How to Create the Perfect Airbnb Welcome Book (With Real Example)

Here's what most hosts get wrong about welcome books.

They think it's a nice-to-have. A cute touch for guests. Maybe print a few restaurant recommendations. Done.

Wrong.

A good welcome book is your insurance policy against guest questions, complaints, and bad reviews.

"How do I work the TV?" → In the book.

"Where's the nearest grocery store?" → In the book.

"Can you recommend restaurants?" → In the book.

Every question a guest has to text you is a friction point. Every time they can't find something is frustration building. And frustrated guests? They leave 4-star reviews.

We manage properties across Indianapolis. Every single one has a welcome book. Not because it's cute. Because it works.

Here's exactly what to include, how to organize it, and a real example you can copy.

Let's get into it.

Why You Actually Need a Welcome Book

Let's be clear about what this does.

A good welcome book:

Reduces guest questions (fewer interruptions for you)
Prevents issues before they happen (guests know what to do)
Makes guests feel welcomed and informed (better experience)
Shows you care about their stay (mentioned in reviews)

Without one?

Guests text you constantly ("How does the thermostat work?")
They can't find things ("Where are the extra towels?")
They make mistakes ("I didn't know how to lock the door properly")
Bad reviews mention confusion or lack of information

Reality check: Creating a welcome book takes 2-3 hours the first time. But it saves you 10+ hours per month answering repetitive questions.

Worth it.

What to Include in Your Welcome Book

Your book needs three sections. Essential info. House info. Local recommendations.

Section 1: Essential Information (Must-Haves)

This is the critical stuff. Gets used most.

WiFi

Network name
Password
Where the router is (if they need to reset)

Door Codes & Keys

How to lock/unlock
Backup entry method
What to do if locked out

Emergency Contacts

Your phone number
Backup contact if you're unreachable
Local emergency services (911, but also non-emergency)

House Rules (Keep It Short)

Quiet hours
No smoking policy
Pet policy (if applicable)
Max occupancy
Party policy

Checkout Instructions

Checkout time
What to do before leaving (lock door, that's it)
Where to leave keys

Pro tip: Keep this section to 1-2 pages max. Guests need to find this info fast.

Section 2: How to Use Everything (House Manual)

This is where you save yourself from constant "How do I...?" texts.

Heating/Cooling

How to adjust thermostat
Recommended temperature ranges
Don't mess with these settings (if applicable)

TV & Entertainment

Which remote does what
How to access streaming services
Login info (if you provide accounts)

Kitchen Appliances

Coffee maker (how to use, where filters are)
Dishwasher
Oven/stove quirks

Washer/Dryer

Where detergent is
Settings to use
Where lint trap is

Parking

Exactly where to park
Street parking rules
What NOT to do (blocking driveways, etc.)

Trash & Recycling

Where bins are
What goes where
Pickup schedule (if relevant)

Extra Supplies

Where extra towels are
Where extra toilet paper is
Extra blankets/pillows

Pro tip: Take photos! Show guests where things are instead of just describing.

Section 3: Local Recommendations (The Fun Stuff)

This is where you add personality. And earn "thoughtful host!" mentions in reviews.

Restaurants (5-10 recommendations)

Not 50 options. Just your actual favorites. For each one include: name, type of food, distance, why you like it, price range.

Example:

Bluebeard New American, seasonal menu 10-minute drive, Fountain Square "Best brunch in Indianapolis. Get the Dutch baby!" $$

Groceries & Essentials

Nearest grocery store
Late-night options
Pharmacy
Gas station

Things to Do

Top 3-5 attractions
Walking distance activities
Day trip ideas
Seasonal events (if applicable)

Getting Around

Best rideshare app (Uber/Lyft)
Public transit options
Parking downtown

Pro tip: Update this seasonally. Summer recommendations are different than winter ones.

Format Options (Physical vs Digital)

You have two choices. Both work.

Option 1: Physical Binder

Pros:

Always available (no WiFi needed)
Easy to flip through
Feels more personal

Cons:

Costs to print and maintain
Harder to update

How to do it: 1-inch binder, sheet protectors, clear labels on spine. Place somewhere obvious. Cost: $20-$30.

Option 2: Digital Book

Pros:

Easy to update anytime
Guests can access on their phone
No printing costs

Tools that work: Google Doc, Notion, Touchstay, your own website page.

Pro tip: We do both. Physical binder at the property. Digital link sent before check-in. Covers everyone's preference.

Design Tips (Make It Actually Usable)

Keep It Scannable

Bad example: "The WiFi network name is HomeNetwork123 and the password is mypassword456 and if you have any issues you might need to reset the router which is located in the hallway closet on the second shelf."

Good example:

WiFi Network: HomeNetwork123 Password: mypassword456 Router location: Hallway closet (if you need to reset)

Use Photos

Photo of thermostat with arrows
Photo of parking spot
Photo of where extra supplies are
Photo of how to lock the door

Photos eliminate confusion.

Organize by Priority

Page 1: WiFi, door code, your contact
Page 2-3: How to use everything
Page 4+: Local recommendations

Don't bury the WiFi password on page 6.

Keep It Short

Target: 5-8 pages max. Too long? Guests won't read it.

Common Welcome Book Mistakes

Mistake #1: Too Much Information

Don't include every restaurant in the city. Just the essentials.

Mistake #2: Outdated Information

Restaurant closes. WiFi password changes. Guide still has old info. Guest gets frustrated.

Fix: Review your book every 3-6 months. Update what's changed.

Mistake #3: Hidden Away

You made a beautiful book. You put it in the bedroom closet. Guests will never find it.

Fix: Put it somewhere obvious. Kitchen counter. Coffee table. Dining table.

Mistake #4: No Personality

Fix: Write like you're talking to a friend.

"WiFi password is on the fridge magnet (because we always forget too!)"

"Our favorite pizza spot is 5 minutes away. Get the Margherita. Trust us."

Our Exact Welcome Book Structure

Here's the structure we use for every property. Copy it.

Page 1: Welcome + Essential Info

Welcome to [Property Name]!

We're so glad you're here! This book has everything you need for a great stay.

Questions? Text or call us: [Your Phone]

WiFi Network: [Name] Password: [Password]

Door Code: [Code] (Lock button to secure when you leave)

Checkout: [Time] Just lock the door and leave the keys on the counter. That's it!

Page 2: House Manual

Thermostat: Up/down arrows to adjust. We keep it at 72°F.

TV: Black remote = TV power + volume. Silver remote = Roku.

Coffee Maker: Filters in cabinet above. Coffee in freezer.

Washer/Dryer: Detergent under sink. Use "Normal" cycle.

Parking: [Describe exactly where to park]

Trash: Under the sink. Extra bags in the pantry.

Page 3-4: Local Favorites

[Your restaurant recommendations]

[Groceries & essentials]

[Things to do]

Page 5: House Rules + Checkout

Quiet hours: 10 PM - 8 AM No smoking inside (patio is fine!) No parties or events Max occupancy: [X] guests

Before You Go: ☐ Lock the door ☐ Leave keys on counter

That's it! No need to strip beds or start laundry. We've got it.

Thanks for staying with us!

We hope you loved Indianapolis as much as we do.

Guy & Alexandra

How to Actually Get Guests to Read It

Tactic 1: Mention it in your pre-arrival message

"We left a welcome book on the kitchen counter with WiFi info, local recommendations, and how to use everything. Check it out!"

Tactic 2: Make it impossible to miss

Put it somewhere they'll see immediately. Kitchen counter. Coffee table. Dining table.

Tactic 3: Send a digital version

Some guests prefer digital. Send them a link before arrival.

Tactic 4: Reference it when they ask questions

Guest: "How do I work the TV?"

You: "Check page 2 of the welcome book on the counter! Black remote = power, silver remote = Roku."

They'll check the book next time before texting.

Real Example: What This Looks Like

Here's one of our actual properties in Fountain Square.

What we included:

Welcome message with our names
WiFi on page 1 (with password on fridge magnet too)
Detailed parking instructions with photo
TV remote guide with photos of each remote
Local restaurant map with pins
Coffee maker instructions with photo
"Our favorite spots" section with personality

Results:

Guest questions dropped 60%
Reviews mention "thoughtful book" and "great recommendations"
Guests actually use our restaurant suggestions (they mention them in reviews!)

Time investment: 3 hours to create initially, 15 min per quarter to update.

Worth it? Absolutely.

Final Thoughts: This Is Low-Hanging Fruit

Most hosts skip the welcome book. Or throw together something generic.

That's a mistake.

A good welcome book saves you time. Prevents issues. Improves the guest experience. Gets mentioned in reviews.

It takes a few hours to create. But it works for every guest. Forever.

Build it. Put it somewhere obvious. Done.

Need Help Creating Your Welcome Book?

We create custom welcome books for Indianapolis STR owners. Includes local recommendations, property-specific instructions, and professional design.

What you get:

Complete welcome book (5-8 pages)
Digital + print-ready versions
Indianapolis-specific recommendations
Quarterly updates for 1 year

Schedule a Free Consultation