Spas, massage studios, and wellness centres
- Yoga classes, retreat studios, and meditation spots
- Best beaches for swimming and relaxation
16. Shopping
- Local artisan shops and boutiques
- Markets and souvenir recommendations
- Hidden gem shops worth the detour
- Pharmacy, hardware, and practical essentials
17. Useful phrases
- Key phrases in the local language with pronunciation guide
- Contextual tips (when to use them, expected responses)
- Numbers, greetings, and restaurant vocabulary
18. Thank you & check-out
- Farewell message from the host
- In-app star rating and guest feedback
- Link to leave a public review on Airbnb, Google, or TripAdvisor
Digital vs. printed welcome books
| Printed | Digital | |
|---|---|---|
| Available before arrival | ✗ | ✓ |
| Works in any language | Costly to reprint | ✓ Instant |
| Update WiFi password | Reprint required | ✓ Real-time |
| Accessible on guest's phone | ✗ | ✓ |
| Links to Google Maps | ✗ | ✓ |
| No app required | n/a | ✓ |
| Environmental impact | Paper + ink | Zero |
How to create a digital welcome book
There are three approaches:
- 1. DIY (Notion, Google Docs, Canva). Free and flexible, but the result is generic. Maintaining it manually across updates is time-consuming, and most self-built guides don't load well on mobile or support multiple languages.
- 2. Self-serve SaaS tools. Platforms like Hostfully Guidebooks or Touch Stay let you fill templates yourself. Good for simple properties; less suited to boutique hotels or multilingual guests who need a tailored voice.
- 3. Fully managed service. Be Our Guest combines an online editor with professional design and copywriting. You provide the content; we produce a bespoke, multilingual digital welcome book that reflects the character of your property, available in up to 9 languages, shareable via link or QR code, no app required.
Tips for a 5-star welcome book
- Write in the guest's language. If you host international guests, a multilingual welcome book dramatically improves comprehension and reduces misunderstandings.
- Lead with what guests need first. Check-in instructions come before restaurant tips. People are anxious about access; solve that first.
- Be specific about WiFi. The network name and password are the most-searched section of any welcome book. Put it near the top, in a large, easy-to-read format.
- Keep recommendations personal. 'My favourite taverna: ask for the table by the window' reads better than a generic TripAdvisor list.
- Update it before every season. Outdated restaurant hours or a changed door code will undo all the goodwill a great welcome book builds.
- Photograph your amenities. A short photo or video of how to operate the wood stove or the Nespresso machine reduces support messages dramatically.
Frequently asked questions
What should be in an Airbnb welcome book?
An Airbnb welcome book should include: check-in and check-out times, access instructions (door codes, key locations), WiFi network name and password, house rules (quiet hours, smoking, pets, parties), emergency contacts, parking instructions, local transport options, restaurant and activity recommendations, and a personal welcome note from the host.
How do I make a digital welcome book?
You can create a digital welcome book using a dedicated platform like Be Our Guest. Fill in your property's details: arrival instructions, local recommendations, house rules. The platform generates a mobile-optimised guide your guests access via a link or QR code, with no app required.
What is a welcome book?
A welcome book (also called a guest guide or house manual) is a document that gives guests all the information they need for a comfortable stay. It typically covers arrival logistics, house rules, amenities, emergency contacts, and local recommendations. Digital welcome books replace the printed folder with a mobile-friendly link.
Do I need a welcome book for my Airbnb?
A well-crafted welcome book consistently correlates with fewer guest messages, higher review scores, and better overall satisfaction. It is not a requirement on Airbnb, but hosts who use one typically describe it as one of the highest-ROI improvements they made to their listing.
What is the difference between an Airbnb guidebook and a welcome book?
Airbnb's built-in guidebook is a list of local recommendations attached to your listing. A welcome book is a comprehensive property manual that also covers arrival logistics, house rules, amenities, and emergency contacts. The two complement each other: the Airbnb guidebook drives discovery, the welcome book handles the full stay.
Ready to create yours?
A welcome book your guests will actually read
Be Our Guest designs bespoke digital welcome books for boutique hotels, villas, and short-term rentals, multilingual, mobile-first, and ready before your next check-in.
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