Airbnb welcome book: what to include, plus a free template
A good welcome book answers your guests’ questions before they message you. This guide covers what a welcome book is, the sections to include, a free template you can copy, a sample welcome letter, and whether to print it or keep it digital.
In this guide
What is an Airbnb welcome book?
A welcome book (also called a house manual, guest guidebook or welcome binder) is a short guide to your home that you leave in the property for guests. It collects everything a guest needs during the stay: how to get in, the Wi-Fi password, how the heating works, where the bins go, the house rules, and your favourite places nearby.
The point is simple. Guests get answers right away, at any hour, without waiting for you. You get fewer repeat questions, fewer late-night calls about the oven, and a smoother check-out. A thoughtful book also makes your place feel cared for, and that feeling tends to show up in reviews.
The name says Airbnb, but nothing about it is platform-specific. The same book works for guests from Booking.com, Vrbo or direct bookings.
What to include in your welcome book: the checklist
Use these sections as your outline. Skip what does not apply to your home and keep each one brief.
01 Welcome letter
A few warm lines from you: who you are, that you hope they enjoy the stay, and how to reach you. It sets the tone for everything after it.
02 At a glance
One page with the essentials: address, Wi-Fi, check-in and check-out times, your phone number and the emergency number. If guests read only one page, it is this one.
03 Wi-Fi
Network name and password, written exactly as typed, plus where the router is if it needs a restart. A QR code saves guests typing a long password.
04 Check-in and arrival
How to get in (keys, lockbox or smart lock), parking, which floor or door, and what to do if they arrive late.
05 Check-out
Time, and the few things you really want done: where keys go, dishes, towels, windows and lights. Keep it short; long check-out lists annoy guests.
06 House rules
Smoking, parties, quiet hours, pets and maximum guests, in friendly one-sentence rules. Match what is in your listing so nothing comes as a surprise.
07 How things work
Heating or air conditioning, oven and hob, dishwasher, washing machine, coffee machine, TV and remote. Note the one trick each appliance needs.
08 Trash and recycling
Which bin is for what, where the outdoor bins are and which day they go out. This one prevents a lot of awkward messages.
09 Local tips
Your favourite bakery, the nearest supermarket and pharmacy, a few restaurants, a walk or beach, and how public transport works. Personal tips are what guests remember.
10 Safety and emergencies
The local emergency number (112 across the EU, 911 in the US and Canada), the nearest hospital or doctor, and where to find the first-aid kit, fire extinguisher, fuse box and water shut-off.
11 Practical extras
Spare towels and bedding, cleaning supplies, the hair dryer, the iron, an umbrella: anything guests otherwise message you to ask about.
Two of these work even better as signs on the wall. Make a free Wi-Fi sign with a QR code for next to the router and a printable page with the free house rules generator.
Free Airbnb welcome book template
Copy this outline into a document, replace everything in [brackets] and delete what you do not need. It follows the order guests usually look things up: essentials first, details later.
WELCOME TO [PROPERTY NAME] Hi [guest name], welcome! I'm [your name], your host. I hope you have a wonderful stay. If you need anything, message or call me on [phone]. AT A GLANCE Address: [street, number, city] Wi-Fi: [network name] / Password: [password] Check-in: from [time] Check-out: by [time] Host: [name, phone] Emergency: [112 / 911] ARRIVAL Keys: [lockbox code / smart lock / key handover] Parking: [where, cost, permit] Late arrival: [what to do] HOUSE RULES - No smoking [inside / anywhere on the property] - Quiet hours from [time] to [time] - [Pets / parties / maximum guests] HOW THINGS WORK Heating / AC: [how to switch on, ideal setting] Kitchen: [oven, hob, coffee machine tips] Washing machine: [programme, detergent location] TV: [remote, apps, inputs] TRASH AND RECYCLING [Which bin for what, outdoor bin location, collection day] LOCAL TIPS Groceries: [shop, distance] Eat: [2-3 favourite places] Do: [walk, beach, museum] Getting around: [bus, tram, taxi, bikes] SAFETY Emergency number: [112 / 911] Nearest hospital / doctor: [name, address] First-aid kit, fire extinguisher, fuse box: [locations] CHECK-OUT By [time]. Please [keys], [dishes], [towels], [windows and lights]. Thank you for staying with us!
Prefer not to write and lay it out yourself? The Hostpapers kit turns one short form into a finished, print-ready welcome book.
Sample welcome letter
Your first page should sound like you. Here is an example you can adapt:
“Welcome to Duinzicht! We are so glad you chose our little apartment by the dunes. Everything you need should be in this book, from the Wi-Fi password to our favourite fish stall on the boulevard. Make yourselves at home, and if anything is missing or not working, message us any time on +31 6 0000 0000. We hope you have a relaxing stay. Warm regards, Anna and Mark”
Example names and number. Keep it to four or five sentences and sign with your first name.
Printed or digital welcome book?
Printed is what guests actually see. It is on the table when they walk in, it works without a phone signal or a charged battery, and it feels personal. A small A5 booklet is easy to handle and fits on a side table or in a drawer.
Digital (a PDF or link you send before arrival) helps with the trip itself: guests can check the address, parking and lockbox code on the way, before they ever see the printed book.
The best answer is both, from the same content. Write it once, print it for the home, and send the file with your check-in message. Update both whenever something changes, such as the Wi-Fi password or a closed restaurant.
Why a multilingual welcome book matters
If you host international guests, not everyone will read English comfortably. That matters most for the pages where misunderstandings cost you: house rules, check-out instructions, trash separation and emergency information. A guest who half-understands the quiet-hours rule or the bin schedule is not being difficult; they simply could not read it.
Translation apps help, but pointing a phone at every page is a chore, and the result can be clumsy. A book in the guest’s own language is easier to follow and feels genuinely welcoming. Check your booking history to see which languages your guests speak, and cover those first.
This is where Hostpapers comes in: the same welcome book, signs and messages in up to 7 languages (English, Nederlands, Deutsch, Français, Español, Italiano and Português), so every guest gets the rules and the tips in words they understand.
Tips for writing a welcome book guests actually read
- Lead with the essentials. Wi-Fi, check-in, check-out and your phone number belong on the first pages.
- One topic per page. Clear headings let guests find what they need in seconds.
- Short sentences, friendly tone. “Please” and “thank you” go further than capital letters.
- Be specific. “Bins are behind the garage; paper goes out on Tuesday evening” beats “please recycle”.
- Keep it current. Review it at the start of every season and after any change in the home.
- Make it look good. A clean, consistent layout signals a well-run home.
Skip the blank page: get your welcome book in about 5 minutes
Fill in one short form about your property and Hostpapers writes a print-ready kit for you: an A5 welcome book, house rules, 6 printable signs (Wi-Fi, check-out, quiet hours, no smoking, recycling, welcome) and pre-written guest messages, plus a cleaning checklist. You see a preview before you pay.
- Complete Kit: €39 / $39 one-time, all languages (up to 7)
- Single Language Kit: €29 / $29 one-time
Just want a sign? Use the free Wi-Fi sign and house rules tools. No email needed.
Frequently asked questions
What should be in an Airbnb welcome book?
At minimum: a short welcome letter, the Wi-Fi name and password, check-in and check-out instructions, house rules, how the main appliances work, trash and recycling, local tips, and emergency contacts. Put the details guests need most often on the first page.
Should my welcome book be printed or digital?
Ideally both. A printed book in the home is what guests see when they walk in and when their phone is out of battery or data. A digital copy (for example a PDF you send before arrival) lets guests read check-in details on the way.
How long should an Airbnb welcome book be?
Short enough to scan. For most homes 8 to 16 small pages is plenty: one topic per page, short sentences, and the most-asked information first. Long paragraphs tend to go unread.
Does Airbnb give hosts a welcome book?
Airbnb lets you add house rules, check-in instructions and a house manual to your listing, which guests can read in the app. It does not provide a printed book for your property, so many hosts make their own.
Which languages should my welcome book be in?
Look at where your guests come from in your booking history. Cover English plus the languages your guests speak most often. Hostpapers can write the same kit in up to 7 languages: English, Dutch, German, French, Spanish, Italian and Portuguese.
Can I use the same welcome book for Booking.com, Vrbo and direct guests?
Yes. A welcome book is about your home, not the booking platform, so one book works for every guest. Just avoid platform-specific wording such as “leave us a review on Airbnb” in the printed copy, or mention all platforms.
Hostpapers is an independent service and is not affiliated with, endorsed by or sponsored by Airbnb. Airbnb is a trademark of Airbnb, Inc.