How to Create an Airbnb Welcome Book (+ Free Template)

Airbnb Welcome Book Template

Let’s be honest—getting asked for the Wi-Fi password for the third time in a weekend? Not exactly a highlight of hosting.

Whether you manage a few listings or a full portfolio, a well-crafted welcome book is one of the simplest ways to stop repeating yourself, free up your time, and deliver a better guest experience, every single stay. It’s not just convenient, it’s hospitality at scale.

In this guide, we’ll walk you through exactly what to include, how to structure it, and how your Airbnb welcome book can drive better reviews, more repeat bookings, and even extra revenue.

Start every stay off right. Download your free Airbnb welcome book template.

Airbnb Welcome Book Template

What to Include in Your Airbnb Guest Book

Your welcome book should guide your guests through every stage of their stay—before they arrive, while they’re there, and as they prepare to check out. Each section should anticipate questions, offer helpful tips, and reflect your unique hosting style.

Warm Welcome

Start with a personal touch:

  • A friendly host greeting

  • The full property address

  • A photo of the property exterior (so they know they’ve arrived at the right place)
  • A quick overview of what to expect during their stay

Arrival & Check-In Information

Prevent those panicked “Where do I park?” texts:

  • Check-in time and step-by-step process (mention if it’s self check-in or in-person)

  • Parking instructions

  • Directions and local travel tips

  • Lockbox or smart lock instructions (ideally with visuals)

House Manual

Help guests feel at home—and cut down on support calls:

  • How to operate the thermostat, A/C, smart devices, and major appliances

  • Wi-Fi name and password

  • Where to find cleaning supplies, linens, and extra essentials

  • Any helpful property quirks (e.g., sticky doors, hidden switches, etc.)

House Rules

Be clear but kind:

  • Quiet hours and maximum guest limits

  • Smoking, parties, and pet policies

  • Emergency contact numbers

  • Your preferred communication method (Airbnb app, SMS, WhatsApp, etc.)

Local Recommendations

Help guests explore like locals:

  • Favorite spots for coffee, dinner, and drinks

  • Nearest grocery stores and convenience shops

  • Hidden gems, must-see attractions, and walking routes

  • Tips for families or guests with pets

  • Public transportation details, parking tips, or tour suggestions

Upsells & Guest Services

Boost your revenue by promoting helpful extras:

  • Early check-in or late check-out options

  • Welcome baskets, fridge stocking, or grocery delivery

  • Mid-stay cleanings or towel refreshes

  • Bookable experiences like tours, bike rentals, or spa treatments

Departure & Check-Out Instructions

Leave them smiling—and reviewing:

  • Check-out time and key steps

  • Cleanup requests (trash, linens, dishes)

  • Lock-up instructions

  • A friendly nudge to leave a 5-star review

Design and Formatting Tips

Your welcome book should be just as easy to read as it is helpful. Here’s how to make it work:

  • Use headers, bullet points, and icons to make sections skimmable

  • Include images, maps, and walkthrough videos (if digital) to clarify instructions

  • Keep it brief: aim for 10–15 concise, content-rich pages or mobile screens

  • Choose a clean, mobile-friendly layout that loads well on any device

  • Brand it with your property’s name, colors, and logo for a professional feel

Want it to look amazing without hiring a designer?
Try Operto Guest—it lets you build interactive, on-brand welcome books that guests can open with one tap (no app downloads or logins).

Digital vs. Printed vs. Hybrid

There’s no one-size-fits-all when it comes to welcome books. Some guests love the convenience of tapping a link on their phone, while others appreciate flipping through a printed copy after they arrive. The good news? You don’t have to choose just one.

Depending on your guest profile and property setup, a digital, printed, or hybrid approach might be the perfect fit. Here’s a quick breakdown to help you decide:

  • Digital: Perfect for mobile-first travelers. Easy to update, effortless to share via link or QR code, and great for pre-arrival access.

  • Printed: Ideal for in-person browsing. Offers a tactile, welcoming experience, especially appreciated by families, older guests, or those less tech-savvy.

  • Hybrid: The best of both worlds. Send a digital version before check-in, and leave a printed copy inside the property for added convenience.

How to Create Your Airbnb Guidebook

Putting together a great welcome book might feel like a big task, but it doesn’t have to be. With the right tools and a simple plan, you can create something that’s helpful, on-brand, and easy to update as your property evolves. 

Here’s a quick-start workflow:

  1. Pick your platform: Use tools like Operto Guest or Canva to design your book quickly and professionally.

  2. Start with a template: Don’t start from scratch—templates save time and help you stay organized.
    (Pro tip: Download our checklist here to kick-start your guidebook!)

  3. Add your voice: Personalize with your tone, local recommendations, photos, and key property details.

  4. Automate sharing: Set it and forget it—use Airbnb messaging tools or Operto Guest to send it automatically.

  5. Update regularly: Refresh content regularly to reflect changes in amenities, policies, or recommendations.

Bonus Tips & Pro Host Moves

Once you’ve covered the essentials, it’s the little extras that really elevate the guest experience. These pro tips go beyond the basics to help you create a welcome book that’s thoughtful, inclusive, and built for five-star stays.

  • Ask for feedback: Include a form or QR code for guest suggestions

  • Translate it: Offer multilingual options for international guests

  • Be inclusive: Add accessibility tips and sustainability practices

  • Link smart: Include shortcuts to your welcome letter, cleaning checklist, or booking site

Final Thoughts

A great Airbnb welcome book does more than answer questions—it builds trust, sets the tone for the stay, and shows guests you’ve thought of everything. Paired with a clear cleaning checklist and a warm welcome message, it becomes part of a seamless, professional experience that guests remember (and rave about).

Ready to bring it all together?
Create your first digital welcome book with Operto Guest and start turning smooth arrivals into glowing five-star reviews.

Frequently asked questions 

Yes, if you want to save time and provide a better guest experience. A welcome book gives guests the answers they need before they have to ask. It makes your property stand out and helps you earn better reviews with less effort.

Creating a welcome book is simple when you start with the basics: include a friendly welcome message, clear check-in instructions, house rules, helpful how-tos, local recommendations, and easy check-out steps. Use a tool like Operto Guest or Canva to design it, personalize it with your tone and tips, and update it regularly. 

Need a head start? Download our free checklist to make sure you cover everything guests need.

An Airbnb welcome message is the perfect companion to your welcome book. It should be brief, friendly, and informative—welcoming guests, confirming key check-in details, and letting them know how to contact you if they have questions.

Need inspiration? Check out our Airbnb welcome message template and examples.

That depends on your guests:

  • Digital is best for mobile-first travelers and easy updates

  • Printed is great for on-site use, especially with families or older guests

  • Hybrid gives you the flexibility of both

At least once per season—or anytime something changes, like your check-in process, Wi-Fi info, or local tips. Updated info = fewer guest questions.

Ready to see Operto in action?