By Md Arif Ahamed
An Airbnb welcome book is a short guide that tells guests everything they need during their stay: how to get in, how to connect to the Wi-Fi, how the appliances work, the house rules, local tips and what to do at check-out. A good one answers guest questions before they are asked, so you get fewer late-night messages and better reviews.
This guide gives you a page-by-page list of what to include, how to write each section, whether to go digital or printed, ready-to-copy examples, the common mistakes and a final checklist.
What is an Airbnb welcome book (and how is it different from a house manual)?
Hosts use three names for almost the same thing: welcome book, house manual and guest guidebook. In practice:
- Welcome book – the full guide in the property, usually printed or on a tablet. It covers arrival, the home, rules, the area and departure.
- House manual – the “how things work” part: heating, TV, washing machine, bins. On Airbnb, the house manual is also a named section of your listing. As of 2026, Airbnb’s help centre explains that you add it under Listing editor > Arrival guide > House manual, and only guests with a confirmed reservation can see it (Airbnb: What is a house manual?).
- Guidebook – local recommendations: where to eat, shop and explore. Airbnb also lets hosts add a guidebook to the listing.
The best approach is to write one master document and reuse it: paste the house manual part into Airbnb, put the full version in the property, and send a link before arrival.
Estimate your monthly Airbnb earnings.
What to include in an Airbnb welcome book: page-by-page list
Here is a structure that works for most apartments, villas and homestays. A small studio might need 10–12 pages; a large house with a pool might need 20 or more.
| Page | Section | What goes on it |
|---|---|---|
| 1 | Cover | Property name, a warm one-line welcome, your first name |
| 2 | Welcome letter | Short note from the host, how to reach you |
| 3 | Quick facts | Wi-Fi, check-in/check-out times, address, host phone, emergency number |
| 4 | Arrival | Directions, parking, door code or key box, what to do if entry fails |
| 5 | House rules | Quiet hours, guest limits, smoking, pets, parties |
| 6–9 | Room by room | Kitchen, living area, bedrooms, bathroom: where things are, how they work |
| 10–11 | Appliances | Heating/AC, hot water, TV, washing machine, dishwasher, coffee machine |
| 12 | Rubbish and recycling | Bin days, which bin is which, where to take full bags |
| 13 | Safety | Fire extinguisher, first-aid kit, gas shut-off, fuse box, nearest hospital |
| 14–16 | Local guide | Food shops, restaurants, cafés, transport, things to do |
| 17 | FAQ | The questions guests ask you most often |
| 18 | Check-out instructions | Time, a short task list, key return |
| 19 | Thank you and review | A polite thank-you and an invitation to leave a review |
If you do not want to design these pages from scratch, the Guest Welcome Book Kit gives you 28 editable pages in five designs for PowerPoint, Google Slides, Keynote and Canva. For a quick text draft, you can also try our free guest welcome book generator.
How to write each section
Welcome letter
Keep it under 120 words. Say who you are, that you are glad they chose your place, and how to contact you. Avoid rules here; the letter sets a friendly tone.
Dear [Guest name], welcome to [Property name]. We hope you feel at home here. This book has everything you need for your stay, from the Wi-Fi password to our favourite breakfast spot. If anything is missing or not working, message me on [WhatsApp/Airbnb] or call [Phone]. Enjoy your stay. – [Host first name]
Quick facts page
This is the most-used page in the whole book. Guests open it on day one and again on the last morning. Put only facts here, in a large, clear layout.
| Item | Example |
|---|---|
| Wi-Fi network | [Network name] |
| Wi-Fi password | [Password] |
| Check-in | From 3:00 pm |
| Check-out | By 11:00 am |
| Address | [Full address, postcode] |
| Host contact | [Name], [Phone], 8:00 am–10:00 pm |
| Emergency services | [Local emergency number] |
| Quiet hours | 10:00 pm–8:00 am |
Emergency numbers differ by country (for example 911, 112, 999 or 000), so check the correct number for your location.
Arrival section
Write it as numbered steps, in the order the guest does them. Add a “what if” line for the most common problem, such as a code that does not work. On Airbnb, check-in steps belong in the Arrival guide under Check-in method; as of 2026, detailed check-in instructions are shown to guests 48 hours before check-in (Airbnb: How do I add check-in instructions?). Repeat the same steps in your welcome book so the guest has them offline.
Room-by-room and appliance pages
Write one short block per item: where it is, how to switch it on, one tip. For example: “Heating: the thermostat is in the hallway. Press the up arrow to raise the temperature. Please keep it under 22°C when you go out.” If an appliance is complicated, a step list is better than a paragraph.
Local guide
Give fewer, better tips. Five places you would really recommend are more useful than twenty copied from a map. For each one, write the name, the distance or walking time, and one reason to go. Check that each place is still open before every season.
FAQ page
Look at your message history and list the five to eight questions guests ask most. Typical ones: “Where are the extra blankets?”, “Can we check in early?”, “Is there a hair dryer?”, “Where do we park?”. Answer each in one or two lines.
Check-out instructions
Make check-out simple. A short list of reasonable tasks gets far better results than a long list of chores. Here is an example you can adapt:
- Please check out by [11:00 am].
- Put used towels in the bathroom basket.
- Load and start the dishwasher, or leave dishes in the sink.
- Put rubbish in the outside bin by the gate.
- Turn off lights, heating/AC and the TV.
- Close all windows and lock the door.
- Return the key to the key box and scramble the code.
- Send us a quick message when you leave. Safe travels!
Ask guests to do only what your cleaner really needs. Heavy cleaning is your job and, if you charge one, the cleaning fee covers it.
Digital vs printed welcome book
You do not have to choose only one. Most experienced hosts use both: a printed copy in the property and a digital version (PDF or link) sent before arrival.
| Printed | Digital (PDF or web link) | |
|---|---|---|
| Best for | Guests during the stay, offline use, older guests | Before arrival, directions, quick updates |
| Updating | Reprint pages when things change | Edit once, everyone sees the new version |
| Wear | Gets stained and torn; use a binder with sleeves | No wear |
| Feel | Personal and premium | Practical |
| Risk | Old information stays in the binder | Guest may not open the link |
A simple rule: send the digital version with your pre-arrival message, and keep the printed copy on the kitchen table or by the entrance. Our WhatsApp message templates include pre-arrival messages you can use to share the link.
How to create your welcome book in 7 steps
- Collect guest questions. Read the last 20–30 guest conversations and note every repeated question.
- Walk through the property. Go room by room with your phone and note every item a guest might need to find or use.
- Write the quick facts page first. Then the arrival steps and check-out list. These three pages do most of the work.
- Add the house manual pages. One short block per appliance or room.
- Write the local guide. Five to ten tested recommendations.
- Design and proofread. Use large headings, short lines and plenty of white space. Ask a friend to follow the arrival steps as if they were a guest.
- Publish in three places. Paste the house manual into Airbnb, print a copy for the property, and save a PDF to send before arrival.
Common welcome book mistakes
- Too long. Guests scan; they do not read every page. Cut anything that does not help them.
- Rules on every page. A list of “do not” lines feels unfriendly. Keep rules in one section and word them politely.
- Old information. A closed restaurant or a changed Wi-Fi password damages trust. Review the book every season.
- Wi-Fi details hidden on page 9. Put them on the quick facts page and on a small card near the router.
- No emergency information. Always include the local emergency number, the address, and where the first-aid kit and fire extinguisher are.
- Different information in different places. If your listing says check-out is 11:00 am and the book says 10:00 am, guests will follow the one they like best. Use one master document.
- Asking for reviews too hard. A polite invitation is fine. Pressure, or offering rewards for reviews, may break platform review policies, so check them before you write this page.
At the end of the stay, a short feedback form helps you improve the book. You can make one with our free guest feedback form generator, and if you also want Google reviews, add a code from the Google review QR code generator to the thank-you page.
Airbnb welcome book checklist
- Cover with property name and a friendly welcome
- Welcome letter with host contact and response hours
- Quick facts: Wi-Fi, check-in/check-out times, address, emergency number
- Arrival steps with a “what if it does not work” line
- Parking instructions
- House rules in one polite section
- Room-by-room guide and appliance instructions
- Rubbish, recycling and bin days
- Safety: extinguisher, first-aid kit, shut-offs, nearest hospital
- Five to ten local recommendations, checked this season
- FAQ from real guest questions
- Short check-out list
- Thank-you page with review invitation
- Printed copy in the property, PDF sent before arrival, house manual added to Airbnb
FAQ
How long should an Airbnb welcome book be?
Long enough to answer real guest questions and no longer. For most properties that is 10–20 pages. A small studio can work well with 8–10.
Is a house manual the same as a welcome book?
Not quite. The house manual explains how the home works. A welcome book usually includes the house manual plus arrival steps, rules, local tips and check-out instructions.
Should I put the door code in the printed book?
No. Codes often change between stays, and a printed code is a security risk. Send it in the booking message or the Airbnb check-in instructions instead.
How often should I update my welcome book?
Review it at least every season and after any change: a new appliance, a new Wi-Fi password, or a restaurant that has closed.
Can I use the same welcome book for several properties?
Yes, keep one master template with the same structure, then change the property-specific pages: arrival, quick facts, appliances and the local guide.
Conclusion
A clear Airbnb welcome book saves you time, reduces guest stress and makes your property feel cared for. Start with the three pages that matter most – quick facts, arrival and check-out – then build out the house manual and local guide. Keep one master version and update it every season.
If you want the complete set of ready-made, editable pages in five designs, see the Guest Welcome Book Kit.
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