Guest Welcome Book Template: 12 Items to Include
A complete guest welcome book covers 12 items: Wi-Fi, times, house rules, appliances, kitchen, bins and cleaning, contacts, emergencies, transport, local tips, paid extras and a review request. This post gives you a copy-paste template you can fill in today, compares paper, PDF and digital formats, and shows how a QR-code digital guest guide answers the same questions for you, in any language.
By Equipe ViaHotelupdated on July 31, 20263 min read
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What is a guest welcome book?
It is the document that gathers everything a guest needs to know during the stay: the Wi-Fi password, times, house rules, how to use the appliances, contacts and local tips. A good welcome book cuts repeat messages dramatically — hosts spend more than 5 hours a week answering questions, and around 70% of those questions ask for the same information, according to surveys from guest-messaging providers such as GuestAgent.
What does a guest welcome book need to include?
The 12 essentials:
- Wi-Fi — network name and password (the number 1 item in any property)
- Times — check-in, check-out, breakfast, quiet hours
- House rules — smoking, pets, visitors, parties
- Appliances — air conditioning, shower, TV, door lock, safe
- Kitchen — what guests can use, where the crockery and utensils are
- Bins and cleaning — where to put waste, collection days, towel changes
- Contacts — WhatsApp for the front desk or host, and response hours
- Emergencies — hospital, 24-hour pharmacy, police, fire brigade
- Transport — how to get here, taxi and ride apps, parking
- Local tips — restaurants, beaches and day trips, nearest supermarket
- Paid extras — late checkout, tours, laundry (with prices)
- Reviews — an honest invitation to rate the stay
A template you can copy
WELCOME TO [PROPERTY NAME]!
WI-FI
Network: [name] · Password: [password]
TIMES
Check-out: by [11am] · Breakfast: [7:30am–10:30am] · Quiet hours: [10pm–8am]
HOUSE RULES
[No smoking indoors · Pets: ask us · Parties: no]
APPLIANCES
Air conditioning: [instruction] · Shower: [instruction]
Door lock: [instruction/code]
BINS
[Where and when to put the waste out]
NEED ANYTHING?
WhatsApp: [number] ([response hours])
EMERGENCIES
Hospital: [name/address] · 24-hour pharmacy: [name]
OUR TIPS
Coffee nearby: [pick] · Lunch: [pick] · Beach or day trip: [pick]
Paper, PDF or digital: which one works?
| Format | Pros | Cons |
|---|---|---|
| Laminated paper | Does not depend on the internet | Goes out of date, nobody reads it end to end, one language only |
| PDF sent by message | Easy to send | Nobody opens it after day one; finding information is painful |
| Digital guide with a QR code | Always up to date, instant search, multilingual | You need a tool for it |
The pattern that works best: a QR code in the room that opens a guide in the browser — no app to download.
How do you turn the welcome book into a guide that answers on its own?
With an AI-powered digital guest guide, the guest does not even have to go looking: they ask ("what is the Wi-Fi password?", "what time is breakfast?") and get the answer on the spot, in English, Portuguese or Spanish — using only the information you entered. In ViaHotel, you build that guide in 10 minutes from a ready-made template for your property type.
Build your welcome book once — and let the guide answer forever. Create your guide for free (14 days, no card) or see a real property.