Vacation rental welcome book template: free structure and checklist
A section-by-section welcome book template for vacation rentals, with the checklist of essential information your guests need.
Updated on · 7 min read · WelcomeApp
Looking for a vacation rental welcome book template that is clear, complete and easy to keep up to date? Here is a structure you can follow section by section, plus a checklist of the information guests actually look for.
Why every vacation rental needs a welcome book
A welcome book answers questions before they are asked. It cuts down on calls and messages, prevents mistakes (bins, heating, checkout) and makes your rental look professional. It is also the perfect place to share your local tips, which guests love.
Most hosts now use a digital welcome book: same content, but opened with a QR code, translated automatically and editable at any time. The template below works for both.
The template, section by section
1. Welcome message
Two or three warm sentences signed with your first name, ideally with a photo.
2. Arrival and access
- Exact address and a link to directions
- Parking: where, free or paid
- Key handover: key box, keypad, smart lock
- Check-in time and who to contact if running late
3. WiFi
Network name, password and where the router is. Keep it in a guests-only section rather than public.
4. The property, room by room
Heating and air conditioning, kitchen appliances, bathroom, washing machine, TV, outdoor equipment (barbecue, pool, hot tub).
5. House rules
Maximum occupancy, quiet hours, pets, smoking, parties, neighbours. Keep the tone friendly.
6. Bins and recycling
Where the bins are, collection days and local sorting rules.
7. Your local tips
Bakery, grocery, restaurants (with your opinion), markets, activities, walks, beaches or ski slopes, grouped by category with distances.
8. Practical info and emergencies
Pharmacy, doctor, hospital, emergency number (112 in Europe), taxis, public transport.
9. Checkout
Checkout time, a reasonable checklist (dishes, bins, windows, heating, keys), where to leave the keys, and a thank-you with a gentle reminder to leave a review.
10. Extras
Final cleaning, early check-in, late checkout, linen, breakfast, bike rental: offered at the right moment, extras boost your revenue.
Quick checklist
| To check | Done? |
|---|---|
| Detailed address and access | â |
| Up-to-date WiFi code | â |
| How to use the main appliances | â |
| House rules | â |
| Recycling instructions | â |
| At least 10 local tips | â |
| Emergency numbers | â |
| Checkout instructions | â |
| Translation for international guests | â |
| QR code printed in the property | â |
Paper, PDF or digital?
| Paper | Digital welcome book | ||
|---|---|---|---|
| Updates | Reprint | Resend | Instant |
| Translation | Manual | Manual | Automatic |
| Access before arrival | No | Yes | Yes |
| Protected codes | No | No | Yes |
| Extras and deposit | No | No | Yes |
Turn this template into a digital welcome book in minutes
With WelcomeApp this structure is ready to fill: create your account, let SmartFill AI pre-fill your local tips, complete the practical sections and print your custom QR code. Guests read it in their own language, among 13.
Create my welcome book from this template â
Want the bigger picture? Read our complete guide to digital guest guides.