How to Create an Airbnb Welcome Book in 2025 [+ Free Template]
From booking to check-out, every interaction with your guests shapes their lasting impression of your property.
Guests seek comfort, convenience, and a sense of home, all while holding high expectations for professionalism and thoughtful details. Each touchpoint you create sets you apart, helping you stand out among other short-term rentals and hotels.
A well-crafted Airbnb welcome book is a cornerstone of this experience, blending warmth and clarity to ensure guests feel informed, valued, and excited about their stay. It’s more than just a guide—an extension of your hospitality and commitment to excellence.
But how do you design a welcome book that guests will use and appreciate? It’s all in the presentation and the content.
This comprehensive guide will help you create a standout Airbnb welcome book with modern tips for personalization, practical advice, and a free, customizable template to get you started. Let’s turn your welcome book into a guest-pleasing masterpiece.
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What is an Airbnb welcome book?
An Airbnb welcome book, also known as a guest book or house manual, is your guests’ go-to guide throughout their stay. It centralizes all necessary information, from Wi-Fi passwords to local attractions. It’s your first step towards a smooth, enjoyable stay for your guests.
How you choose to deliver your welcome book is important, because it impacts how likely it is to get read (more on this later). Some hosts choose to email a welcome book for guests to view online, while others prefer making theirs printable, keeping a copy in the rental property itself.
You’ll find more details on what to include in your welcome book below. First, let’s talk about what welcome books do for hosts.
What are the benefits of an Airbnb welcome book?
A well-crafted Airbnb welcome book equips your guests with essential information about your property, saving you time, reducing mishaps, and improving guest satisfaction. It’s your tool for better reviews, repeat bookings and driving revenue.
You should prioritize an Airbnb marketing strategy that enhances your guest’s experience using powerful communication tools like a hospitality app — because happy guests mean big returns for you.
Here are the key benefits of an Airbnb welcome book:
- Save time. You probably find yourself answering the same questions on repeat. Whether it’s “How do I use the thermostat” or “What’s the Wi-Fi password?”, you’ll get fewer questions and save hours if you put that information upfront on your welcome page.
- Limit mishaps. Providing appliance usage instructions helps your guests make the most of the amenities.
- Discourage unruly behavior. Establish house rules early on to help avoid any issues and stay on good terms with the neighbors.
- Get great reviews. The best hosts know that good communication is the secret to 5-star reviews. Your welcome book is perfect for imparting useful details while building rapport with your guests.
- Get repeat bookings and referrals. With great reviews come guests who want to book repeatedly, especially if you offer them a discount code for repeat bookings and referrals.
- Get direct bookings. If you have a direct booking website, your welcome book is the place to promote it. Include an embedded link or QR code for quick access.
How to create your own guest app as an Airbnb welcome book.
If you already have a welcome book but worry it’s not getting read, it could be due to how it’s being delivered. One common solution hosts opt for is printing a copy and keeping it on the coffee table in the living room. But there’s a better way to do it.
Your guests are likely already using their cell phones for everything; why not include a welcome guide that they can easily access from their browser whenever they want?
Here’s a quick way to build your first digital welcome book.
Step 1. Choose a design
For attractive designs, write your welcome book online using templates from Canva or Pinterest. If you don’t find anything you like, try a hospitality app like Operto Guest with host-specific templates for you to customize to suit your unique branding.
Step 2. Create your content
People tend to skim as they read, so break up your welcome book into digestible sections with relevant subheadings and professional images.
This is a good place to direct guests to other important resources, like your private tour site, direct booking platform, or concierge services. Do this using embedded links in the text. You can also use the buttons feature in Operto Guest to link to external web pages or open a direct message box for guests to contact you.
Step 3. Pick a time and place
If you send your welcome book too early, guests will forget it exists. If you send it too late, you’ll end up with an inbox full of queries.
Be sure to introduce guests to your digital welcome book before their stay so they can plan their trip and start booking excursions or dining reservations. In case they miss it, send a quick reminder on the day of their arrival.
Keep things simple by hosting your welcome book online, preferably in a web app like Operto Guest. Your guest can access it on their iPad or cell phone. Avoid asking them to download any extra tools or create a new account.
If you’re struggling to manage all your guest communications, set up an automatic message campaign from your PMS or utilize Operto to schedule messages that include the link to your welcome book.
What to include in your Airbnb welcome book in 2025?
Creating an engaging and informative Airbnb welcome book enhances guest experiences and streamlines communication.
As we approach 2025, it’s crucial to incorporate modern elements that cater to evolving guest expectations. Here are ideas to include in your welcome book:
Digital Accessibility
Incorporate QR codes that link to digital versions of the welcome book, allowing guests to access information on their devices. This approach caters to tech-savvy travelers and ensures information is readily available.
Personalized Welcome Messages
Address guests by name and include personalized recommendations based on their profiles or booking details. This personal touch can significantly enhance the guest experience.
Interactive Local Maps
Embed interactive maps highlighting local attractions, restaurants, and essential services. Tools like Google My Maps can be customized to showcase your recommendations, providing guests with a visual and interactive guide.
Sustainable Practices
Include information on recycling procedures, energy-saving tips, and local eco-friendly initiatives. Encouraging sustainable practices aligns with the growing trend of eco-conscious travel.
Smart Home Instructions
If your property features smart home devices, provide clear instructions on how to use them. This ensures guests can comfortably operate amenities like smart thermostats, lighting, or security systems.
Health and Safety Information
Update your welcome book with the latest health guidelines, emergency contact numbers, and locations of nearby medical facilities. Transparency in safety measures builds trust and confidence among guests.
Multilingual Support
Consider offering the welcome book in multiple languages, especially if you host international guests. This inclusivity enhances accessibility and comfort for non-English speaking visitors.
Feedback Channels
Encourage guests to provide feedback through direct messages, guest books, or review platforms. Actively seeking feedback demonstrates your commitment to continuous improvement.
By integrating these elements, your Airbnb welcome book will inform and engage guests, contributing to a memorable and seamless stay.
Take your guest experience to the next level with a digital Airbnb welcome book
If you haven’t already added ‘digital welcome book’ to your Airbnb host checklist, now is the time. This is the best way to make sure your welcome book is beautifully designed, provides guests the information they need in advance, and is getting read.
With Operto Guest, you can create a simple but impactful guest journey using automated messaging, engaging guides, and smart home connectivity. Try the in-app templates to start crafting the perfect Airbnb welcome letter, using custom colors and logos to reflect your unique brand.
With interactive buttons and customizable images, your welcome book will never get overlooked again, plus it’ll be right by your guest’s side whenever they need it.
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