The Ultimate Guide to Creating a Stunning Welcome Book for Airbnb Hosts

As an Airbnb host or short-term rental owner, you’ve likely experienced the barrage of questions from guests. Whether it's Wi-Fi passwords or instructions for operating the TV, your phone is bound to ring. But what if you could minimize these interruptions while enhancing your guests' experience?

That’s where a well-crafted vacation rental welcome book comes in. A personalized, informative, and visually appealing welcome book not only answers common guest questions but also reflects your unique brand, elevating guest satisfaction and boosting your property’s reputation.

What Should My Vacation Rental Welcome Book Look Like?

Your welcome book is more than just a list of rules and instructions—it’s a representation of your property and brand. Aim to create something visually striking, not just a hand-written list on paper that guests might misplace. The design of your welcome book should complement the theme of your property, whether it’s a beachside cottage, a cozy log cabin, or a chic city apartment.

Consider incorporating images, color schemes, and layout choices that align with your rental’s aesthetic. For example, beach houses could use a calm blue palette with coastal imagery, while mountain cabins might opt for rustic tones and nature-inspired visuals.

How to Create a Vacation Rental Welcome Book

Your welcome book should align with the atmosphere of your rental. If your property exudes luxury, consider using online tools that allow for sleek, professional designs. Here are a couple of options:

• Touchstay.com – A popular platform for creating digital welcome books that guests can access from their phones. The first property is $70/year, with additional properties costing $35/year.
• Shutterfly.com – Ideal if you want a physical book, especially if you prefer a photo-heavy design with minimal text. The smallest 8x8 book costs $30, while larger books can run up to $100.

If you’re the creative type, you could even make a personalized scrapbook-style welcome book, but remember that durability is key. Whatever method you choose, ensure that your book is easy to navigate and reflects your brand’s style.

What’s Included in Your Welcome Book

A great welcome book not only answers common guest queries but also provides essential information about your property and its surroundings. Below are the key sections every Airbnb or short-term rental welcome book should have.

1. Welcome Letter from the Host

Start with a warm, personalized letter welcoming guests to your property. Share a bit of your story—why you love the property, or how long you’ve been hosting. A heartfelt introduction helps create a connection between you and your guests, setting a positive tone for their stay.

If you offer extras like local passes or tickets, include them here. This small touch can make a big impression.

2. Table of Contents

A table of contents ensures guests can easily find what they need without flipping through endless pages. For example, if they need instructions on how to operate the TV, they can simply turn to the “Technology” section.

3. Emergency Information

This is crucial, especially for out-of-town or international guests. Include a list of emergency contacts, such as the nearest hospitals, police and fire departments, poison control, and your property manager’s details.

4. Property-Specific Instructions

Outline instructions for using the amenities. For example, if you have a pool, hot tub, or grill, include usage rules and guidelines. Guests will also appreciate clear directions for operating appliances, thermostats, and entertainment systems.

5. Check-in and Check-out Procedures

Provide clear instructions for both check-in and check-out. If guests need to inspect the property upon arrival or follow specific cleaning procedures before leaving, this is the place to mention it. Let them know where to leave the keys and if there are any settings (like temperature or lights) that need adjusting before they depart.

6. House Rules and Community Guidelines

Be clear about your house rules to avoid misunderstandings. Address issues such as noise levels, parking, pet policies, and any other community regulations your guests should know.

7. Local Recommendations

This is where you can really enhance your guests' stay by offering personalized suggestions. Share your favorite local restaurants, attractions, and activities. Provide brochures, maps, and other helpful resources that highlight the best your location has to offer.

8. Waste Disposal and Recycling

Outline the specifics of trash collection and recycling, including the pickup days and any sorting guidelines.

9. Internet and Technology Instructions

Make it easy for guests to connect to Wi-Fi and use the entertainment systems. A simple step-by-step guide can save a lot of frustration on both ends.

10. Maintenance and Property Manager Contacts

For any unexpected issues, include contact details for your property manager, maintenance team, or cleaning services.

How to Make Your Welcome Book Last

Once your welcome book is ready, it’s important to protect it from wear and tear. Use laminated or glossed sheets to prevent smudging and stains, and opt for thicker, durable paper if you’re going the print route. For digital welcome books, ensure your platform is user-friendly and can be easily updated as needed.

Where You Should Put Your Welcome Book

The location of your welcome book is just as important as its content. While the kitchen is a common spot, it’s also a place where guests might overlook it as they unpack. Consider placing the book in a more visible location, like the living room coffee table or even on the bed pillows, where it can’t be missed.

You might also send a quick reminder in your check-in message, such as:
"I hope you enjoy your stay! If you have any questions, refer to the welcome book on the living room table. My contact details are also listed on the first page if you need further assistance."

Final Thoughts: Your Vacation Rental Welcome Book Is an Essential Tool

A well-designed, thoughtfully curated welcome book can significantly enhance your guest's experience and reduce the number of calls and messages you receive. Whether it’s digital or handmade, this guidebook is an indispensable tool for providing excellent customer service, ensuring your guests feel at home, and securing those five-star reviews.

Futurestay Tips:

1. Can I create a digital version of my welcome book?
Yes! Digital welcome books are increasingly popular, allowing guests to access information from their phones or tablets. Platforms like TouchStay make this easy to do.

2. How often should I update my welcome book?
You should update your welcome book anytime there’s a change in house rules, amenities, or local attractions. A biannual review is a good practice to ensure everything is up-to-date.

3. Can I include advertisements or partnerships in my welcome book?
Absolutely! Many hosts partner with local businesses, offering discounts or recommendations in their welcome books. Just ensure these ads align with your brand and add value to your guests' experience.

4. Should I create both a digital and physical welcome book?
While not necessary, offering both can cater to different guest preferences. Some guests appreciate the ease of digital, while others prefer a tangible book.

5. How do I handle guests who ignore the welcome book?
While some guests may overlook the welcome book, it still benefits those who use it. A gentle reminder during check-in can encourage guests to take a look.