The Complete Digital Welcome Guide Checklist for Vacation Rental Hosts

A great digital welcome guide is the difference between a guest who messages you ten times during their stay and one who leaves a glowing five-star review. But what exactly should you include? After analyzing thousands of welcome guides created on StayHive, we've compiled the definitive checklist.

Essential Information (Include These First)

1. WiFi Network and Password

This is the number one question guests ask. Make it the first thing they see. Include the network name, password, and any connection tips (like which network to use for streaming vs. browsing).

2. Check-In and Check-Out Instructions

Cover every detail: lockbox codes, smart lock instructions, parking spots, where to find the keys, and step-by-step directions from the nearest airport or highway exit. Include photos of the entrance and any tricky-to-find elements.

3. House Rules

Be clear but friendly. Cover noise policies, smoking rules, pet policies, maximum occupancy, and trash/recycling procedures. Frame rules positively: "Please enjoy the patio until 10pm" reads better than "No noise after 10pm."

4. Emergency Contacts and Safety Info

• Local emergency number (911 in the US, but international guests may not know this)
• Nearest hospital and urgent care addresses
• Fire extinguisher and first aid kit locations
• Your contact number for property emergencies
• A backup contact if you're unreachable

Property Guide Details

5. Appliance Instructions

Guests shouldn't have to figure out your smart TV, coffee machine, or thermostat on their own. Short instructions with photos for anything non-obvious will prevent dozens of messages. Pay special attention to HVAC controls, washer/dryer settings, and any smart home devices.

6. Kitchen Essentials

List what's provided (cooking oil, salt, coffee, etc.) and what guests should bring. Note where to find items like cutting boards, bottle openers, and extra towels. If you provide a coffee machine, explain how to use it and where to find pods or filters.

7. Outdoor Spaces and Amenities

Pool or hot tub rules, grill instructions, beach gear locations, and any seasonal considerations. Include operating hours for shared amenities and how to handle pool covers or spa chemicals.

Local Recommendations

8. Restaurant Guide

Go beyond a generic list. Categorize by meal (breakfast, lunch, dinner), cuisine type, and price range. Include your personal favorites and insider tips like "order the fish tacos at Coastal Grill - trust us." Always include at least one delivery option for late arrivals.

9. Activities and Attractions

Cover options for different interests: outdoor activities, family fun, nightlife, cultural experiences, and rainy-day alternatives. Include approximate costs, drive times, and booking links where possible.

10. Grocery and Essential Shopping

Nearest grocery store (with hours), pharmacy, liquor store, and gas station. This simple info saves guests from aimlessly driving around after a long journey.

Checkout Procedure

11. Departure Checklist

Keep it simple and reasonable. Typical items include: start the dishwasher, take out trash, strip the beds (if you prefer), lock all doors and windows, and return keys. A short, clear list prevents confusion and ensures smooth turnovers.

Pro Tips for a Better Guide

• Keep it scannable — Use headers, bullet points, and short paragraphs. Nobody reads walls of text on vacation.
• Add photos — A picture of your thermostat panel is worth a thousand words of instruction.
• Update seasonally — Restaurant hours change, trails close, and festivals come and go. Review your guide quarterly.
• Make it mobile-friendly — Most guests access guides on their phones. Test how yours looks on a small screen.
• Include a personal welcome message — A warm, genuine greeting sets the tone for the entire stay.

Build Your Guide in Minutes

Creating all of this from scratch sounds like a lot of work, but it doesn't have to be. StayHive's drag-and-drop guide builder comes with professional templates that cover every item on this checklist. You can have a complete, beautiful digital welcome guide ready to share in under 30 minutes.

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