Welcome Your Guests Right: Tips for Crafting an Effective Welcome Book


When it comes to building a guest welcome book, getting it right is crucial. This guide will introduce you to everything you need to know to make an outstanding welcome book that leaves a lasting impression on your guests.

Quick Tips for Building a Guest Welcome Book:
– Use a warm, personalized greeting.
– Include essential info: WiFi, check-in/out times, and contact details.
– Add local recommendations and insider tips.
– Provide clear rules and appliance instructions.

A well-crafted welcome book is the first step to ensuring a positive guest experience. First impressions matter, and a thoughtfully put-together welcome book can set the tone for a guest’s entire stay.

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Not only does it save time by answering common questions, but it also showcases your attention to detail and care for your property. This simple tool can significantly enhance guest satisfaction and even encourage them to treat your home with more respect.

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Building a Guest Welcome Book: Essential Elements

Creating an effective guest welcome book involves including the right elements to make your guests feel comfortable and well-informed. Here are the essential components to consider:

Welcome Message

Start with a warm, personalized greeting. This can be a simple “Welcome to our home!” or something more elaborate that includes a short story about your property. For instance, if your rental is a historic home, a brief history can add a special touch.

Example Welcome Message:

Welcome to our cozy cabin! We’re thrilled to have you. This cabin has been in our family for generations, and we’re excited to share its charm with you. Feel free to make yourself at home, and if you need anything, don’t hesitate to reach out.

Contact Information

Include your contact details right at the beginning. This ensures guests know how to reach you if they have any questions or emergencies.

Contact Details:

  • Host Name: John Doe
  • Phone Number: (123) 456-7890
  • Email: johndoe@example.com

Check-in/Check-out Times

Clearly outline the check-in and check-out times to avoid any confusion. If there are any specific procedures for checking in or out, mention them here.

Check-in/Check-out Details:

  • Check-in Time: 3:00 PM
  • Check-out Time: 11:00 AM
  • Check-in Procedure: Use the lockbox with code 1234 to access the keys.
  • Check-out Procedure: Please leave the keys in the lockbox and ensure all windows are closed.

WiFi Details

WiFi is one of the most asked-about amenities. Make sure to include the network name and password prominently.

WiFi Information:

  • Network Name: CozyCabinWiFi
  • Password: Welcome123

Property Introduction

Provide a brief introduction to your property. Highlight any unique features or quirks that guests should know about. This helps them get acquainted with the space quickly.

Property Introduction:

Our cabin offers a unique blend of rustic charm and modern amenities. You’ll find a fully equipped kitchen, a cozy fireplace, and a spacious deck with breathtaking views. Please note that the WiFi signal is strongest in the living room.

Special Features:

  • Fireplace: The switch is located to the right of the mantle.
  • Hot Tub: Available for use from 8 AM to 10 PM.
  • Thermostat: Adjust the temperature using the Nest thermostat in the hallway.

Including these essential elements in your welcome book will ensure your guests have all the information they need for a comfortable stay. For more tips on crafting the perfect welcome page, continue to the next section.

Crafting the Perfect Welcome Page

Creating a welcoming and informative first page sets the tone for your entire guest welcome book. Let’s break down the key elements you should include to make it engaging and useful.


Personalization can make your guests feel special right from the start. Consider including a personal greeting that mentions the guest’s name. For example, “Welcome, Smith Family!” This small touch shows that you care about their stay.


Start with a warm and friendly greeting. Here’s an example:

“Hello and welcome to our cozy retreat! We’re thrilled to have you here and hope you enjoy your stay.”

Include a short introduction about yourself and why you love hosting. This helps humanize the experience and builds a connection.

Local Insights

Guests often appreciate insider tips about the local area. Include a section that highlights:

  • Hidden gems: “Don’t miss the local farmers’ market every Saturday morning. Ask for Marta, she has the freshest fruit and loves sharing stories about the neighborhood.”
  • Best eateries: “For the best pizza in town, visit Luigi’s Pizzeria just two blocks away.”
  • Unique activities: “Check out the hiking trail at Green Mountain for breathtaking views.”

Visual Appeal

A visually appealing welcome page can make a great first impression. Use high-quality images and simple, clean design elements. Avoid clutter to keep the page readable.

welcome page design - building a guest welcome book

Consider using:

  • Bold headings for easy navigation.
  • Bullet points to list key information.
  • Images of your property or local attractions to break up text and add interest.

By focusing on personalization, a friendly greeting, local insights, and visual appeal, your welcome page will set a positive tone for the rest of your guest welcome book. Next, we’ll dive into how to provide detailed house rules and property information.

Detailed Guide to House Rules and Property Information

Creating a clear and concise guide to house rules and property information is crucial for an enjoyable guest experience. Here’s what to include:

Quiet Hours

Specify times when guests should minimize noise. This is especially important if your property is in a residential area. For example, you might say:

“Please keep noise levels down between 10 PM and 8 AM to respect our neighbors.”

Smoking Rules

Clearly state if smoking is allowed. If it is, specify where:

“Smoking is not allowed inside the house. Feel free to use the designated smoking area in the garden.”

Pet Policy

Inform guests about your pet policy. Mention any rules or fees:

“Pets are welcome! Please ensure they stay off the furniture and clean up after them. A $50 pet fee applies.”

Trash Disposal

Explain how to handle trash and recyclables. Include disposal locations and pickup days:

“Please separate recyclables and place them in the blue bin. Trash pickup is every Monday and Thursday. Bins are located behind the garage.”


List all available amenities, including operating hours if applicable:

  • Pool: Open from 8 AM to 10 PM.
  • Gym: Available 24/7.
  • Hot Tub: Open from 9 AM to 9 PM.
  • WiFi: Network name and password are provided in the welcome email.


Provide details about parking options:

“Free parking is available in the driveway. Please do not park on the street as it is reserved for residents.”

Special Features

Highlight any unique features of your property:

“Enjoy our beautiful garden with a koi pond. The fireplace in the living room is perfect for cozy evenings. Please use the provided firewood.”

By including clear and concise information on these topics, you can help guests feel comfortable and informed, leading to a better overall experience. Next, we’ll explore how to provide local insights and recommendations to make your guests’ stay even more enjoyable.

Local Insights and Recommendations

When building a guest welcome book, one of the most valuable sections you can include is local insights and recommendations. This not only enhances the guest experience but also makes their stay memorable. Here’s how to do it right:


Guests often look for the best places to visit nearby. Create a “best of” list of local attractions.

  • Museums and Galleries: Highlight any must-see museums or art galleries. For example, “The City Art Museum is just 10 minutes away and offers free entry on Mondays.”
  • Parks and Outdoor Spaces: Mention popular parks or nature reserves. “Central Park is perfect for a morning jog or a leisurely walk.”
  • Landmarks: Include famous landmarks. “Don’t miss the historic Lighthouse Point, which has been a beacon for sailors since 1850.”


Food is a big part of any trip. Share your favorite dining spots.

  • Breakfast and Brunch: “Start your day at Sunny Side Café, known for its delicious pancakes and fresh coffee.”
  • Lunch Spots: “For a quick bite, try Joe’s Deli, famous for their gourmet sandwiches.”
  • Dinner Recommendations: “For a fine dining experience, visit The Olive Branch, which serves exquisite Mediterranean cuisine.”

Tip: Consider partnering with local eateries to offer guests discounts. “Mention that you’re staying with us for a 10% discount at The Olive Branch.”


Cafés are great for relaxing and people-watching. Recommend a few.

  • Cozy Cafés: “The Corner Café is a cozy spot with great lattes and pastries.”
  • Work-Friendly Cafés: “Need to get some work done? The Study Lounge offers free WiFi and plenty of outlets.”

Public Transportation

Help guests get around easily by providing transportation tips.

  • Metro and Bus Stops: “The nearest metro stop is just a 5-minute walk from the apartment. Bus stop #15 is around the corner and takes you downtown.”
  • Taxi Services: “For a quick ride, call City Taxi at 555-1234.”
  • Car Rentals: “Need a car? Rent-A-Ride is located two blocks away and offers a variety of vehicles.”

Emergency Services

Safety first. Always include emergency information.

  • Hospitals and Clinics: “The nearest hospital is City General, located at 123 Main St. Call 555-9111 for emergencies.”
  • Pharmacies: “There’s a 24-hour pharmacy, HealthMart, just down the street at 456 Elm St.”
  • Police and Fire Stations: “For non-emergencies, you can reach the local police at 555-1122 and the fire department at 555-1133.”

By providing detailed local insights and recommendations, you help guests make the most of their stay while showing them you care about their experience. Now, let’s move on to how to use appliances and safety information in your welcome book.

How to Use Appliances and Safety Information in Your Welcome Book

Appliance Instructions

Guests often struggle with unfamiliar appliances. Make it easy for them by providing clear, simple instructions for each major appliance.

Thermostat: “To adjust the temperature, press the up or down arrows. For heat, set the mode to ‘Heat’. For cooling, set it to ‘Cool’.”
Washer and Dryer: “Load clothes, add detergent, select ‘Normal’ cycle, and press ‘Start’. Dryer: Select ‘Normal Dry’ and press ‘Start’.”
TV and Remote: “Turn on the TV with the power button. Use the ‘Input’ button to select ‘HDMI 1’ for the cable box. Volume control is on the side.”


Include a troubleshooting section to handle common issues. This will save you from late-night calls and keep your guests happy.

WiFi Issues: “If the WiFi isn’t working, try unplugging the router for 30 seconds and then plugging it back in. The network name is ‘GuestHouseWiFi’ and the password is ‘Welcome123’.”
Key Lock Malfunction: “If the lockbox won’t open, try entering the code slowly. If it still doesn’t work, call us at 555-1234.”

Emergency Exits

Safety first. Clearly mark emergency exits and provide a map if necessary.

– “In case of an emergency, exit through the front door or the sliding glass door in the living room. See the map below for all exits.”


Fire Safety

Detail fire safety procedures and locations of fire safety equipment.

Fire Extinguishers: “Located under the kitchen sink and in the hallway closet.”
Fire Blanket: “Hanging on the wall in the kitchen.”
Smoke Alarms: “Installed in all bedrooms and hallways. If an alarm goes off, evacuate immediately.”

First Aid

Let guests know where they can find first aid supplies.

– “A first aid kit is available in the bathroom cabinet. It includes bandages, antiseptic wipes, and pain relievers.”

Local Emergency Numbers

Provide a list of local emergency numbers.

Police: 555-1122
Fire Department: 555-1133
Medical Emergency: 555-9111
Poison Control: 555-9988

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Frequently Asked Questions about Building a Guest Welcome Book

What should be the tone of the welcome book?

The tone of your welcome book should be friendly and approachable, yet professional. Imagine you’re writing to a friend who is staying at your place for the first time. Use simple, clear language and avoid jargon.

Example: “Hi there! Welcome to our cozy home. We’re thrilled to have you. Here’s everything you need to know to make your stay comfortable and enjoyable.”

How often should the information be updated?

Regular updates are crucial. Aim to review and update your welcome book every 3-6 months. However, if there are significant changes—like a new WiFi password or updated house rules—update the book immediately.

Tip: Set a reminder in your calendar to review the welcome book quarterly.

What makes a welcome book stand out?

A standout welcome book is informative, visually appealing, and personalized.

Key Elements:
Eye-catching design: Use colors that contrast with your home’s decor. For example, a dark-colored book on a white marble table.
Organized content: Arrange information in order of importance. Start with essentials like WiFi passwords and check-in/out times.
Interactive elements: Include checklists, local bucket lists, and a notes section for guests to jot down their thoughts.

Example: A host in New York City included a “Top 5 Local Eats” section with personalized restaurant recommendations and exclusive guest discounts. This not only improved guest experience but also supported local businesses.

By focusing on these elements, you can create a welcome book that not only informs but also enhances your guests’ stay.


Creating an effective welcome book is a game-changer for guest satisfaction. It’s not just about providing information; it’s about crafting an experience that makes your guests feel at home and cared for.

Guest Satisfaction

A well-crafted welcome book can significantly enhance guest satisfaction. When guests arrive, they’re often tired and unfamiliar with their surroundings. A comprehensive welcome book helps them settle in quickly. It answers their immediate questions, such as how to access WiFi, operate appliances, or find the nearest grocery store. This reduces stress and makes their stay more enjoyable.

Example: One host shared that after including detailed instructions on how to use the smart TV and thermostat, guest complaints about these devices dropped by 90%. Happy guests are more likely to leave positive reviews, boosting your property’s reputation.

Promotion of Local Businesses

Including local insights and recommendations in your welcome book is not only helpful for guests but also beneficial for local businesses. When you recommend local eateries, shops, and attractions, you’re driving traffic to these establishments.

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Case Study: A host in a small beach town included a section on local attractions and partnered with a nearby surf shop to offer guests a discount. This not only delighted guests but also strengthened community ties and supported the local economy.

Weekender Management

At Weekender Management, we understand the importance of a well-crafted welcome book. Our comprehensive property management services include creating personalized welcome books that reflect the unique charm of your property and its surroundings. We aim to elevate the guest experience, ensuring that every guest feels special and well-informed.

By focusing on guest satisfaction and promoting local businesses, you’re not just creating a welcome book—you’re creating an unforgettable experience. Let us help you make your property shine.

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