Free Airbnb Welcome Book Template (Copy-Paste Structure + Live Upgrade)
Most Airbnb welcome book templates you find online are Google Docs or Canva PDFs. They look nice for about a week — then the Wi-Fi password changes, a house rule gets updated, and the PDF quietly goes out of date while guests keep reading the old version.
Below is a free, copy-paste template with every section a solid Airbnb welcome book needs, plus a faster way to keep it accurate: a live digital guidebook that updates instantly and never needs re-printing.
What a Good Welcome Book Template Needs
Before the template itself, here's the checklist any welcome book — paper, PDF, or digital — should cover:
- Check-in and check-out instructions
- Wi-Fi network name and password
- House rules (noise, smoking, pets, guests)
- Appliance instructions (thermostat, TV, coffee machine, washer)
- Emergency contacts and nearest hospital/pharmacy
- Local recommendations (restaurants, groceries, transport)
- Checkout instructions (trash, keys, cleaning expectations)
- Your contact info and response hours
Skip any of these and guests message you to ask — which defeats the purpose of writing a welcome book in the first place.
The Free Template
Copy this structure into a doc, or use it as your outline for a live digital version.
1. Welcome Message
- Short greeting, your name, a line about what makes the stay special.
- Check-in window and how to get in (lockbox code, keypad, self-check-in link).
2. Wi-Fi & Essentials
| Item | Detail |
|---|---|
| Wi-Fi network | (your network name) |
| Wi-Fi password | (your password) |
| Parking | (instructions or "not available") |
| Thermostat | (how to adjust) |
3. House Rules
- Quiet hours
- Smoking policy
- Pets policy
- Maximum guests and visitor policy
- Any specific do's and don'ts for the property
4. Local Recommendations
- 2-3 restaurants within walking distance
- Nearest grocery store or supermarket
- Public transport options and nearest stop/station
- One or two "hidden gem" activities
5. Emergency & Practical Info
- Emergency services number for the country
- Nearest hospital or pharmacy
- Your phone number and best contact hours
- Building-specific info (elevator, gate code, trash room)
6. Checkout Instructions
- Checkout time
- What to do with keys/lockbox
- Trash and dishes expectations
- Any pre-departure checklist you want guests to follow
That's a complete, guest-tested structure. It works as a printed page, a shared doc, or the sections of a live digital guidebook.
Why a Static Template Eventually Breaks Down
A PDF or printed sheet has three recurring problems:
- It goes stale. Wi-Fi passwords and house rules change; the printed copy in the drawer doesn't.
- It's not searchable on a phone. Guests scroll through a PDF looking for the Wi-Fi password instead of tapping straight to it.
- It's one language. International guests either struggle through it or message you for a translation.
None of that is a template problem — it's a format problem.
Turn the Template Into a Live Digital Guidebook
OnboardGuest takes the exact structure above and turns it into a live guest portal your guests open with a QR code — no app to install. You fill in the sections once, and any update (new Wi-Fi password, updated house rule) goes live instantly for every future guest, without reprinting anything.
The free plan covers one property with every section from this template and a dedicated QR code, so you can put this together for your listing today at no cost. It's part of the same idea behind a full digital guest guidebook: one accurate, always-current source of information instead of a document that ages the moment you print it.
If Wi-Fi access is the section guests ask about most, our guide to QR codes for hotel Wi-Fi covers exactly how to make that section frictionless.
Get Started
Use the template above to draft your content, then build your free digital welcome book with OnboardGuest in a few minutes — no credit card, no app for your guests, and it stays accurate automatically.
