What to Include in Your Short-Term Rental Welcome Book

First Impressions Shape the Stay

Guests want answers the second they arrive. They’re tired, they’re carrying bags, and they don’t want to search for WiFi codes or check-in details. A welcome book should put everything right in front of them. No digging, no guessing, no wasted time.

Skip the fluff. Give guests what matters:

• Printed and digital versions of every detail
• Simple, bold section dividers. No hunting for WiFi codes or checkout times
• Photos that show, not just tell. Appliance close-ups, thermostat, parking spots
• Step-by-step instructions in plain language. No technical jargon
• Maps that actually help. Highlight the nearest grocery, pharmacy, and late-night eats
• Emergency contacts and what to do. No one wants to guess during a power outage

Organized information cuts down on frantic texts and late-night calls. Our guest communication professionals see it every day. A strong welcome book does the talking for you, even when you’re not available. When we create a welcome book, we focus on anticipating guest needs so hosts can relax and enjoy smoother stays.

Cover the Basics Without Gaps

Guests expect answers before they have to ask. The essentials come first. Check-in steps, WiFi password, parking. These details should be impossible to miss. Don’t bury them in a wall of text.

• Check-in and check-out times. No confusion, no awkward arrivals
• WiFi network and password.
• Parking. Where to park, what to avoid, and how to access the garage or lot
• Smart home features. How to use the thermostat, lock doors, or adjust lights
• Security. Alarm codes, camera locations, and privacy notes

Guests want to feel safe and in control. Our property monitoring solutions keep things secure without crossing privacy lines. Spell out what’s monitored and what isn’t. No one likes surprises.

Maintenance and cleaning matter, too. Guests want to know what’s expected and who to call if something breaks. List out:

• How to handle trash and recycling
• When cleaners arrive, if at all, during longer stays
• Contact info for urgent repairs. No one wants to wait for a reply

Clear instructions protect your property and your guests. Our cleaning and maintenance protocols set expectations and prevent small issues from turning into big headaches.

Local Knowledge Guests Actually Use

Travelers crave real recommendations. A welcome book should read like advice from a friend who knows the area. Skip the generic. Focus on what makes your neighborhood worth exploring.

• Restaurants by type. Breakfast spots, late-night eats, vegan options
• Walkable attractions. Parks, museums, live music, playgrounds
• Transportation. Bus stops, rideshare zones, bike rentals, parking hacks
• Seasonal events. Farmers markets, festivals, outdoor movies
• Beach access. Where to park, what to bring, and local rules

Guests want to blend in, not stand out as tourists. Our listing optimization team sees higher ratings when guests feel like locals. Keep these tips fresh. Outdated info frustrates guests and makes you look careless. Use our dynamic management system to update recommendations as new restaurants open or events change. At MainStay Hosts, we regularly refresh local guides so guests always have the latest and best suggestions at their fingertips.

Details That Prevent Problems

Small oversights create big headaches. A missing trash day or unclear checkout process can sour an otherwise perfect stay. Spell out the details:

• Trash and recycling pickup days. Where to put bins, what not to toss
• Quiet hours. When to keep noise down, how to handle neighbor complaints
• Lost key or lockout steps. Who to call, what it costs
• Pet policies. Where pets can go, what to avoid, cleaning up after them
• House rules. No smoking, no parties, no extra guests

Guests respect clear boundaries. They want to know what’s allowed and what isn’t. A strong welcome book sets the tone and keeps everyone on the same page.

Photos That Answer Questions

Words only go so far. Photos fill the gaps. Show guests how to use the coffee maker, where to find extra towels, or how to work the TV remote. Snap pictures of:

• Appliance controls. Washer, dryer, oven, thermostat
• Parking spots. Highlight the exact space, not just the lot
• Entry instructions. Keypads, lockboxes, tricky gates
• Emergency exits. Fire escape routes, stairwells
• Outdoor spaces. Grills, patios, pool rules

Visuals cut down on confusion. Guests feel confident using your space, and you spend less time answering the same questions over and over.

Keep It Updated, Keep It Useful

A welcome book isn’t a one-and-done project. Restaurants close. Bus routes change. Appliance models get replaced. Outdated info frustrates guests and leads to negative reviews. Use feedback from guests to spot missing details or unclear instructions. The best welcome books change with every stay.

Ready to Improve Your Guest Experience?

MainStay Hosts creates professional welcome books that enhance your property's appeal and streamline guest communication. Call us at 813-467-6333 or schedule a consultation to learn more about our comprehensive property management solutions.