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The welcome process is one of the most important elements in creating a strong foundation for the guest experience.

If you are a property owner who has decided to rent your apartment, you’ll know that receiving guests in a proper way is crucial if you want to ensure your guest a perfect stay from the moment they arrive.

A welcome book for vacation rentals is one of the most useful and valuable things you can provide to your guest in order to make their trip memorable!

When guests are about to arrive, it’s important you make them feel like they’re entering a serene and welcoming home, where they can easily find everything they need – including information.

That means doing a bit of mind-reading – anticipating any potential problems or issues before they even have a chance to arise, and leaving comprehensive instructions for the best way to deal with them, just in case!

All the practical information included in your welcome booklet will be key in avoiding late night (or early morning), panicked phone calls from your guests.

THE ULTIMATE VACATION RENTAL WELCOME BOOK TEMPLATE

What’s the main problem you might come across when you create a new welcome book for your rental house?

It can take a lot of time and even more effort!

Writing and producing an entire new welcome book from scratch can seem to take forever.

You’ll probably spend hours or even days trying to figure out the right structure of the text, which tone of voice you should use and which useful information you should include.

Luckily for you, you can skip this important step with a little help from us. Simply download the Ultimate Vacation Rental Welcome Book Template and you’ll have a complete checklist of everything you need to do when welcoming your guests.

WHY DO YOU NEED A WELCOME BOOK?

Providing the right services to your guests from the first moment they enter your vacation rental can really make a difference and could even improve your repeat guest rate.

Certainly, there are other significant factors that you need to consider when renting your property in order to convince guests to choose you over your competition. Things like the cleanliness of the property, your rates, extra services and all the amenities you can provide in your vacation rental home are very important.

But have you ever heard that “the devil is in the details”?

If you want to make sure your guests have a unique experience, you need to focus on the details. And you can start with the perfect welcome book.

You need a welcome book because:

  • It will greet your new guests and instantly make them feel comfortable in your home.
  • It will help your guests to get to know your property and make the best use of it. It will also tell them all the services and benefits you provide, along with how-to instructions for different simple things like connecting to WiFi, starting the dishwasher and using all the available amenities.
  • A welcome book will also provide your guests with some tips and personal recommendations to make their experience memorable.

Read on to discover how a welcome booklet can also help you to persuade guests to leave you a good review and come back again!

WELCOME BOOK CHECKLIST: IDEAS AND TIPS FOR YOUR VACATION RENTAL

When you’re deciding what to include in your vacation rental welcome book, there is one thing you have to always bear in mind: every point should be helpful for a guest who is brand new to the area and your home.

That’s why we think it would be best to split the vacation rental welcome book into handy sections for easy navigation.

Here are our top suggestions, ideas and tips on what to include!

1. Welcome Information

Above all, you should use the first section of your welcome book to do just that – welcome your guests to your vacation rental.

You’ll have heard time and time again that the first impression is the last impression.

Don’t miss this opportunity and let your guests start their experience in your property in the best way possible.

This personal “hello” will not only be a friendly way of introducing yourself to your guests, but it will also show them you really care about the experience they have in your home.

This is particularly useful and will help make a great impression if you have an automated check-in system and are not usually there to greet guests upon arrival in person.

2. Arrival & Departure Information

If you’re planning to send an electronic copy of your welcome book via email before guests are due to arrive, it’s a good idea to include arrival and departure details within the first few pages.

This means your full address, directions to your home from the nearest airport and train/bus stations, check-in and check-out rules (and mention whether these are flexible or strict) etc.

3. Activities Guide

On the one hand, some guests may arrive with an itinerary to hand they that want to follow step-by-step.

On the other hand, some guests may be looking for local recommendations from the people who know – you!

That’s why you should dedicate a section of your welcome book to the activities and attractions your area has to offer.

Show off your expertise and include a “best of” list of your personal favorite things to do near your rental.

Additionally (depending on your rental location), you may want to create a section for each of the most popular leisure pursuits, such as walks/hikes, cycle routes, beaches, and watersports, plus shopping options like fresh produce and second-hand markets.

4. Eating and Drinking Guide

Write a short introduction to the food and drink offerings in your location.

Maybe there is a particular dish that’s popular in the region? Or a style of cooking that’s unique to your area?

Follow this with a list of your own favorite restaurants, bars and lunch spots, along with recommended dishes to try at these eateries.

Don’t forget to include telephone numbers, website or TripAdvisor links and a map if you can! This will help guests find them easier and make reservations if needed.

5. About the Accommodation

All vacation rentals are different, so even if your guest has stayed at plenty in the past, that’s not to say they’ll know your vacation rental house rules unless you set them out clearly.

Use this section to lay out any policies and procedures, along with clear instructions for guests regarding what is expected of them during their stay.

For example, if trash is collected on Tuesdays, you’ll want to communicate this to your guests so they don’t miss the opportunity to throw out the garbage.

This is also the perfect place to include instructions for using amenities like WiFi, television, DVD player, barbecue, swimming pool etc., as well as layout house rules regarding things like smoking, breakages, waste, and water information.

6. Practical Area Information

It would be a great help for your guests if you use the final section to provide them with super practical information about the area where your rental is located.

That means everything they can find nearby – from ATMs to pharmacies, ambulance phone numbers to car rental recommendations.

Leaving this information within easy reach of your guests will make for a comfortable and stress-free stay.

7. Special Extras

To truly impress your guests, why not leave some other tips which will make every guest’s arrival as smooth as possible.

Whether that’s a list of gas stations en route from the airport, or convenience stores that are open until late – these pointers will make traveling a breeze, especially for those arriving at unsociable hours!

What do you think about this article?

7 Things to Include in Your Vacation Rental Welcome Book
4.9 (97.14%) 14 votes
  1. Keith Henry Reply

    Extremely valid points Jess. Happy to know that we include your recommendations in our welcome books at https://FairytaleVacationRentals.com

    In a day an age whereby people’s attention spans are so short, I am often amazed how many of our guests take the time to read that Welcome book!

    Great article!

    Keith
    https://FairytaleVacationRentals.com

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