Airbnb Welcome Book Template (Free, 2026)
Copy this template into Google Docs or Notion, swap in your own details, and you'll have a welcome book your guests actually read — the kind that quietly earns 5-star reviews and cuts down repetitive messages.
Free copy-and-paste template
Every ValAi plan already ships with a printable QR welcome sign and a full digital welcome book template — no PDF download needed. Start a free trial and the template pre-fills from your listing.
Get the free template1. Warm welcome & host intro
Open with a short, personal greeting so the guest knows a real human is behind the stay. Two or three sentences is plenty — thank them for booking, say what you love about the place, and set the tone for the visit.
- Your first name and a friendly line ('So glad you're here!')
- One sentence on what makes the property special
- The best way (and hours) to reach you if something is urgent
2. Check-in & checkout instructions
This is the single most-asked topic in guest messages. Write it once, in order, with exact times and lockbox / keypad codes only revealed at check-in day.
- Arrival address with a Google Maps link
- Parking: where, whether it's free, any permit rules
- Door / lockbox / smart-lock instructions with a photo if possible
- Check-in and checkout times
- Checkout tasks (dishes in sink, trash to the bin, keys back in lockbox)
3. Wi-Fi & essential passwords
Put the network name and password in a big, copy-friendly block. If you have a guest Wi-Fi network, use that one — never your primary.
- Wi-Fi network name (SSID) exactly as it appears
- Password in monospace / bold so it's easy to type
- Streaming logins (Netflix, Disney+) if you provide them
4. House rules — kept short and kind
Guests skim rules. Keep it to a handful of house-specific ones. Airbnb already covers the basics; your book should only add what's unique to your place.
- Quiet hours and any HOA / building rules
- Shoes-off, pets, or smoking policies
- Max guest count and no-party clause
- Anything fragile or off-limits, with a one-line reason
5. Appliance & tech how-tos
The espresso machine, the smart TV remote, the thermostat, the pool heater — every 'I can't figure out X' message is one you can prevent here. Include short instructions and a photo per device.
- Thermostat: how to set temperature, any eco limits
- TV / streaming: which remote, how to switch inputs
- Kitchen: coffee machine, dishwasher pods, oven quirks
- Laundry: detergent location, cycle recommendations
6. Local recommendations that feel personal
This is where guides win 5-star reviews. Skip the generic Google list — recommend places you actually go to, grouped by walking distance and by mood.
- Breakfast / coffee within a 5-minute walk
- Two dinner picks: casual and 'special night out'
- A grocery store and a pharmacy
- One outdoor activity and one rainy-day activity
- A local tip only a resident would know
7. Emergency info & safety
Hopefully never used, but a legal must-have. Keep it factual and easy to scan.
- Nearest hospital / urgent care with address
- Local emergency number (911 in the US, 000 in AU, 112 in EU)
- Fire extinguisher and first-aid kit locations
- Circuit breaker and water shut-off, with photos
Paper vs. digital vs. AI concierge
A printed binder is friendly but goes stale the moment you change the Wi-Fi. A Google Doc is easier to update, but guests still have to hunt for the answer. A modern AI concierge takes the same content and answers the guest's actual question in seconds, in their own language — check-in at 2am included.
If you're weighing the trade-offs, read physical welcome book vs. AI concierge or 7 digital welcome book examples.
Turn your welcome book into a 24/7 concierge
Paste your template into ValAi once. Guests scan a QR code, ask anything, and get instant answers in 30+ languages — pulled straight from the book you just wrote. No more 3am "how do I work the shower?" messages.
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