How to Create a Winning Guest Welcome Guide for Your Short-Term Rental
A well-crafted guest welcome guide is an essential tool for short-term rental (STR) success. It provides guests with all the information they need for a comfortable stay while reducing repetitive questions and building your reputation as a professional host. This article outlines how to design a comprehensive, visually appealing, and engaging guest welcome guide that enhances the guest experience and sets your property apart.
Why a Guest Welcome Guide Matters
1. Streamlines Communication
Answering common guest questions upfront minimizes last-minute calls or messages.
2. Enhances Guest Experience
A guidebook creates a sense of hospitality and professionalism, helping guests feel at home.
3. Encourages Positive Reviews
A smooth, informed stay leaves guests satisfied, increasing the likelihood of glowing feedback.
4. Promotes Local Businesses
Recommending nearby attractions and restaurants fosters goodwill with your community and enriches guests’ stays.
Step 1: Choose the Right Format
1. Digital Guidebooks
Accessible, eco-friendly, and easy to update.
Popular Tools:
Hostfully: Customizable digital guidebooks with interactive features.
Touch Stay: Mobile-friendly guides guests can access anytime.
2. Printed Guidebooks
A physical book adds a personal touch and is perfect for guests who prefer offline access.
Pro Tip: Use durable materials like laminated pages or hardcover binders to withstand wear and tear.
Step 2: Include Essential Information
1. Welcome Message
Start with a warm, personalized greeting.
Example:
“Welcome to [Property Name]! We’re thrilled to host you. Whether you’re here to relax or explore, we hope you have a fantastic stay. Let us know if there’s anything we can do to make your visit even better!”
2. Property Overview
Provide a brief description of your property, highlighting unique features.
Example:
“Our cozy cabin offers mountain views, a fully equipped kitchen, and a private hot tub—perfect for unwinding after a day of adventure.”
3. House Rules
List clear, concise rules to ensure a smooth experience for both you and your guests.
Examples:
Quiet hours: 10 PM to 7 AM.
No smoking inside the property.
Pets are welcome but must stay off furniture.
4. Emergency Information
Include details for handling emergencies:
Contacts: Local police, fire department, and medical facilities.
Property Safety Features: Location of fire extinguishers, first-aid kits, and emergency exits.
Step 3: Provide Clear Check-In and Check-Out Instructions
1. Check-In Details
Ensure guests know how to access the property.
Include:
Entry instructions (e.g., smart lock code, lockbox location).
Parking guidelines.
Wi-Fi details (network name and password).
2. Check-Out Instructions
Simplify the process with clear steps:
Start the dishwasher.
Place used towels in the laundry basket.
Lock all doors and return keys to the lockbox.
Step 4: Highlight Local Attractions and Recommendations
1. Dining and Drinks
Suggest popular restaurants, cafes, and bars nearby.
Example Format:
Name: Joe’s Seafood Shack
Distance: 1 mile away
Why It’s Great: Famous for fresh oysters and waterfront views.
2. Activities and Entertainment
Curate a list of local attractions, such as:
Hiking trails.
Museums or galleries.
Water sports or ski rentals.
3. Hidden Gems
Add a personal touch by sharing lesser-known spots you love.
Example:
“Don’t miss the secret waterfall on the east trail—it’s a 15-minute walk but worth the view!”
Step 5: Add Property Features and Instructions
1. Appliance Tutorials
Explain how to use appliances like the coffee maker, oven, or thermostat.
Pro Tip: Include photos or QR codes linking to video tutorials for complex equipment.
2. Entertainment Options
List available amenities, such as:
Streaming services (e.g., Netflix, Hulu).
Board games or books.
Outdoor features like fire pits or grills.
Step 6: Personalize Your Guide
1. Add Local Flair
Include photos of your property and nearby attractions to make the guide visually appealing.
2. Share Your Story
Introduce yourself as a host and share what inspired you to open your STR.
Example:
“We fell in love with this charming town and wanted to create a space where others could experience its magic.”
Step 7: Make It Easy to Access
1. Digital Access
Send the guide as a PDF or link it through your booking confirmation email.
2. Physical Placement
Leave printed guides in high-traffic areas like the kitchen counter or entry table.
Step 8: Update Regularly
1. Keep Recommendations Fresh
Replace closed businesses with new favorites and update seasonal activities.
2. Reflect Guest Feedback
Incorporate suggestions from reviews or guest comments to improve your guide.
Case Study: Transforming Guest Experiences With a Welcome Guide
Scenario:
An STR owner in Sedona, AZ, wanted to reduce repetitive guest questions and improve reviews.
Actions Taken:
Created a digital guidebook using Hostfully, accessible via a QR code at check-in.
Included appliance tutorials, local restaurant recommendations, and personalized hiking trail maps.
Sent the guide link in pre-arrival emails.
Results:
Guest inquiries dropped by 40%.
Positive reviews increased, often mentioning the detailed guide.
Average stay ratings rose from 4.6 to 4.9 stars.
Common Mistakes to Avoid
Overloading With Information: Keep it concise to avoid overwhelming guests.
Using Generic Recommendations: Focus on unique, local experiences to stand out.
Failing to Update: Outdated information can frustrate guests and harm your reputation.
Tools for Creating a Welcome Guide
Hostfully: Interactive digital guidebooks.
Canva: Design visually appealing printed guides.
Touch Stay: Mobile-friendly guest guides.
Cross-Link Opportunities
Explore related articles to enhance your STR operations:
How to Manage Guest Communication Like a Pro
How to Market Your Short-Term Rental on Social Media
How to Attract Repeat Guests to Your STR
Additional Resources
Airbnb Host Blog: Tips for creating effective guidebooks.
BiggerPockets STR Forum: Community discussions on guest experience.
Hostfully Blog: Insights on guest engagement.
Conclusion
A thoughtful, comprehensive guest welcome guide is a game-changer for short-term rental owners. By streamlining communication, showcasing your property, and enhancing the guest experience, you can build a loyal customer base, secure positive reviews, and set your STR apart in a competitive market.
Want to dive deeper into short-term rental investments? In my next article, I'll discuss How to Use Local Partnerships to Boost Your Short-Term Rental Business, providing insights you won’t want to miss. Stay tuned!
