How to Create an Airbnb Welcome Book in 10 Minutes: Free Template + Checklist
By StayScan Editorial Team · Published · Last updated
Free Airbnb welcome book template with every section guests need. Fill it in, print it or share it by QR code. Copy-ready examples included.
An Airbnb welcome book gives your guests everything they need to enjoy their stay without messaging you at 11 PM to ask where the extra blankets are. You can build a complete, professional welcome book in about 10 minutes using the checklist and template below — whether you go with a printed binder, a PDF, or a digital guidebook.
What Is an Airbnb Welcome Book?
An Airbnb welcome book is a guide that sits in your rental property (or lives on a guest's phone) and answers the most common questions guests have during their stay. It typically includes a welcome message, check-in and checkout instructions, Wi-Fi details, house rules, appliance instructions, emergency contacts, and local recommendations.
Think of it as the first thing a guest looks at when they arrive. A good welcome book sets the tone for the stay, reduces the number of messages you receive, and helps guests feel taken care of from the moment they walk through the door.
Why Hosts Use a Welcome Book
The main reason is simple: guests have questions, and answering them proactively saves everyone time. A well-structured welcome book helps you:
- Reduce repetitive guest messages — questions about Wi-Fi, trash days, and checkout times drop significantly when the answers are in one place.
- Improve the guest experience — guests feel more confident and relaxed when they can find information without asking.
- Get better reviews — guests who feel taken care of tend to leave more positive feedback.
- Save time on turnovers — clear checkout instructions mean fewer forgotten tasks and smoother cleaning handoffs.
Digital Welcome Book vs. Printed Welcome Book
Both formats work, and each has trade-offs. A printed binder is tangible and works without internet access, but it gets damaged, goes out of date, and cannot be updated without reprinting. A digital welcome book lives on a guest's phone via a QR code or link, updates instantly when you change something, and can include photos, maps, and translations — but requires an internet connection on first load.
Many hosts use a hybrid approach: a small printed card with a QR code on the coffee table that opens a digital guidebook on the guest's phone. This gives guests the best of both formats.
What Guests Actually Need
Guests rarely read a welcome book cover to cover. They look for specific information at specific moments — Wi-Fi when they arrive, restaurant recommendations on their first evening, checkout instructions on their last morning. Structure your welcome book so the most urgent information (Wi-Fi, check-in details, emergency contacts) is at the top, and the nice-to-have information (local attractions, coffee shops) is further down.
How to Structure Your Airbnb Welcome Book
A logical structure follows the guest's journey from arrival to departure:
- Welcome message — a warm, personal greeting that sets the tone.
- Essentials first — Wi-Fi, check-in details, emergency contacts.
- How things work — appliances, TV, heating and AC, laundry.
- House rules — keep it short and clear.
- Local recommendations — restaurants, coffee, groceries, attractions.
- Checkout instructions — what to do before leaving.
- Host contact information — how and when to reach you.
The 20-Item Airbnb Welcome Book Checklist
Use this checklist to make sure your welcome book covers everything guests commonly need. Each item includes a brief note on what to include.
1. Welcome Message
A short, warm greeting from you as the host. Include your name, a brief note about the property or neighborhood, and a genuine thank-you for choosing to stay.
2. Check-in Instructions
How to get inside. Include the door code, key location, smart lock instructions, or any steps needed to enter the property. Add a photo of the entrance if it is hard to find.
3. Property Address
The full street address, including zip code. Guests may need it for food delivery, ride-share apps, or emergencies.
4. Parking
Where to park, whether a permit is needed, any restrictions (street cleaning days, time limits), and what to do if the assigned spot is taken.
5. Wi-Fi
Network name and password. This is the single most-asked-about item. Put it near the top, in large, easy-to-read text.
6. House Rules
Keep rules short and clear. Cover the essentials: quiet hours, no smoking, guest limits, pet policy, and any property-specific rules like pool access hours.
7. Appliance Instructions
How to use the coffee maker, dishwasher, oven, microwave, and any less-obvious appliances. A sentence or two each is usually enough. Include a photo of any appliance with confusing controls.
8. TV and Entertainment
How to turn on the TV, which streaming services are available, where the remote is, and how to switch inputs if there is a soundbar or streaming stick.
9. Heating and AC
How to adjust the thermostat, what temperature range is reasonable, and where to find extra blankets or fans. Note any quirks like a slow-heating radiator or a noisy AC unit.
10. Trash and Recycling
Which bins to use, when pickup days are, and where to put bins out. Include recycling rules if your area has specific sorting requirements.
11. Laundry
Where the washer and dryer are, how to operate them, where to find detergent, and any rules about laundry hours (some buildings restrict late-night use).
12. Safety Information
Location of smoke detectors, fire extinguisher, first aid kit, and any property-specific safety concerns like a steep staircase or unfenced pool.
13. Emergency Contacts
Include 911, the local non-emergency number, the nearest hospital or urgent care, your phone number, and a backup contact if you are unavailable.
14. Local Restaurants
3 to 5 restaurants within walking distance or a short drive. Include the name, cuisine type, price range, and a one-line description. Mention if reservations are recommended.
15. Coffee Shops
2 to 3 coffee shops nearby. Guests look for coffee on their first morning, so this is worth including.
16. Grocery Stores
The nearest grocery store or convenience store, with address and hours. Include a note about any that are open late or 24 hours.
17. Attractions and Things to Do
3 to 5 attractions or activities nearby. Include a mix of popular spots and local favorites. Mention walking distance or drive time.
18. Transportation
How to get around: nearest public transit stop, ride-share availability, bike rental options, and walking distances to key areas.
19. Checkout Instructions
What guests should do before leaving. Keep it simple: checkout time, what to do with keys, trash, dishes, and thermostat. Aim for 5 to 7 items.
20. Host Contact Information
Your name, phone number, preferred contact method (text, call, or app message), and the hours you are available. Let guests know how quickly you typically respond.
Free Copy-and-Paste Airbnb Welcome Book Template
Here is a template you can copy, paste, and adapt for your own property. Replace the bracketed text with your details.
Welcome to [Property Name]!
Hi, I'm [Your Name], and I'm so glad you're staying at [Property Name].
This guide has everything you need for a comfortable stay.
WI-FI
Network: [Network Name]
Password: [Password]
CHECK-IN
Your door code is [Code]. Enter it on the keypad to the left of the front door,
then press #. The door will unlock.
PARKING
You can park in spot [Number] in the lot behind the building.
No permit needed. Please do not park in spots marked "Reserved."
HOUSE RULES
- Quiet hours after 10 PM
- No smoking inside
- No parties or events
- Maximum [Number] guests
- Pets welcome with prior approval
APPLIANCES
- Coffee maker: Press the power button, add water to the reservoir,
place a pod in the top, and press the brew button.
- Dishwasher: Load dishes, add detergent to the dispenser, press Normal, Start.
- Oven: Turn the dial to your temperature. It beeps when preheated.
TV
Press the power button on the Samsung remote. Use the Roku remote to
navigate. Netflix and Hulu are already logged in.
HEATING AND AC
The thermostat is in the hallway. Press up or down to adjust.
Please keep it between 65 and 75 degrees.
TRASH
Trash goes in the black bin. Recycling in the blue bin.
Pickup is Tuesday morning. Bins go out Monday evening.
LAUNDRY
The washer and dryer are in the closet off the kitchen.
Detergent is on the shelf above the washer.
EMERGENCIES
- Call 911 for emergencies
- Nearest hospital: [Hospital Name], [Address], [Phone]
- My number: [Your Phone Number] — text or call anytime
LOCAL FAVORITES
- [Restaurant Name] — Italian, $$, 2 blocks away. Try the pasta.
- [Coffee Shop] — Coffee and pastries, 1 block. Open 7 AM.
- [Grocery Store] — [Address]. Open until 11 PM.
- [Attraction] — [Description]. [Walking distance/drive time].
CHECKOUT
- Checkout time: 11 AM
- Please start a load of towels if you have time
- Turn off all lights and the AC
- Lock the front door on your way out
- Drop keys in the lockbox
CONTACT ME
I'm available by text at [Your Phone Number] from 8 AM to 10 PM.
I typically respond within 15 minutes. For urgent issues after hours,
please call.
Enjoy your stay!
[Your Name]Digital Welcome Book vs. PDF vs. Printed Binder
Once you have your content, you need to decide how to deliver it. Here is a practical comparison of the three most common formats.
| Feature | Printed Binder | PDF Guide | Digital Guidebook |
|---|---|---|---|
| Setup effort | Medium — print and assemble | Low — create once, email or print | Low to medium — use a tool like StayScan |
| Guest access | Pick up and read | Open on phone or laptop | Scan QR code or click link |
| Updates | Reprint pages manually | Send an updated file | Update once, all future guests see changes |
| Works offline | Yes | Yes, if downloaded | Most do, after first load |
| Photos and maps | Limited — print quality only | Yes — embedded in file | Yes — interactive, high resolution |
| Translations | No — English only | No — unless you make multiple files | Yes — automatic with some tools |
| Cost | $15-40 for materials | Free | From $6/month with StayScan (30-day free trial) |
None of these formats is universally best. A printed binder works well for a single property with mostly domestic guests. A PDF is a quick, free option if you already have the content. A digital guidebook makes the most sense if you want to update information without reprinting, host international guests who need translations, or manage multiple properties.
How to Turn This Checklist into a Digital Guest Guide
If you decide a digital format is right for your rental, tools like StayScan make it straightforward to turn the checklist above into a mobile-friendly guest guidebook.
With StayScan, you can:
- Enter your property name and location, and AI generates the initial content in about 60 seconds — then you edit and customize everything.
- Add Wi-Fi, check-in instructions, house rules, checkout instructions, and local recommendations as separate sections.
- Share the guidebook with a QR code or link — guests open it in their browser, no app download required.
- Update any section from your dashboard, and every future guest sees the changes automatically — the QR code never changes.
- Let an AI chatbot answer guest questions from your guidebook content, available 24/7.
StayScan offers a 30-day free trial, no credit card required, with plans from $6/month. You can create a guidebook here and see whether it fits your property.
If you want a deeper look at what to include in your welcome book beyond the quick checklist above, see our detailed guide on exactly what to include. For a comprehensive 50-item checklist organized by the guest journey, see our complete Airbnb guest guidebook checklist.
Frequently Asked Questions
What is an Airbnb welcome book?
An Airbnb welcome book is a guide that gives guests everything they need during their stay — Wi-Fi password, check-in and checkout instructions, house rules, appliance instructions, emergency contacts, and local recommendations. It can be a printed binder, a PDF, or a digital guidebook accessed via QR code.
How do I create an Airbnb welcome book?
Start with the 20-item checklist above, write a welcome message, fill in your property details, and choose a format — printed binder, PDF, or digital guidebook. Most hosts can complete a welcome book in about 10 minutes using the checklist and copy-paste template provided above.
Should my Airbnb welcome book be digital or printed?
Both work. A printed binder is tangible and works offline, but cannot be updated without reprinting. A digital guidebook updates instantly, supports translations, and can include photos and maps. Many hosts use a hybrid: a printed card with a QR code that opens a digital guidebook on the guest's phone.
What is the difference between an Airbnb welcome book and a house manual?
A house manual is operational — it covers how things work, where things are, and what to do if something goes wrong. A welcome book is broader — it includes the house manual content plus a personal welcome message and local recommendations. The best guest guides combine both.
Do guests need an app to use a digital guidebook?
With most digital guidebook tools, including StayScan, no app download is required. Guests access the guidebook by scanning a QR code or clicking a link in their browser. The guidebook opens directly on their phone, tablet, or computer.
How can an Airbnb host reduce repetitive guest questions?
Put all the information guests commonly ask about into a single, easily accessible guidebook. Cover Wi-Fi, parking, check-in, checkout, appliances, and local recommendations. A digital guidebook with QR code access lets guests find answers instantly without messaging you, and an AI chatbot can handle questions that are not covered.
How much does a digital guidebook cost?
StayScan doesn't have a free plan, but every new account gets a 30-day free trial with full access, no credit card required. Paid plans start at $6 per month and include a QR code, shareable link, Wi-Fi section, check-in instructions, house rules, and local recommendations.
Can a vacation rental welcome book include local recommendations?
Yes. Local recommendations are one of the most valuable sections in a welcome book. Include 3 to 5 restaurants, 2 to 3 coffee shops, the nearest grocery store, and a few attractions. Guests appreciate host-curated picks more than a generic internet search.
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.