Airbnb welcome book: 10 essential sections for every host
A good Airbnb welcome book brings together the information guests need before arrival, when they enter the property, and throughout the stay. It may also be called a digital guest guide, house manual, guest guidebook, or vacation-rental welcome guide.
The short answer is that your guide should explain how to arrive, how to use the property, which rules to follow, what to do nearby, and how to get help. The ten sections below organize that information. Start with the minimum core and add detail as you learn which questions guests ask most often.
A welcome book is more than attractive presentation. It is a quick reference: every section should answer a real question or guide a specific action.
What is a digital guest guide?
A digital guest guide is a link-, mobile-, or QR-code-accessible version of the manual many hosts leave at the property. Guests can open it before travelling, find information without turning through pages, and receive updates without waiting for a new printout.
It does not replace every booking-platform message or house rule. It is also different from a short welcome letter or Airbnb’s neighborhood guidebook. A welcome message starts the relationship; house rules set boundaries; the guest guide brings instructions, context, and recommendations into one organized experience.
The 10 essential sections of an Airbnb welcome book
1. Welcome and property overview
Open with a short, human, useful message. Share the property name, introduce the host or team, and explain how guests should use the guide. If the property has a memorable feature, such as a balcony, view, workspace, or central location, mention it in one sentence.
Avoid turning the opening into corporate copy. Guests should quickly know they are in the right place and where to find access, Wi-Fi, rules, and contact details. This Airbnb welcome message template can help you share the link at the right time.
2. Essential property information
Create a quick-reference section for facts that do not belong to only one stage of the journey. Include the full address, building or community name, floor, unit number, standard quiet hours, and any detail that helps visitors orient themselves.
If the property has quirks, such as an elevator that needs a key, limited front-desk hours, stairs, recycling rules, or limited hot-water capacity, explain them without assuming visitors already know the property. Write for someone who has never been there.
3. Location, arrival, and parking
Explain how to reach the property from the nearest airport, station, highway, or landmark. Add a map link, last-mile directions, and information about public transport, taxis, rideshare services, or parking.
If there is a parking space, include the number, access route, garage clearance, and where to find the remote or access card. If parking is on the street, explain signs, restrictions, and time limits. For international guests, use local references and units clearly rather than relying on unexplained abbreviations.
4. Check-in and check-out
This is one of the most important parts of the manual. Present each action in order: where to park, which entrance to use, how to open the gate, where to find the key, or how to enter the code.
State check-in and check-out times, what to do after an early or late arrival, and who to contact if access fails. For checkout, explain the deadline, where keys go, how to handle rubbish, and which appliances or windows should be checked. The self check-in guide shows how to turn long instructions into an easy sequence.
5. Wi-Fi and utilities
Put the network name and password somewhere guests can find in seconds. Do not bury Wi-Fi in a paragraph. Explain what to do if the network does not appear, if there is a different network on each floor, or if the router is in a specific location.
Then explain equipment that commonly causes questions: air conditioning, heating, TV, coffee machine, water heater, blinds, washing machine, and dishwasher. Use the format “where it is, which button to press, and what to avoid.” Add a photo or short video when it is clearer than text.
6. Local tips and nearby services
The guide should help guests enjoy the area, not only operate the property. Organize recommendations by need: groceries, pharmacy, coffee, restaurants, attractions, beaches, trails, transportation, and activities for families or children.
A generic recommendation has little value. For each one, add an approximate distance, best time to go, price range, booking requirement, best item to order, or a detail only a local host would know. Review links, opening hours, and closures regularly. See these local tips for guests for more ideas.
7. House rules
Keep behavioral rules separate from operating instructions. Explain, in a direct and friendly tone, policies on smoking, pets, parties, visitors, noise, maximum occupancy, and shared spaces.
Whenever possible, describe the expected behavior and the practical reason. “Please keep noise low between 10 p.m. and 8 a.m. to respect other apartments” gives more guidance than a list of unexplained prohibitions. Add rubbish, linens, furniture, and community rules guests need to know.
8. Amenities and how-to instructions
List the amenities guests can use and say where to find them. Then add the restrictions that prevent confusion: pool hours, reservations, capacity, garage clearance, barbecue rules, laundry location, or hot-tub instructions.
Do not copy the property listing. The listing tells guests what exists; the guide explains how to find and use it. If the property has different rooms or areas, organizing instructions by room may be easier to scan than one long list.
9. Host, support, and contact
Tell guests who is responsible for the stay and which channel to use for common questions, urgent problems, and issues outside business hours. If a support team handles maintenance, cleaning, or access, explain who does what.
Do not publish more personal information than necessary. Guests need to know how to ask for help, when they can expect a response, and which local contact to use when the host is away. Clear support instructions prevent a simple question from becoming a long message thread.
10. Safety and emergencies
Separate the host contact from public emergency services. Include the complete property address, local emergency number, nearest hospital or urgent-care facility, and a local support contact when relevant.
Show where guests can find the fire extinguisher, smoke detector, first-aid kit, electrical panel, water shutoff, and relevant exits. Explain what to do in a fire, leak, power outage, or other local risk. Emergency numbers vary by country, so confirm local information and review phone numbers and addresses regularly.
A copy-ready minimum checklist
If you are starting from scratch, use this structure as your first house manual:
- Property name, welcome message, and primary contact.
- Address, map, parking, and arrival directions.
- Check-in and check-out times and steps.
- Wi-Fi name, password, and basic troubleshooting.
- Instructions for appliances that are not obvious.
- Rules for smoking, pets, parties, visitors, noise, and rubbish.
- Available amenities, locations, and usage limits.
- Recommended grocery stores, pharmacies, transport, restaurants, and attractions.
- Local emergency services, address, hospital, and safety equipment.
- Last review date and support channel.
How to create the guide in five steps
1. Gather the facts before you write
Record access details, Wi-Fi, rules, appliances, emergency information, parking, and local recommendations. Do this per property, because copying details from one listing to another can create serious errors.
2. Organize it around the guest journey
Start with what guests need before arrival and during the first minute inside the property. Then add amenities, local tips, checkout, and support. The order reduces the time visitors need to find an answer.
3. Write for quick scanning
Use descriptive headings, short lists, links, and numbered instructions. “Press the blue button for three seconds” is more useful than “use the remote normally.” Test the copy with someone who has never visited the property.
4. Choose how to share it
A PDF or printed manual can work in specific situations, but a digital guide is easier to send before arrival and update when a code, opening time, or recommendation changes. A QR code for guests can complement the link inside the property.
5. Test and review it
Ask someone to find access, Wi-Fi, and urgent contact details in under 30 seconds. Then simulate the full arrival on a phone. Review the guide whenever you change a lock, password, rule, appliance, schedule, or recommendation.
Digital guidebook or printed house manual?
The right choice depends on the property and guest profile. A printed manual can be a useful in-home fallback, while a digital guide works better for pre-arrival communication and frequent updates.
| Format | Main advantage | Main limitation | | --- | --- | --- | | Digital guide by link | Pre-arrival access, mobile reading, and centralized updates | Guests still need to open the link and use a device | | PDF | Easy to create and send by message or email | Every change requires the file to be revised and redistributed | | Printed manual | Visible in the property and available without a screen | Does not help before arrival and can become outdated | | Digital plus printed | Combines preparation before arrival with in-stay reference | Both versions must stay consistent |
For a deeper comparison, see digital guest guide or PDF for Airbnb guests and Airguide, PDF, or Canva template.
How to make guests actually use the guide
Share the link in a pre-arrival message, but do not send only “here is the manual.” Tell guests what they will find and highlight the most urgent information, such as access, parking, or Wi-Fi. Inside the property, place a QR code somewhere visible and explain that the content can be opened on a phone.
Keep the copy short, use images when a visual instruction is clearer, and group information by task. If you host international guests, offer a translated version and review proper names, codes, phone numbers, addresses, and units. The guest-guide translation workflow explains this in more detail.
Frequently asked questions
What should every Airbnb welcome book include?
At minimum, include a welcome, access details, times, Wi-Fi, house rules, amenities, checkout, contact information, and emergency details. Add location and local tips so guests can make decisions without researching everything themselves.
Is a welcome book the same as a welcome message?
No. A welcome message is short and starts the conversation. A welcome book or house manual is a reference source with property instructions, rules, and recommendations for different moments of the stay.
Should I include the Wi-Fi password?
Yes, when sharing it is appropriate and safe. Make it easy to find, explain how to connect, and say what to do if the network fails. Avoid repeating sensitive credentials in public places that are not intended for guests.
How long should a house manual be?
There is no universal page count. The best length covers the relevant questions without creating a document that is hard to navigate. A digital guide can be longer as long as urgent information appears first and every section is easy to scan.
How often should I update my welcome book?
Update it whenever the property, rules, codes, schedules, or local recommendations change. Even without a known change, review it periodically and record the date of the last check.
The next step
Start with the ten essential sections, publish access, Wi-Fi, rules, and support first, and then refine your local recommendations. If you already use Airguide, review each section with this checklist and complete what is missing; if you are starting now, build the minimum core and share the link before arrival.
Before every reservation, use the Airbnb check-in checklist to confirm that the content still matches the property.