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Airbnb welcome book template (free section-by-section checklist)
Looking for an Airbnb welcome book template you can actually use? Copy this free section checklist, fill in the sample lines, and put it in a digital QR book so you never rewrite the same guest guide again.
Hosts search for an Airbnb welcome book template when they want a ready structure: Wi‑Fi, door codes, house rules, local tips, and checkout. Most downloads are static Word, Canva, or PDF files. They look finished until one detail changes, then you are editing and reprinting again.
This page is different. It is a free Airbnb welcome book template written as a practical checklist with copy-ready examples for every section. Use it for Airbnb, VRBO, Booking.com, or any short-term rental. When you are ready to stop maintaining outdated files, move the same structure into a digital welcome book.
What is an Airbnb welcome book template?
An Airbnb welcome book template is a reusable outline for your guest guidebook. It tells you what to write and in what order, so every guest gets the same clear answers. A strong template is not a long essay. It is a phone-friendly answer sheet guests can skim in seconds.
Think of it as a guest guidebook template you fill once per property. The goal is fewer “What’s the Wi‑Fi?” messages and a smoother first hour of the stay.
Airbnb welcome book template checklist
Use this order. It matches how guests think after they arrive:
- Welcome + host contact
- Wi‑Fi name and password
- Door / lockbox / entry steps
- Check-in and check-out times
- Parking and building access
- House rules (quiet hours, smoking, pets, max guests)
- Amenities overview
- Appliance how-tos (TV, washer, heating, coffee)
- Getting around (transit, bikes, airports)
- Local guide (cafés, restaurants, things to do)
- Checkout checklist
- Emergency contacts
- Optional extras (early check-in, transfers, welcome hamper)
Quick copy-paste starter
Property name: _________
Wi‑Fi: network ______ / password ______
Door code: ______
Entry: ______
Parking: ______
Quiet hours: ______ · Max guests: ______
Checkout by: ______ · checklist: ______
Emergency: ______ · hospital: ______
Section-by-section Airbnb welcome book template
Fill each block below. Keep sentences short. Write like a guest is arriving after dark with one bag and a dead phone battery.
1. Welcome + host contact
Open with a warm line, then make it easy to reach you.
Sample: “Welcome to The Garden Studio. We’re glad you’re here. Message us anytime on Airbnb, or call/text Sarah at +44 7700 900123.”
2. Wi‑Fi name and password
Put this near the top. It is the #1 reason guests open any welcome book.
Sample: Network: GardenStudio_5G · Password: sunshine2024
3. Door / lockbox / entry steps
Write numbered steps. Assume the guest has never been to the building.
Sample: “1) Find the black lockbox on the right of the main door. 2) Enter 4729#. 3) Pull the handle down and take the key. 4) Unlock the door, then put the key back in the lockbox.”
4. Check-in and check-out times
Add what to do if they arrive early or leave late.
Sample: Check-in from 3:00 PM. Checkout by 11:00 AM. Early bags can wait in the hallway closet if you arrive before 3:00. Message us if you need a late checkout.
5. Parking and building access
Include permits, gates, lifts, and EV notes if you have them.
Sample: Free street parking on Cranwell Street. No permit needed evenings or weekends. The building gate code is the same as the lockbox. Lift to floor 2, flat B.
6. House rules
Be clear and kind. Guests follow rules they can find fast.
Sample: Quiet hours 10:00 PM–8:00 AM. No parties. No smoking inside (balcony only). Max 4 guests. Pets only with prior approval.
7. Amenities overview
A quick scan list beats a long paragraph.
Sample: Wi‑Fi · Kitchen · Washer · Smart TV · Heating · Workspace · Free parking
8. Appliance how-tos
Only explain what guests usually get stuck on.
Sample: Washer: dial to 40°, press start. Detergent tablets under the sink. TV: Netflix login is on the card by the remote. Coffee: pods in the green tin, press the cup button twice for a long coffee.
9. Getting around
Transit, walk times, and airport options save you the same questions every week.
Sample: Bethnal Green tube (Central line): 5 min walk. Bus 55 and 8 stop on Roman Road. Heathrow: Elizabeth line to Liverpool Street, then Central line.
10. Local guide
Share your real picks, not a generic tourist dump.
Sample: Coffee: Climpson & Sons. Groceries: Tesco Express (3 min). Dinner: Brawn on Columbia Road. Weekend: Columbia Road Flower Market (Sundays).
11. Checkout checklist
A short list reduces morning messages and missed steps.
Sample: 1) Strip used bedding and leave towels in the bathroom. 2) Take rubbish to the outdoor bins. 3) Turn off heating and close windows. 4) Lock the front door. 5) Leave keys in the lockbox.
12. Emergency contacts
Include local emergency numbers, your phone, and the nearest hospital.
Sample: Emergency services: 999. Non-emergency police: 101. Host: Sarah +44 7700 900123. Nearest hospital: Royal London Hospital (1.2 miles). Gas emergency: 0800 111 999.
13. Optional extras
If you offer paid add-ons, list them with a clear price and how to request.
Sample: Early check-in from 12:00 PM: $25. Airport transfer: $45 (book 24h ahead). Welcome hamper: $35.
Printable vs digital Airbnb welcome book template
Both can start from the same checklist. The difference is what happens after the first guest leaves.
| Topic | Printed / PDF / Canva | Digital QR book |
|---|---|---|
| Day-one look | Polished binder or PDF | Phone-first, opens in one scan |
| When Wi‑Fi changes | Edit, export, reprint or re-upload | Update one field once |
| Guest behavior | Long files often skipped on phones | Fast answers on mobile |
| Multiple properties | Separate outdated files per listing | Same template structure, separate live books |
For a deeper comparison, read printed vs digital welcome book and welcome book PDF trade-offs.
How to fill this template in 30 minutes
- Copy the 13 sections into Notes, a doc, or your digital book editor.
- Fill Wi‑Fi and entry first. Those cut the most guest messages.
- Add house rules and checkout in plain language (no legal essays).
- Add 3–5 local picks you would actually recommend to a friend.
- Walk the route once as if you were a new guest, then fix unclear steps.
- Publish a QR code (or attach the link in your Airbnb check-in message).
Want a step-by-step build guide? See how to make an Airbnb welcome book.
Common mistakes with welcome book templates
- Hiding Wi‑Fi on page 4. Put network and password near the top.
- Vague entry instructions. “Key is outside” is not enough at night.
- Too much design, too little clarity. Guests want answers, not a brochure.
- Never updating local tips. Closed restaurants make your guide feel untrustworthy.
- One PDF for three properties. Guests get confused. Use one template structure, separate content per listing.
- Treating the template as finished forever. The outline stays. The details must stay current.
Better approach: keep the template live
Use this Airbnb welcome book template as your structure, but store it in a digital welcome book behind a QR code. Change the password once. Update a restaurant once. New guests always see the latest version. That is how you stay stress-free between turnovers.
welcomein.to is built around these exact sections: access, amenities, transport, local guide, rules, appliances, checkout, extras, and emergencies. Fill them once, print a QR card, and stop maintaining outdated templates. It also works as a guest guidebook template for VRBO and Booking.com stays.
See a filled Airbnb welcome book template live
Open the Garden Studio example, then start your own book from the same section structure.
See a live example Start free trialFAQ
What should be in an Airbnb welcome book template?
Welcome and host contact, Wi‑Fi, door or lockbox entry, check-in and check-out, parking, house rules, amenities, appliance tips, getting around, local recommendations, checkout steps, emergency numbers, and optional extras.
Is there a free Airbnb welcome book template?
Yes. This page is free to copy. Use the checklist and sample lines in Notes, Word, Canva, or a digital book. For a shorter free checklist, see also our free Airbnb welcome book template checklist.
Can I use a Canva or Word welcome book template for Airbnb?
Yes for layout. The problem is maintenance. Every change forces a new export. A digital QR book keeps the same template without reprinting.
Should I use a PDF or a digital Airbnb welcome book template?
PDF is fine for a one-off. Digital is better when details change or you manage more than one property. Guests also open a phone link faster than a long PDF.
How do guests open a digital welcome book?
They scan the QR code at the property or tap the link in your Airbnb message. It opens in the browser. No app required.
Does this template work for VRBO and Booking.com?
Yes. Guests need the same answers on every channel. Reuse the same welcome book template and share the QR or link in each platform’s check-in instructions.
What to include in an Airbnb welcome book first?
Wi‑Fi and entry. Then check-in times, parking, and house rules. Local tips can come after the essentials. More detail: what to include in an Airbnb welcome book.