15 Things Every Airbnb Welcome Book Should Include

The difference between a four-star review and a five-star review often comes down to one thing: did your guest feel taken care of? A well-crafted Airbnb welcome book answers every question before it gets asked, prevents most problems before they start, and creates the kind of thoughtful hosting experience that guests rave about online.

After working with hundreds of vacation rental hosts, we have identified the 15 elements that consistently appear in the best welcome books. Skip any of these and you are leaving reviews (and repeat bookings) on the table.

The 15 Must-Have Elements

1. A Warm, Personal Welcome Message

Start with a greeting that sounds like a real person wrote it, not a corporate manual. Mention your name, share a brief reason why you love this property, and express genuine enthusiasm about their visit. Two to three sentences is the sweet spot. Longer than that and guests skip it entirely.

2. WiFi Network Name and Password

This is the single most requested piece of information from vacation rental guests. Put it on the first page, in large text, impossible to miss. Consider adding a QR code that connects devices automatically. Nothing frustrates guests more than hunting through a binder for the WiFi password after a long day of traveling.

3. Check-In and Check-Out Instructions

Detail exactly how to enter the property. If you use a smart lock, explain the code. If there is a lockbox, describe its location. For check-out, be specific: what time, where to leave keys, whether to start the dishwasher, and what the thermostat should be set to. A simple numbered checklist works far better than paragraph instructions.

4. House Rules (Written Kindly)

Frame rules as requests rather than demands. “We ask that shoes be removed at the door to protect the hardwood floors” reads very differently from “NO SHOES INSIDE.” Cover quiet hours, smoking policy, maximum occupancy, pet rules, and parking. Guests respect rules that come with brief explanations of why they exist.

5. Appliance and Equipment Guides

Every thermostat, coffee maker, and TV remote deserves a quick instruction. Include photos when possible. The smart TV with three remotes and four inputs is the most common source of guest frustration. Label which remote does what, or better yet, photograph the correct settings.

6. Emergency Contact Information

List your phone number (and a backup contact), local emergency services, the nearest hospital or urgent care with an address, and any property-specific emergency instructions like where the fire extinguisher is located or how to shut off the water main.

7. Trash and Recycling Guide

This sounds minor, but unclear garbage instructions generate a surprising number of guest messages. Explain what goes in which bin, when collection happens, and where bins should be placed. If recycling rules are strict in your area, spell them out.

8. Local Restaurant Recommendations

Skip the generic TripAdvisor top ten. Share the places you actually eat. Organize by meal (breakfast, lunch, dinner, coffee) and include the one-sentence pitch for each spot. “Best breakfast burrito in town, no wait before 9am” is more helpful than a full address and phone number. Include addresses too, but lead with the why.

9. Grocery Stores and Markets

Guests staying multiple nights will need groceries. List the closest options with driving times and note any specialty stores like farmers markets or international grocery stores. Mention delivery options if they are available in your area.

10. Nearby Attractions and Activities

Mix the must-see spots with hidden gems only locals know about. For each recommendation, include approximate cost, how long to budget, and the best time to visit. “Skip the Saturday crowd and go Tuesday morning” is the kind of local insight guests remember.

11. Outdoor Recreation Options

Whether your area offers hiking trails, beaches, ski slopes, or bike paths, provide practical details. Which trailheads are closest, where to rent equipment, and what skill levels each option suits. Include seasonal notes since conditions change throughout the year.

12. Transportation and Parking

Explain how to get around from your property. Cover parking specifics (where to park, any permits needed, garage door codes), public transit options with app recommendations, and typical ride-share costs to popular destinations. If the best way to experience your neighborhood is walking, say so and describe what is within walking distance.

13. Neighborhood Overview

Give guests the context that helps them feel comfortable. What kind of neighborhood is this? What is the vibe? Are there any local norms they should know about? Where do neighbors walk their dogs? Where is the nearest pharmacy or ATM? This is where your personal knowledge as a host becomes genuinely valuable.

14. Seasonal and Weather Tips

If guests are visiting during winter, tell them about road conditions and where to find ice scrapers. If it is summer, recommend the best time of day to hike before the heat. These small tips show that you have thought specifically about when they are visiting, not just where.

15. A Gentle Review Request

End your welcome book with a simple, non-pushy request for a review. Include a QR code that links directly to your listing’s review page. Guests who have just had a great experience are happy to leave a review when you make it easy. A line like “If you enjoyed your stay, a quick review helps other travelers find us” works well.

Design Tips That Make the Difference

Content matters most, but presentation determines whether guests actually read your welcome book.

Keep it scannable. Use headers, bullet points, and icons. Guests should be able to find any answer in under ten seconds of flipping through pages.

Use photos generously. A picture of your thermostat with the correct settings labeled is worth more than a paragraph of instructions. Photos of recommended restaurants help guests decide where to eat.

Stay under 20 pages. Anything longer and guests stop reading. Be thorough but concise. If you have extensive restaurant recommendations, consider a separate dining guide or a QR code linking to a Google Maps list.

Print and digital. Offer both formats. A printed book on the coffee table gets picked up naturally. A digital version (shared via your pre-arrival message) lets guests plan before they arrive and access recommendations on their phones while they are out exploring.

City-Specific Content Is What Sets You Apart

Generic welcome books feel lazy. When your restaurant recommendations include the actual neighborhood spots that tourists miss, when your hiking trail suggestions come with insider tips about the best viewpoints, and when your seasonal advice reflects genuine local knowledge, guests notice. That specificity is what transforms a functional house manual into a memorable part of the travel experience.

Skip the DIY Struggle

Building a welcome book from scratch means wrestling with layout, design, and formatting when you could be improving your property or responding to guests. Pre-designed templates give you the professional structure with all the right sections already built in. You just add your property details, local recommendations, and personal touches.

Our Airbnb welcome book templates are designed specifically for vacation rental hosts. They come in multiple color palettes, cover 80 popular US cities with city-specific sections, and are fully customizable in Canva. Find your city and start building a welcome book that earns five-star reviews.

Browse Airbnb Welcome Book Templates