A welcome book for your vacation rental is a guide containing everything guests need: WiFi details, house rules, local recommendations, safety information and emergency contacts. The best welcome books are multilingual, digitally accessible on the guest's phone, and include location-specific safety guides tailored to your property's environment.
What to Include in a Vacation Rental Welcome Book (Checklist)
A complete welcome book covers eleven fixed sections, from your opening greeting to check-out instructions. Below you'll find a "Welcome Book Content Audit" with more than 30 concrete items, so you can see at a glance whether your own welcome book is truly complete or still has gaps.
Many hosts assume a single page with the WiFi password and lockbox code is enough. In practice, guests still end up messaging about recycling rules, the heat pump remote, or where the nearest grocery store is — costing you time and creating unnecessary friction for the guest. The table below is built around the eleven sections found in a fully developed welcome book.
| Section | What to include |
|---|---|
| Welcome | A personal welcome message from the host |
| Welcome | Photos of the interior and surroundings |
| Arrival & check-in | Directions and address with exact GPS coordinates |
| Arrival & check-in | Check-in and check-out times |
| Arrival & check-in | Key handover (lockbox, code, or in-person handoff) |
| Arrival & check-in | Parking instructions and any required permit |
| WiFi & basics | Network name and password |
| WiFi & basics | Host or local property manager's contact details |
| The property | How to use the coffee machine, washer and TV/streaming services |
| The property | How to operate heating, air conditioning or a wood stove |
| The property | Where to find extra towels, linens and household supplies |
| The property | Recycling and waste collection instructions |
| House rules | Smoking policy |
| House rules | Pet policy |
| House rules | Noise, visitors and party policy |
| House rules | Maximum number of guests |
| Location-specific safety | Risks specific to your property's environment (see below) |
| Location-specific safety | Location of fire extinguisher, smoke alarm and first-aid kit |
| Location-specific safety | Nearest urgent care clinic and hospital |
| Location-specific safety | Emergency number and local emergency services |
| Exploring the area | Attractions and day trips |
| Exploring the area | Walking and cycling routes |
| Exploring the area | Public transport and distances |
| Food & drink | Recommended restaurants and cafés |
| Food & drink | Grocery store location and opening hours |
| Food & drink | Local specialties worth trying |
| Rainy-day tips | Indoor activities for kids and adults |
| Rainy-day tips | Museums, cinemas and covered attractions |
| Practical nearby | Pharmacy and opening hours |
| Practical nearby | ATM |
| Practical nearby | Petrol station or EV charging point |
| Checking out | Step-by-step check-out instructions |
| Checking out | Departure checklist (windows, trash, keys) |
| Checking out | A friendly request for a review |
Run through this list against your own welcome book. If you're missing more than three items, you're likely fielding extra WhatsApp or messaging-app questions during every stay.
Digital vs. Printed Welcome Book: Which Works Better?
A digital welcome book generally outperforms a printed one in practice, simply because guests always have their phone on hand, while a printed copy quickly becomes outdated, damaged, or lost. That said, the ideal solution is often a combination: a short printed card with the essentials (WiFi, door code) plus a full digital version for everything else.
The big advantage of a digital guest guide is that you can update it remotely. If the recycling schedule changes, your favorite restaurant closes temporarily, or the WiFi password changes after an outage, you can fix it in minutes without driving back to the property to swap out a printed sheet. A QR code on the kitchen counter or by the front door is enough to send guests straight to the right page. A digital welcome book also lets you include photos, maps and even short video instructions — handy for tricky equipment like an espresso machine or a modern heat pump. The one drawback is reliance on an internet connection, so make sure essential information (WiFi password, emergency number) is also available offline or on paper in case the guest hasn't connected yet.
Multilingual Welcome Books: Why They Matter for International Guests
A multilingual welcome book is essential as soon as you host international guests, because safety information and house rules are only effective if guests genuinely understand them. A guest running your text through a translation app often misses exactly the nuance that separates a smooth stay from a misunderstanding.
English is a solid baseline, but it's rarely enough on its own: many guests feel far more comfortable in their native language, especially for safety instructions or emergency procedures. At minimum, translate the core sections — arrival, house rules, safety, and emergency numbers — into the languages of your main guest groups. If you book through platforms like Airbnb, Vrbo or Booking.com, check the nationalities behind your last twenty bookings; that alone gives you a solid picture of which languages to prioritize. A digital welcome book makes this far easier, since guests can switch to their own language with a single tap, rather than you juggling multiple separate documents.
Safety Information by Location Type (Coastal, Mountain, Forest)
Safety information in a welcome book needs to match the type of location, because the risks at the coast are fundamentally different from those in the mountains or a forested area. A generic line like "call the emergency number if needed" isn't enough — guests need concrete, practical guidance suited to their surroundings.
For a coastal property, that means warnings about tides and currents, the flag system used on the beach, and what to do in case of a jellyfish sting. In the mountains, fast-changing weather, the local mountain rescue number, and clear guidance on hiking routes and phone reception matter most. For a property in or near a forest, fire risk (especially during dry summers and around barbecue use) and tick exposure deserve attention. An urban setting also benefits from its own safety section, covering traffic safety, the location of the nearest fire extinguisher and emergency exit, and the local police non-emergency number.
How Often Should You Update Your Welcome Book?
A welcome book deserves a review at least twice a year, and immediately whenever something structural changes — a new WiFi password, a different recycling schedule, or a restaurant that's closed for good. Outdated information is one of the most common complaints hosts see reflected in reviews.
Make it a habit to check your welcome book at every seasonal changeover: opening hours for local attractions often shift between summer and winter, and restaurants frequently adjust their closing days outside peak season. It also helps to actively ask your most recent guests for feedback — they're often the first to notice a broken link or an outdated tip. A digital welcome book makes this upkeep far lighter, since you can push changes instantly without printing new copies or manually notifying guests.
FAQ
What's the minimum a welcome book should include?
At minimum, include WiFi details, house rules, host contact information, safety instructions suited to your location, and the local emergency number. From there, build out with tips on the area, food and drink, and practical details like the nearest pharmacy.
Is a digital welcome book required for Airbnb hosting?
No, it isn't required, but it's strongly recommended because it informs guests faster and more completely, which directly improves your reviews and reduces the number of questions you field during a stay.
How many languages should my welcome book cover?
That depends on your guest mix, but English as a baseline plus the languages of your top booking countries (often German, French, Spanish or Italian) covers most situations.
Should I also keep a printed copy alongside the digital welcome book?
A short printed card with the essentials (WiFi, door code, emergency number) is a smart addition, in case the guest hasn't connected to the internet yet.
How do I make sure guests actually read the welcome book?
Send the link well ahead of arrival through the booking platform, place a QR code somewhere visible near the front door or kitchen counter, and reference it explicitly in your welcome message.
What safety information should never be missing?
The location of the fire extinguisher and smoke alarm, the local emergency number, and any risks specific to your property's environment, such as tides at the coast or fire risk near a forest.
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A complete, multilingual welcome book with location-specific safety information -- put together in minutes.
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