Airbnb House Manual Template (Free Word, PDF & Digital)

By StayScan Editorial Team · Published · Last updated

Free Airbnb house manual template with examples. Download as Word or PDF, or turn it into a QR-code digital manual your guests can open on any phone.

The Manual Nobody Was Reading

My first house manual was a Word document. Twelve pages. Single-spaced. I was proud of it.

Guests never read it. I knew because they kept asking me where the extra blankets were, page four, under "Bedroom." Three stars for communication. On a property I was obsessed with.

I spent the next two years figuring out what actually works. Here's what I learned.

Why Most House Manuals Fail

The problem isn't that guests don't read. It's that most manuals are written for the host's peace of mind, not for the guest's actual experience.

Guests don't read a manual front to back. They scan it when something comes up. Your manual needs to be scannable, visual, and organised around the moments when guests actually need information, not around what you feel like documenting.

The Room-by-Room Framework That Works

Structure your manual around physical spaces, in the order a guest encounters them. This is the sequence that makes intuitive sense to someone walking into your property for the first time.

Front Door and Entry

  • Exact lock code or key instructions (with a photo of the lockbox or handle)
  • Where to park (distance, permit requirements, overnight rules)
  • What to do if entry fails (your mobile number, a backup code if you have one)
  • Building buzzer or intercom instructions if applicable

This section needs to be available before guests arrive, in your check-in message, not just in the manual.

Living Room / Common Areas

  • TV and streaming login instructions (Netflix, Disney+, etc.), include the remote layout photo
  • Thermostat or AC instructions (guests will fiddle with it regardless)
  • Bluetooth speaker setup if you have one
  • Any quirks: "the second light switch on the left controls the floor lamp, not the overhead"

Kitchen

  • What's available (coffee, tea, cooking oil, spices, be specific)
  • Appliance instructions for anything non-obvious (espresso machine, induction cooktop)
  • Garbage and recycling: which bin is which, pickup day if it affects them, where the extra bags are
  • Dishwasher tablets location, how to start a cycle

The kitchen gets the most questions. Invest time here.

Bedrooms

  • Extra blankets and pillows location
  • Blackout curtain operation (pull cord vs. wand vs. remote)
  • AC or fan in the room specifically, if different from main controls
  • Charging cables or bedside lamp switches that aren't obvious

Bathrooms

  • How long the hot water takes (honest, guests hate surprises)
  • Shower pressure or temperature quirks
  • Where the extra towels and toiletries are
  • Hair dryer location

Outdoor Areas (if applicable)

  • Pool or hot tub operation, hours, heating controls, safety rules
  • BBQ lighting instructions and propane tank location
  • Outdoor furniture cushion storage (guests leave them out in rain)
  • Gate codes if applicable

Complete Room-by-Room Template With Specific Examples

Here's a complete, detailed template you can adapt. Each room includes the specific examples that make the difference between a manual guests read and one they ignore. Replace bracketed details with your own.

Front Door and Entry

Getting In

  • Lockbox: Mounted on the railing to the left of the red front door (see photo). Code: 4827. Turn the dial left to clear, enter the code, pull down the latch.
  • Key: Opens the deadbolt, not the handle. Turn fully to the right. Spare key in the hallway console drawer.
  • Parking: Bay 4 in the driveway (on your left as you enter). Street parking on Elm Street is free after 6pm, but Mill Street is permit-only before 6pm — don't park there during the day.
  • If entry fails: Call or text me at [number]. The backup lockbox code is [backup code], mounted on the side gate.

Kitchen

Kitchen Guide

  • Coffee: Nespresso machine on the counter. Pods are in the top cupboard above the stove. Press the left button for a single shot, right for a double. See the labelled photo. Instant coffee and tea are in the same cupboard.
  • Cooktop: Induction. It only works with magnetic pans — all pans in the kitchen are compatible. Touch the power symbol, then select a heat level (1-9). Level 4 is medium. It turns off automatically after 2 hours.
  • Oven: Turn the dial to the temperature, press "Start." It takes about 12 minutes to preheat to 180°C. The light switch is on the left side.
  • Dishwasher: Tablets are under the sink (use one tablet per cycle). Press the "Auto" button and close the door — it starts automatically. A full cycle takes 90 minutes.
  • Fridge: Help yourself to the milk, butter, and condiments. The top shelf is restocked for each guest.
  • Bins: General waste → black bin under the sink. Recycling (glass, plastic, paper, cardboard) → green bin in the utility room. Collection is Tuesday morning — please put bins out Monday evening if you're here then.
  • Pantry: Cooking oil, salt, pepper, pasta, rice, and basic spices are available. Help yourself.

Living Room

Living Room Guide

  • TV: Use the black remote (not the silver one — that's the soundbar). Press the "Source" button and select HDMI 1. Netflix and Prime Video are already logged in. The Wi-Fi password for the TV is the same as the house Wi-Fi.
  • Thermostat: On the wall by the door. Press the sun icon, use up/down arrows to set the temperature. 20°C is comfortable. It takes about 15 minutes to warm the room. Set to 15°C when you leave.
  • Lights: The second switch on the left (by the door) controls the floor lamp, not the overhead. The dimmer dial on the wall behind the sofa controls the overhead.
  • Bluetooth speaker: On the bookshelf. Press and hold the power button for 3 seconds, then connect via Bluetooth to "ElmSpeaker."

Bedrooms

Bedroom 1 (Master)

  • Extra blankets: Wardrobe, top shelf. Extra pillows: Wardrobe, bottom shelf.
  • Blackout blinds: Pull the cord on the right side of the window, pull gently to the left to close. To open, pull the cord to the right and release slowly.
  • Charging cables: USB-C and Lightning in the bedside drawer. The bedside lamp has a built-in USB port.
  • The second light switch by the door controls the bedside lamps, not the overhead.

Bedroom 2

  • Fan: In the wardrobe. Plug it in by the bed.
  • Travel cot (if requested): Set up in the corner. Extra cot bedding is in the wardrobe.

Bathrooms

Bathroom Guide

  • Hot water: Takes about 90 seconds to reach the shower from cold. The tank holds enough for two 10-minute showers — if it runs cold, wait 20 minutes for it to reheat.
  • Shower: Pull the diverter tab on the tap to switch to shower mode. The temperature control is sensitive — small turns make big changes. Start at the 9 o'clock position.
  • Extra towels: In the cupboard above the toilet.
  • Toiletries: Shampoo, body wash, and soap are in the shower. Spare toothbrushes and toothpaste are in the bathroom drawer.
  • Hair dryer: In the drawer under the sink.
  • Extractor fan: Turns on automatically with the light. Leave it on for 10 minutes after showering to prevent condensation.

Neighbourhood Cheat Sheet

Local Recommendations (Our Personal Picks)

  • Coffee: The Daily Grind — 4-minute walk. Opens 6:30am. Best flat white in the neighbourhood. Try the cinnamon bun.
  • Breakfast: Mill Street Kitchen — 6-minute walk. Opens 8am. Get the eggs benedict.
  • Dinner (casual): The Elm Tree pub — 5-minute walk. Good burgers, real ale, no booking needed.
  • Dinner (nice): Rosa's — 8-minute walk. Italian, £15-25 mains. Book ahead on weekends.
  • Groceries: Tesco Express — 3-minute walk. Open 7am-11pm daily. The larger Sainsbury's is a 12-minute walk on Broad Street.
  • Pharmacy: Boots — 5-minute walk, next to the coffee shop. Open until 8pm.
  • Hidden gem: The riverside walk behind the old mill — 10-minute walk. Best at sunset. Most tourists don't know about it.
  • Airport: 25 minutes by taxi (£25-30). The 100 bus runs every 20 minutes from the stop on Elm Street and takes 45 minutes (£4).

The Sections Most Hosts Miss

The "What to Do If" Section

  • Wi-Fi goes down (router location, how to restart it)
  • A fuse trips (fuse box location, which switch to flip)
  • Something breaks (your number, and reassurance that you're responsive)
  • There's a noise complaint (your number, and what to tell them)
  • Medical emergency (nearest hospital address and phone number)

This section takes twenty minutes to write and saves hours of panic messages at 11pm.

Checkout Instructions

Keep it to five things maximum. Guests will do five things. They won't do twelve. My standard list:

  1. Strip the beds and leave linen on the bedroom floor
  2. Load and run the dishwasher
  3. Take all rubbish to the outdoor bin
  4. Close and lock all windows
  5. Leave the key in the lockbox (or wherever your checkout process requires)

That's it. Don't ask guests to mop, vacuum, or "leave the place as you found it." That's what your cleaning fee is for.

Digital vs Printed Manuals: A Comparison

I've used both paper binders and digital guides across my properties. Here's the honest comparison, with the numbers that matter.

Cost

  • Printed binder: $30-80 to print (colour photos, laminated pages, a decent binder). Reprint cost: $30-80 every time you update information. If you update twice a year, that's $60-160 annually.
  • Digital guide (StayScan): Plans from $6/month after a 30-day free trial. $0 per update. QR code printing: $5-10 one-time for a laminated card or table tent. Total annual cost: from $72.

Guest Engagement

  • Printed binder: Approximately 40% of guests open the binder at some point during their stay. Most open it once, look for Wi-Fi, and don't return.
  • Digital guide (QR code): Approximately 85% of guests scan the QR code. The average guest opens the guide 3-4 times during a stay — once for check-in, once for appliances, once for local tips, once for checkout. The difference is that a phone is always with them; a binder is in another room.

Update Speed

  • Printed binder: Change the Wi-Fi password? You need to reprint the Wi-Fi page, drive to the property, and replace the page. If you manage the property remotely, the binder has the wrong password until your next visit.
  • Digital guide: Change the Wi-Fi password? Update it in your dashboard. Every guest who scans the QR code from that moment forward sees the new password. Instant, remote, no reprinting.

Language Support

  • Printed binder: One language. If you want to support French, German, and Japanese guests, you need three binders or a binder that's three times as thick.
  • Digital guide: Auto-translates into 30+ languages. The guest's phone detects their language preference and displays the guide accordingly. No additional work for the host.

When a Printed Manual Still Makes Sense

There's one scenario where a printed manual adds value: properties with no cell signal or Wi-Fi. If your property is genuinely off-grid, a printed backup of the essential information (emergency contacts, heating instructions, exit routes) is worth keeping in a drawer. But it's a backup, not the primary manual — 95% of your content should still be digital, and the printed backup should be 1-2 pages, not a binder.

Accessibility Considerations

Your house manual needs to work for every guest, including those with disabilities, visual impairments, or cognitive differences. Here's what to consider:

  • Screen reader compatibility: If you use a digital guide, ensure it's compatible with screen readers (StayScan guides are). This means using proper headings, alt text on images, and descriptive link text — not "click here."
  • Font size and contrast: Digital guides let guests adjust font size on their device. Printed manuals don't. If you use a printed backup, use a minimum 14pt font and high contrast (black text on white, not grey on cream).
  • Photos with text labels: For guests with cognitive differences or language barriers, labelled photos are clearer than text descriptions. A photo of the thermostat with "20°C" circled and "press here" annotated is more accessible than "set the thermostat to 20°C."
  • Physical QR code placement: Place QR codes at wheelchair height (90-120cm from the floor), not just at standing eye level. A guest in a wheelchair should be able to scan the code without assistance.
  • Audio options: Some digital guides support text-to-speech. If your guide does, mention it in the welcome message: "The guide can be read aloud — tap the speaker icon at the top of any page."
  • Step-by-step format: For neurodivergent guests, numbered steps are easier to follow than paragraphs. "1. Turn the dial. 2. Select the temperature. 3. Press Start." beats a paragraph describing the same process.
  • Emergency information: Make emergency contacts available in multiple formats — visible in the guide, posted by the front door, and saved in the guest's phone via the pre-arrival link.

Accessibility isn't just about compliance — it's about hospitality. A guest who can't read your manual because the font is too small or the QR code is out of reach will have a worse stay, and it will show up in your review.

Seasonal Updates

Your property changes with the seasons, and your manual should too. Here's what to update and when:

Spring (March-May)

  • Garden/outdoor spaces: Update photos if the garden has come into bloom. Add instructions for outdoor furniture, BBQ, or fire pit if they're now in use.
  • Heating: Update thermostat instructions — guests may not need the heating on, but should know how to turn it on if there's a cold snap.
  • Local recommendations: Add seasonal attractions — outdoor markets, festivals, parks. Remove winter-only recommendations.

Summer (June-August)

  • Pool/hot tub: Add full operating instructions, hours, safety rules, and pool towel location.
  • Cooling/AC: Add or update AC instructions. Guests who arrive in a 30°C property and can't find the AC instructions will message you immediately.
  • BBQ: Add lighting instructions, propane tank location, and cleaning expectations.
  • Parking: Check for summer-only parking restrictions in your area.

Autumn (September-November)

  • Heating: Re-emphasise heating instructions. Test the heating yourself before the first cold-weather guests arrive.
  • Pool closure: If the pool is seasonal, update the guide and the listing to state it's closed.
  • Daylight: Update any instructions that depend on daylight ("the sensor light by the front door comes on automatically at dusk").

Winter (December-February)

  • Heating (critical): Full instructions for heating, including "keep the thermostat at 15°C minimum to prevent frozen pipes." This is a property-protection issue, not a comfort preference.
  • Road conditions: If your property is in a snowy area, add winter driving instructions and note where the snow shovel is.
  • Fireplace: Add full fireplace instructions — how to light it, where the wood is, how to extinguish, and the flue operation. Emphasise safety.
  • Power outages: If your area is prone to winter outages, add "What to do if the power goes out" — torch location, blankets, alternative heating.

Manual Maintenance Routines

A house manual is not a "write it once and forget it" document. It needs regular maintenance to stay accurate and useful. Here's a maintenance routine that takes less than an hour per quarter:

Monthly (15 Minutes)

  • Review the last month's guest messages. Identify any question that the manual should have answered. Add the answer to the manual.
  • Check the Wi-Fi password is still correct.
  • Verify the lockbox code hasn't been changed.
  • Check that the guest guide link still works.

Quarterly (30 Minutes)

  • Walk through the property virtually. Does the manual match the current state of the property? Has furniture moved? Has an appliance been replaced?
  • Update local recommendations — check that restaurants and shops are still open and that opening hours haven't changed.
  • Review the "What to Do If" section — are the emergency numbers still correct?
  • Check bin collection days — these change occasionally.

Seasonally (45 Minutes)

  • Do the full seasonal update described above.
  • Replace photos that no longer match the property.
  • Review the checkout list — does it still make sense for the season?

The Feedback Loop

Every guest question is free feedback on what your manual is missing. Keep a note on your phone or a simple spreadsheet. When a guest asks "where is the iron?", add "iron is in the hallway cupboard" to the manual. After 6 months of this, your manual will cover 95% of guest questions before they're asked.

Format: How to Deliver the Manual

A PDF attached to the booking confirmation is almost never opened. An Airbnb message thread gets buried under other notifications.

The best delivery method I've found is a link to a simple digital guidebook, something guests can open on their phone from anywhere, that loads instantly, and doesn't require downloading anything. QR codes at the property work extremely well for in-person access: I have one on the fridge and one on the bedside table.

Whatever format you choose, make it mobile-first. Ninety percent of guests will access it on their phone, probably while standing in your hallway with bags in their hands.

The Real Metric: Message Volume

Here's how I measure whether a manual is working: how many messages do I get per booking? When I moved from my twelve-page Word document to a well-structured digital guide, my average messages per booking dropped from nine to three. That's six fewer interruptions per stay, and six fewer moments where a guest had a less-than-perfect experience.

A good house manual isn't just about convenience. It's a direct line to better reviews.

Frequently Asked Questions

How long should an Airbnb house manual be?

As long as it needs to be and no longer. For a one-bedroom apartment, 400–600 words organised well outperforms a 3,000-word document. For a large villa, you may legitimately need more. The test: could a guest find any piece of information in under 30 seconds?

Should I include house rules in the manual?

Keep house rules short and separate from the operational manual. The manual is about helping guests enjoy the property. Rules are about protecting it. Mixing them creates a document that feels adversarial from the first page.

How often should I update the house manual?

After every major change to the property, and after any stay where a guest asked a question that wasn't covered. Treat every guest question as free feedback on what your manual is missing.

What's the best app or tool for creating a digital house manual?

There are several good options: some hosts use Notion or Google Docs, others prefer dedicated tools built specifically for short-term rentals. The key features to look for are mobile-optimised display, easy QR code generation, and the ability to update content without reprinting anything. StayScan is built specifically for this, hosts create a guidebook once and share it via QR code or link.

StayScan is a digital guidebook for Airbnb, VRBO, Booking.com and Agoda hosts: one QR code gives guests Wi-Fi, check-in steps, house rules and local tips in 30+ languages. Create your guidebook with a 30-day free trial, no credit card required.