A guest welcome book is a single guide that answers every question a guest would otherwise message you about: how to get in, how the WiFi works, what the house rules are, and what's worth doing nearby. Hosts who use one report dramatically fewer repetitive questions and better reviews. Here's exactly what to include, section by section.
What is a guest welcome book?
It's a guest-facing guide — digital, printed, or both — that collects all the practical information about your rental in one place. Think of it as a co-host that never sleeps: it answers the WiFi question the fifth time with the same patience as the first.
The complete welcome book checklist
- Arrival & check-in: address with a map link, parking, exact entry instructions, the lock box or door code location, and check-in time.
- WiFi: network name and password, written exactly — this is the single most-asked question in hosting. Make it copyable if digital.
- House rules: quiet hours, smoking, pets, parties, and anything your neighbours care about. Short, clear, positive tone.
- How things work: heating and AC, hot water, TV, washer, dishwasher, and anything with a quirk. One line each; add a photo if it's tricky.
- Safety info: emergency numbers, first-aid kit location, fire extinguisher, and where the fuse box and water shut-off are.
- Check-out steps: time, keys back in the lock box, trash, windows, lights. Keep it to five bullets or fewer.
- Local tips: your five favourite places to eat, the nearest grocery store and pharmacy, transport options, and one thing guests shouldn't miss. Personal picks beat generic lists.
- Contact: how to reach you and when, plus a local emergency contact if you're remote.
How long should it be?
Short enough to be read. Lead with the four things every guest needs (entry, WiFi, rules, check-out) and keep each section scannable. A guide nobody reads answers nothing.
What's the best way to share it?
The best welcome book is the one guests can't lose. Printed binders get stained and go out of date; PDF attachments get buried in message threads. The most reliable delivery is at the property itself: a QR code guests scan on arrival. That's how HostShield works — the QR code is laser-engraved on the key lock box, so the moment guests pick up the keys, the full digital guide is on their phone. No app, no login, and you can update it anytime from your dashboard. Activating it is a one-time, five-minute step: enter the code from the card inside the box, scan the QR once, publish.
FAQ
Do guests actually use welcome books? Yes — when they're easy to access and well organised. Placement matters more than length: a QR at the entry point gets scanned; a binder on a shelf gets ignored.
Should my welcome book be printed or digital? Digital wins for updates, translations, and links — but only if guests can reach it effortlessly. A QR code at the property gives you digital content with physical reliability.
How often should I update it? Whenever something changes — WiFi password, a new rule, a favourite restaurant closing. With a digital guide, updates go live instantly.
Write it once, and it answers questions forever. If you'd rather not juggle a separate guidebook subscription, every HostShield lock box includes a free lifetime digital guest guide — the checklist above, built in, one scan away.