15 Things Every Great Vacation Rental Welcome Guide Should Include

A great vacation rental welcome guide is the difference between a guest who texts you 12 times during their stay and a guest who leaves a five-star review saying "the host thought of everything."

The problem? Most welcome guides are either missing critical information or so overstuffed with details that guests can't find what they actually need. A 30-page binder with laminated pages about the history of the neighborhood isn't helpful if the guest can't quickly locate the WiFi password at 11 PM.

The best welcome guides are comprehensive but organized—they anticipate questions before guests think to ask them. Whether you're building your first guide from scratch or overhauling an existing one, this list covers the 15 things that consistently separate great guides from forgettable ones.

We've organized them in roughly the order guests need them: from arrival essentials to during-stay info to departure details. Let's build yours.

The Arrival Essentials (What Guests Need First)

These are the items guests need the moment they arrive—or even before. If your guide nails just this section, you'll eliminate the majority of your pre-arrival and day-one messages.

1. Check-In Instructions

This is the single most-messaged topic for vacation rental hosts. Guests need to know exactly how to get into the property, and they need to know it in a way that's impossible to misunderstand. Vague instructions like "the key is in the lockbox" lead to frantic calls because the guest can't find the lockbox, doesn't know the code, or doesn't know which door to use.

What to include:

• Exact check-in time and any flexibility you offer
• Step-by-step entry instructions with photos of the door, lockbox, or keypad
• The access code or key location—stated clearly and prominently
• Parking instructions: where to park, any permits needed, how many spaces
• The property address with a map pin link (Google Maps or Apple Maps) for GPS navigation

💡 Pro Tip: Include a photo of the front of the property from the street or driveway. Guests arriving after dark to an unfamiliar neighborhood often can't tell which house is yours. A simple photo eliminates that confusion entirely.

2. WiFi Network and Password

It's the most-asked question in vacation rental history, and there's a reason: guests want to get connected the moment they walk in. Kids need to stream. Remote workers need to log on. Everyone needs to text their family that they arrived safely. Make this the easiest thing in the world to find.

What to include:

• Network name (SSID) spelled exactly, including capitalization and special characters
• Password, clearly displayed with no ambiguity between similar characters (clarify O vs 0, l vs 1, etc.)
• Any connection notes: "Connect to the 5GHz network for faster speeds" or "The network may take a moment to appear on your device"

💡 Pro Tip: Put the WiFi info on its own dedicated section or page—not buried inside a paragraph about the property. If you're using a digital guidebook, make it a top-level category that guests can find in one tap. Some hosts also place a small WiFi card on the kitchen counter or nightstand as a physical backup.

3. A Personal Welcome Message

This is where your guide transforms from a user manual into an actual welcome. A brief, warm note from you—the host—sets the tone for the entire stay. It signals that there's a real person behind the property who cares about their experience, not just a faceless rental operation.

What to include:

• A genuine, conversational greeting—use their name if your platform supports personalization
• A sentence or two about yourself and why you love hosting at this property
• An invitation to reach out if they need anything, with your preferred contact method
• A brief note about what makes the property or area special: "The sunsets from the back porch are unreal—grab a glass of wine and enjoy"

💡 Pro Tip: Keep this to 3–5 sentences. The welcome message should feel like a friendly note from a neighbor, not a corporate letter. Write it the way you'd actually talk.

4. House Rules (Framed Positively)

Every property needs rules, but how you present them dramatically affects guest perception. A list of "DO NOT" commands makes guests feel like they're being scolded. The same rules, framed as helpful guidelines, feel respectful and reasonable.

What to include:

• Quiet hours, phrased positively: "Please keep noise at a conversational level after 10 PM so our wonderful neighbors can rest"
• Smoking policy: "This is a smoke-free property. You're welcome to smoke in the designated area on the back patio"
• Pet policy: whether pets are allowed, any restrictions, and where the nearest dog park is if applicable
• Maximum occupancy and event policy
• Shoes-off policy, thermostat guidelines, or any property-specific rules

💡 Pro Tip: Lead with the "why" when possible. "Please don't leave food on the counter overnight—we're in a wooded area and it attracts critters!" is friendlier and more effective than "No food left out." Guests follow rules more willingly when they understand the reason.

5. Emergency Information and Safety

You hope guests never need this section, but when they do, it needs to be instantly accessible. A guest dealing with an emergency shouldn't have to scroll through restaurant recommendations to find the nearest hospital.

What to include:

• Your phone number and the fastest way to reach you (text, call, or messaging app)
• Nearest hospital and urgent care with addresses and map links
• Local emergency number (911 in the US, but include it anyway—international guests may not know)
• Location of fire extinguisher, first aid kit, and any emergency shut-off valves
• What to do if a major appliance fails or there's a plumbing/electrical issue
• Non-emergency maintenance contact if you use a property manager or co-host

💡 Pro Tip: Place emergency info at both the top and bottom of your guide, or give it its own always-visible section. In a digital guidebook, pin it as a top-level category. The one time a guest needs this information, they need it immediately.

During the Stay (Making Every Day Seamless)

Once guests are settled in, a different set of questions kicks in—mostly about how things work and what there is to do. These sections turn your guide from a check-in tool into a genuine concierge resource.

6. Appliance and Equipment Instructions

This is the section that eliminates the "how do I work the..." messages. Every property has at least a few things that aren't immediately intuitive: a smart TV with an unusual remote, a coffee maker with seven buttons, a thermostat with a touchscreen, or a hot tub with a control panel that looks like it belongs in a cockpit.

What to include:

• TV and streaming: how to turn it on, switch inputs, access Netflix/Hulu/etc., and connect Bluetooth
• Coffee maker: step-by-step, especially if it's a specialty machine (espresso, Keurig, French press). Include where to find filters, beans, or pods
• Thermostat/HVAC: how to adjust temperature, switch between heat and AC, any programming notes
• Washer and dryer: basic operation, where to find detergent, any quirks
• Hot tub or pool: how to turn on jets, set temperature, cover removal, and any rules
• Grill, fireplace, wood stove, or any other amenity that requires operating knowledge

💡 Pro Tip: Short video walkthroughs are the gold standard for appliance instructions. A 30-second video of you turning on the hot tub is infinitely clearer than written instructions. Most digital guidebook platforms, including GoGuestGuide, let you embed videos directly in each section.

7. Your Best Local Restaurant Recommendations

This is the section guests love most—and the one that generates the most five-star review mentions. Guests don't want a generic Yelp list. They want insider picks from someone who actually lives in (or knows) the area. Your personal recommendations carry weight precisely because they're personal.

What to include:

• 5–10 restaurant picks organized by category: breakfast, casual lunch, date night, family-friendly, best value, splurge-worthy
• A one-sentence note on what makes each place special: "The fish tacos at Shoreline are the best on the island—sit on the patio if you can"
• Reservation tips: which places book up and how far in advance to call
• Budget guidance: a rough price range for each recommendation
• Any spots to avoid (optional but appreciated): "The place on Main Street looks popular but honestly, the food hasn't been good in years"

💡 Pro Tip: Organize restaurants by what guests are actually deciding: "Where should we eat tonight?" Categories like "best for families," "best date night," and "best quick bite" are more useful than sorting by cuisine type. Include links to Google Maps for each restaurant so guests can navigate with one tap.

8. Activities and Things to Do

After dining, this is the second most-browsed section. Guests are on vacation—they want ideas. And your recommendations shape not just their day but their entire perception of the stay. A guest who discovers an incredible hidden beach or a charming local market because of your guide will remember that forever.

What to include:

• Outdoor activities: hiking trails (with difficulty level), beaches, parks, bike routes, water sports
• Rainy day options: museums, movie theaters, bowling, indoor markets, spa services
• Family-friendly picks: playgrounds, kid-friendly attractions, mini golf, nature centers
• Seasonal highlights: farmers markets, festivals, holiday events, seasonal closures to be aware of
• Hidden gems: the things only locals know about—the lookout point, the swimming hole, the bakery that's only open on Saturdays

💡 Pro Tip: Update this section seasonally. A summer guide should emphasize beaches and outdoor dining. A winter guide should highlight cozy indoor activities and holiday events. Hosts who refresh their recommendations quarterly see noticeably higher guest satisfaction and review scores.

9. Grocery Stores, Pharmacies, and Essential Services

It's not glamorous, but it's essential. Guests need to know where to buy milk, pick up prescriptions, or find an ATM. This information prevents dozens of small questions that individually seem trivial but collectively eat up your time.

What to include:

• Nearest grocery store with hours and distance (plus a quick note: "Trader Joe's is 10 min away and has a great wine selection")
• Nearest pharmacy with hours
• Gas stations (especially important in rural areas)
• Liquor/wine store if applicable to your area
• Hardware store (guests occasionally need something unexpected)
• Nearest ATM or bank

💡 Pro Tip: A map with pins for all essential services is more useful than a text list. Digital guidebook platforms like GoGuestGuide include interactive maps where you can add custom markers with your own descriptions, so guests can see at a glance what's near the property.

10. Transportation and Getting Around

How guests move around your area is something hosts often overlook—especially if you live locally and take it for granted. Guests arriving from out of town or out of state may not know whether they need a car, how parking works downtown, or whether ride-sharing is reliable in your area.

What to include:

• Is a car necessary, or can guests walk/bike to most things?
• Ride-sharing availability: is Uber/Lyft reliable in your area, or are wait times long?
• Public transit options: bus routes, ferry schedules, trolley lines
• Bike rental locations or any bikes/scooters you provide
• Airport transportation: shuttle services, taxi companies, or driving directions with parking info
• Parking tips for popular attractions or downtown areas

💡 Pro Tip: If your property provides bikes, kayaks, paddleboards, or any other transportation/recreational equipment, feature them prominently. These are amenities guests get excited about—and they're a major differentiator in reviews.

11. Trash, Recycling, and Composting Instructions

It sounds mundane, but this is one of the top five most-asked guest questions. Every municipality has different rules about which bins to use, what day pickup happens, and what's recyclable. Guests who don't know the rules either leave trash piled up, put it in the wrong bin, or text you asking. All three outcomes are avoidable with a clear guide section.

What to include:

• Which bins are for trash, recycling, and compost (with colors or photos)
• What goes in each bin—especially any local quirks (e.g., "Plastic bags are not recyclable here")
• Pickup days and whether guests need to bring bins to the curb
• Where bins are stored and where they go on pickup day
• What to do with oversized items or anything that doesn't fit in the bins

💡 Pro Tip: A labeled photo of your actual bins is worth a thousand words. Take a quick picture of the bins in position with a note about which is which. This single image prevents more questions than you'd expect.

Departure and Beyond (Finishing Strong)

How a stay ends matters almost as much as how it begins. A smooth checkout process leaves a positive final impression—the one guests carry into their review. And a few bonus sections can elevate your guide from useful to unforgettable.

12. Checkout Instructions

A confusing or demanding checkout process is one of the fastest ways to earn a ding in reviews. Guests are packing up, herding kids, and often rushing to catch a flight. They don't want to decode a long list of cleaning requirements. Keep it simple, keep it clear, and keep expectations reasonable.

What to include:

• Checkout time, stated clearly
• A short, specific checklist: start the dishwasher, strip the beds (or don't—be explicit), take out the trash, lock the door
• Where to leave the key if applicable
• What guests do NOT need to do—this is just as important. "No need to clean the bathrooms or vacuum—our cleaning team handles that" sets minds at ease
• Any late checkout option and how to request it

💡 Pro Tip: If you offer paid late checkout as an upsell (and you should—it's the most popular add-on in vacation rentals), mention it here with a link or button to purchase. Platforms like GoGuestGuide let you add one-tap upsell purchases directly in the guidebook, so a guest reading the checkout section can buy two extra hours on the spot.

13. Upsells and Add-On Experiences

This is the section most hosts skip—and it's the one with the most direct revenue impact. When your welcome guide includes curated, purchasable add-ons, they don't feel like sales pitches. They feel like enhancements to the vacation, which is exactly what they are.

What to include:

• Late checkout and early check-in options
• Welcome packages: wine and cheese, breakfast basket, local snack box, flowers for special occasions
• Equipment rentals: bikes, paddleboards, surfboards, ski gear
• Experience packages: guided hikes, wine tastings, fishing charters, cooking classes
• Mid-stay cleaning for longer stays
• Grocery pre-stocking: have the fridge ready when they arrive

💡 Pro Tip: Tailor your upsells to the property and its location. A beachfront property should offer surfboard rentals and sunset sailing, not ski lift passes. The more relevant the offer, the more it feels like a thoughtful suggestion rather than a revenue grab. Hosts using GoGuestGuide's built-in upsell marketplace report $200 to $500 in monthly add-on revenue per property.

14. An Interactive Map of the Area

A map with your recommended spots pinned on it is one of the most-used features in any guest guide. It turns your text recommendations into something visual and actionable—guests can see at a glance what's near the property, plan their day geographically, and tap a pin to get driving directions.

What to include:

• The property location as the center point
• Pins for all your restaurant recommendations
• Pins for grocery stores, pharmacies, and essential services
• Pins for activities, beaches, trailheads, and attractions
• Pins for any hidden gems or personal favorites

💡 Pro Tip: An interactive digital map (not a static image) is dramatically more useful because guests can zoom, pan, and tap for directions. GoGuestGuide includes a built-in interactive map feature where you add custom markers with your own descriptions, so everything you recommend is one tap away from Google Maps navigation.

15. A Way for Guests to Leave Feedback (or a Review)

Your welcome guide is actually the perfect place to gently encourage reviews. By the time a guest has used your guide throughout their stay—found great restaurants, figured out the TV easily, navigated checkout smoothly—they're primed to feel positive about the experience. A simple prompt at the right moment converts that goodwill into a public review.

What to include:

• A brief, friendly note: "If you enjoyed your stay, we'd be so grateful for a review. It means the world to us and helps other travelers find our place"
• A direct link to your Airbnb, VRBO, or Google review page (minimize friction—don't make them search for you)
• An option to send private feedback directly to you for anything that could be improved

💡 Pro Tip: Timing matters. The review prompt works best in the checkout section or as part of a post-stay follow-up message, not splashed across the top of the guide. You want guests to encounter it when their experience is complete and fresh in their minds.

Putting It All Together: Digital vs. Physical Guides

Now that you know what to include, the next question is how to deliver it. You have two broad options: a physical guide (binder, printed booklet) or a digital guide (web-based, accessible via QR code or link). Here's the honest comparison.

Physical guides are tangible and work for guests without smartphones (a shrinking population). But they get dirty, they're expensive to update, and they're only available inside the property. A guest can't browse your restaurant recommendations while they're driving into town if the binder is sitting on your kitchen counter.

Digital guides are accessible anywhere, always up to date, searchable, and can include interactive features like maps, videos, and one-tap purchases. Guests access them via QR code (in the property) or a shared link (before arrival). No app download required. The tradeoff is that they require a smartphone, but with smartphone adoption above 97 percent in 2026, this is a non-issue for the vast majority of guests.

Our recommendation: use a digital guide as your primary resource and keep a simple printed version as a backup. The digital guide handles 95 percent of guests beautifully. The printed backup—even a simple PDF printout placed in a binder—covers the rare guest who prefers paper.

GoGuestGuide is built for exactly this approach. You create one digital guidebook with all 15 sections above, and the platform automatically generates a QR code for in-property access, a shareable link for pre-arrival messaging, and a printable PDF for your binder backup. Build it once, deliver it every way your guests might want it.

Your Guide Is Your First Impression—Make It Count

A welcome guide isn't just an operational document. It's the first thing guests interact with at your property, and it shapes their entire perception of the stay. A thoughtful, comprehensive guide tells guests that their host is organized, caring, and invested in their experience. A missing or sloppy guide tells them the opposite.

The 15 items in this list aren't arbitrary. They're drawn from the questions hosts actually get asked, the sections guests actually use, and the details that actually show up in five-star reviews. Include them all, present them clearly, and your guests will have everything they need to have an incredible stay—without texting you to ask.

Build your guide this week. Your future self—and every guest who walks through your door—will thank you.

Build your welcome guide in under an hour

GoGuestGuide makes it easy to create a professional digital guest guide with all 15 sections, interactive maps, video walkthroughs, upsell options, and automatic QR code generation. No app required for you or your guests. Start your free 30-day trial — no credit card required.