How to Create a Memorable Welcome Guide for Your Short-Term Rental
A well-crafted welcome guide is more than just an informational tool—it’s an opportunity to enhance the guest experience, reduce inquiries, and showcase your short-term rental (STR) as a professional and thoughtful property. This article explores how to create a memorable and effective welcome guide that leaves a lasting impression on your guests.
Why a Welcome Guide Matters
1. Enhances the Guest Experience
A comprehensive guide provides guests with all the information they need for a stress-free stay.
2. Reduces Questions
Answering FAQs proactively minimizes guest inquiries, saving you time.
3. Builds Trust
A professional guide shows that you’re organized and committed to hospitality.
4. Encourages Positive Reviews
Guests appreciate the effort, which can lead to glowing feedback.
Step 1: Choose the Format
1. Digital Guidebooks
Interactive and easy to update, digital guidebooks are convenient for tech-savvy guests.
Tools:
Hostfully: Customizable digital guidebooks for STRs.
Touch Stay: Mobile-friendly guest guides.
2. Printed Guides
Traditional printed guides are a tangible touch and ideal for less tech-oriented guests.
Pro Tip: Use a high-quality binder or folder to present your printed guide professionally.
3. Combination of Both
Offer both formats to cater to all guest preferences.
Step 2: Include Essential Information
1. Property Details
Provide clear instructions for using the property, such as:
Wi-Fi network and password.
Check-in and check-out procedures.
Instructions for appliances and smart devices.
Example:
“Wi-Fi Network: CozyCabinGuest | Password: StayCozy123”
2. Contact Information
List how guests can reach you for questions or emergencies, including backup contacts.
3. House Rules
State your expectations politely to ensure compliance.
Example:
“Quiet hours are from 10 PM to 7 AM. Thank you for being considerate of our neighbors!”
4. Emergency Procedures
Include clear instructions for handling emergencies, such as:
Location of fire extinguishers.
Emergency exits.
Local emergency numbers.
Step 3: Highlight Local Attractions
1. Dining Recommendations
Curate a list of nearby restaurants and cafes, including your personal favorites.
Example:
“For the best brunch in town, visit [Local Cafe Name]. Their avocado toast is a must-try!”
2. Activities and Attractions
List popular tourist spots, local events, and outdoor activities.
Pro Tip: Include seasonal recommendations to keep the guide relevant year-round.
3. Hidden Gems
Surprise guests with unique, lesser-known spots that locals love.
Step 4: Add Convenience Tips
1. Transportation Information
Provide details about parking, public transit, or bike rentals.
Example:
“Free street parking is available on [Street Name], or use the [City Name] Transit app to navigate public transport.”
2. Grocery Stores and Pharmacies
List the closest stores for essentials.
3. Delivery and Takeout Options
Include local delivery services and popular restaurants with takeout options.
Step 5: Personalize the Experience
1. Welcome Message
Write a warm and friendly introduction to make guests feel at home.
Example:
“Welcome to [Property Name]! We’re thrilled to host you and hope you enjoy your stay. If there’s anything we can do to make your visit more comfortable, please don’t hesitate to ask.”
2. Tailored Recommendations
If you know the guest’s interests (e.g., they’re celebrating a birthday), include special suggestions.
3. Highlight Property Features
Mention unique amenities, such as a hot tub, fireplace, or outdoor seating area.
Example:
“Relax under the stars in our private hot tub—perfect for unwinding after a long day!”
Step 6: Include Visuals
1. Photos and Maps
Enhance your guide with pictures of the property, nearby attractions, and a map of the area.
2. QR Codes
Add QR codes linking to:
Digital maps.
Online menus.
Instructional videos for appliances.
Step 7: Keep It Up to Date
1. Regular Updates
Review and update the guide quarterly to ensure accuracy.
2. Gather Guest Feedback
Ask guests for suggestions on what to include or improve in the guide.
Step 8: Promote Local Businesses
1. Partner With Businesses
Collaborate with local vendors to offer discounts or recommendations in your guide.
Example:
“Show this guide at [Local Cafe Name] for 10% off your order!”
2. Feature Local Events
Highlight seasonal markets, festivals, or concerts to encourage guests to explore the area.
Case Study: Using a Welcome Guide to Improve Guest Satisfaction
Scenario:
An STR owner in Charleston, SC, wanted to improve reviews and reduce guest inquiries.
Actions Taken:
Created a digital guidebook using Hostfully, covering property details, local recommendations, and FAQs.
Included QR codes linking to restaurant menus and instructional videos for appliances.
Updated the guide monthly to reflect new attractions and seasonal events.
Results:
Positive reviews increased by 30%, frequently mentioning the helpful guidebook.
Guest inquiries about property details dropped by 40%.
Local businesses reported increased foot traffic from referrals.
Common Mistakes to Avoid
Overloading With Information: Keep the guide concise and focused to avoid overwhelming guests.
Failing to Update Regularly: Outdated information can frustrate guests and hurt your credibility.
Using Unprofessional Design: A poorly formatted guide can detract from the guest experience.
Tools for Creating a Welcome Guide
Hostfully: Professional digital guidebook creation.
Canva: Design visually appealing printed guides.
Google My Maps: Custom maps for local recommendations.
Cross-Link Opportunities
Explore related articles to optimize your STR operations:
How to Enhance the Guest Experience for Your STR
How to Attract Repeat Guests to Your STR
How to Use Technology to Streamline Your STR Business
Additional Resources
Airbnb Host Blog: Insights on creating guest resources.
BiggerPockets STR Forum: Discussions on improving guest satisfaction.
Touch Stay Blog: Tips for crafting memorable guidebooks.
Conclusion
A thoughtfully designed welcome guide is a simple yet powerful tool to elevate your short-term rental’s guest experience. By providing clear, engaging, and personalized information, you can make your guests feel valued, improve reviews, and encourage repeat bookings. Start creating your guide today to set your property apart!
Want to dive deeper into short-term rental investments? In my next article, I'll discuss How to Design a Pet-Friendly Short-Term Rental That Attracts Guests, providing insights you won’t want to miss. Stay tuned!
