What to Include in Your Vacation Rental Welcome Book (and Why It Matters)
There’s something magical about walking into a vacation rental that just feels right. The bed is made, the lighting is soft, there’s a coffee pod or two waiting near the Keurig — and sitting neatly on the entry table is a Welcome Book that doesn’t just share the WiFi code, but actually makes you feel like you’re home.
A great Welcome Book is more than a binder full of instructions. It’s your chance to make a first impression, to set the tone for your guest’s entire stay, and to answer questions before they even have to ask. It’s one of those small touches that makes a big impact — and I’m breaking down exactly what to include to make yours a guest-favorite.
Check out some other small touches guest love in a vacation rental here!
Why Every Rental Needs A Welcome Book
Let’s start here: A thoughtful Welcome Book adds instant professionalism to your listing. It helps guests feel informed and confident, reduces the number of questions you’ll get, and creates a smoother, more enjoyable stay for everyone involved.
It doesn’t have to be fancy or overdone — it just has to be intentional.
(And if you’re overwhelmed trying to peice one together, I’ve created a customizable Welcome Book template for STR hosts that makes it ridiculously easy. More on that in a bit.)
Here’s What to Include
A Warm Welcome + Host Intro
Kick things off with a personal touch. Include a short note that welcomes guests, introduces who you are, and shares a line or two about why you love hosting. This instantly humanizes the experience and builds trust.
Property Highlights + Layout
Give guests a quick visual of what they’re working with — the number of bedrooms and bathrooms, key features, and any standout amenities (hello, hot tub under the stars!). Keep it simple and visual.
Check-In + Check-Out Details
Make this section clear and easy to find. Include digital lock codes, check-in and out times, parking instructions, and any quirks they need to know (like the slightly stubborn back gate).
House Rules + Emergency Info
Set expectations upfront. Let guests know what’s allowed and what’s not (no smoking, quiet hours, etc.). And don’t forget to list important phone numbers, emergency contacts, and local urgent care addresses.
WiFi + Tech Info
Put the WiFi network and password front and center. You can also include instructions for the TV, smart devices or anything else that guests might stumble over.
Pro-tip: A fellow host once told me that they do not post their WiFi information anywhere in the house — only in their guest book somewhere towards the middle. They stated that this ensures that the guests actually read the guest book when they arrive. How genius is that?!
Local Recommendations
Curate a few of your favorite places to eat, drink, and explore. This is where you can really elevate their stay with local insight — and it makes your place feel like it’s hosted by a real human, not an algorithm.
Need an idea of what kind of places to recommend? Check out my local’s guide to Chelan in the summer and hidden gems in the Chelan Valley.
Review Requests
At the end of the stay, ask for that glowing review! A simple “We hope you loved your stay! If so, we’d be grateful for a quick review” goes a long way. Bonus points for including an example or a QR code.
Want to save hours of setup time?
If you’re thinking this sounds great but where do I even start? I’ve got you.
I created the Solstice Customizable Welcome Book Template specifically for short-term rental hosts who want to elevate their guest experience without reinventing the wheel. It’s clean, customizable, and guides you through every section we just talked about.
You can find it here, and yup — it’s Canva-friendly!
Creating a Welcome Book doesn’t have to be a big production. Start simple. Focus on clarity and warmth. Think about what you’d want to know if. you were the guest.
Because at the end of the day, a thoughtful Welcome Book does more than share the WiFi password — it shows guests that you’ve thought of them, that you care about their stay, and that you’re the kind of host they’ll want to book with again.
Ready to upgrade your guest experience?
Checkout the Solstice Customizable Welcome Book Template or explore the Solstice Hosting Starter Kit, our free resource packed with tips, tools, and essentials for hosts who want to keep it human and high-quality.
