Free tool

Airbnb welcome book template, free PDF

Fill in eight sections and print your welcome book: door code, Wi-Fi, house rules, trash day, heating and AC, emergency numbers, check-out. The house manual downloads as its own PDF for the Airbnb field.

Tip: also generate a printable Wi-Fi QR code so your guests connect in one scan.

The PDF generates even if some sections are empty. Empty sections are simply skipped.

What is an Airbnb welcome guidebook?

A welcome guidebook is a document handed to your guest on arrival so they can find on their own everything they need to know: access, WiFi, house rules, local recommendations, check-out instructions. It's the property's user manual, in the guest's voice.

Done well, a welcome guidebook cuts in-stay messages by half, lifts the guest experience and pushes your Airbnb reviews up. Done badly or skipped altogether, it forces you to answer the same WiFi question 6 times per stay.

Why a welcome guidebook changes your hosting routine

The guidebook is the #1 tool to make your guests autonomous. Without one, the host gets pinged for every detail: how does the coffee machine work, where are the bins, what's the WiFi password? With a clear guidebook, guests find their answers themselves. You free up time, the guest gains autonomy, and the overall experience improves.

On the Airbnb listing side, an autonomous guest leaves more positive and longer reviews. Airbnb's algorithm favors hosts whose guests are satisfied, so a good guidebook is indirectly a visibility lever on the platform.

How to fill an effective Airbnb welcome guidebook

1. Make access crystal clear

Arrival is the most stressful moment for a guest. State the check-in time, the access type (lockbox, keypad, in-person handover, smart lock) and give step-by-step instructions. A photo of the building is a plus, but not required in a PDF, clear text is enough.

2. Highlight Wi-Fi front and center

It's the first thing a guest looks for. Display SSID and password in large type on a dedicated page. Add a Wi-Fi QR code so they connect in one scan. See our Wi-Fi QR code generator to print one for the fridge or this guidebook.

3. State house rules with tact

Pets, smoking, parties, quiet hours: state rules factually, not as an endless ban list. A rule with context ("quiet hours after 10pm out of respect for neighbors") is better received than a rule imposed without explanation. For a more formal and legally enforceable house rules document, see our house rules generator complementary tool.

4. Give 3 real recommendations

Not 30. Three restaurants and three activities, hand-picked, with a short note explaining why ("market-driven cooking, booking advised on weekends"). Guests prefer your personal pick over an exhaustive list they could have found themselves on Google Maps.

5. Prepare check-out

Anticipate last-morning questions: cleaning expected, where to put trash, how to return keys. A clear check-out avoids departure disasters (keys locked inside, trash forgotten). It's also the moment to invite a review. A guest who ends their stay relaxed leaves a better review.

Printed PDF or digital guidebook: which to choose?

PDF is the historical format. Pros: zero friction (the guest opens it on their phone or reads it printed in the property), no sign-up, works offline, ready to print. Cons: no automatic updates (if the WiFi password changes, you reprint), no translation (a Spanish-speaking guest reads your English PDF in English), no clickable Wi-Fi QR code, no interactive map.

A digital guidebook, like the one WonderGuest offers, fills these gaps: real-time updates without reprinting, auto-translation into the guest's language, interactive map of recommendations, in-scan Wi-Fi QR code, multiple properties managed in one place. For a host with 1 property rented occasionally, the PDF stays relevant. For 2+ properties or a regular activity, digital quickly pays off.

Frequently asked questions

Everything you need to know about the Airbnb welcome guidebook

Is a welcome guidebook required for Airbnb hosts?

No, no rule mandates one. But it's a de facto standard on Airbnb: a property without a guidebook gets more questions, generates more friction and earns lukewarm reviews. Treat it as essential, even if not legally required.

What's the difference between a welcome guidebook and house rules?

House rules formalize the rules applicable to the stay (bans, schedules, penalties) and have a quasi-legal value. The welcome guidebook is a practical guide for the guest (access, WiFi, recommendations). Both are complementary: house rules = framework, guidebook = experience. WonderGuest provides both generators.

How many pages should an Airbnb welcome guidebook have?

8 to 12 pages maximum. Too long and it doesn't get read. The goal is for a guest to skim it in under 3 minutes and find the info they need in under 30 seconds.

Should I print the guidebook or keep it digital?

Ideally both. The printed PDF reassures (always available in the property, even without internet). Digital allows real-time updates and translation. The mix "printed PDF on the fridge + digital link shared before arrival" works very well.

What should a welcome guidebook contain at minimum?

5 essentials: property access (time and instructions), Wi-Fi (SSID + password), house rules, emergency contacts (your number + 112/15/17/18), check-out instructions. The rest (local recommendations, equipment, transport) is a plus that lifts the stay quality.

Should I translate my guidebook for international guests?

Yes, as soon as you welcome international guests. At minimum an English version. A guest who can't read the guidebook's language will message you for every detail, exactly the opposite of what you want. Digital solutions like WonderGuest auto-translate into 30+ languages.

Can I include sponsored recommendations in my guidebook?

Nothing forbids it, but be transparent: a guest who feels misled will leave a negative review. Practical rule: only recommend places you'd visit yourself. Any commission must be disclosed ("partner"). When in doubt, a free and sincere recommendation beats an opaque commission.

How often should I update my welcome guidebook?

At least once a year, and on every structural change: new WiFi password, new equipment, new check-in hours, new favorite bakery. That's the digital guidebook's edge: updates take 30 seconds instead of reprinting a PDF.