Are you looking for a template for a welcome booklet for your holiday flat, holiday accommodation or your Airbnb? Then you’ve come to the right place: here you’ll find a complete template, section by section, with sample text that you can use straight away. All you need to do is replace the information in square brackets with the details of your accommodation.
📖 Why should you create a welcome booklet for your holiday accommodation?
The welcome booklet is the document your guests read on arrival (and often even before they arrive). A good welcome booklet offers you three specific benefits:
- Fewer messages and phone calls – the Wi-Fi password, how to use the washing machine and the check-out time make up the majority of guests’ queries.
- Better reviews – a self-sufficient and well-informed guest has a more enjoyable stay and reflects this in their review.
- A professional image – right from the moment they arrive, you show that everything has been carefully thought through and is well organised.
You can use this template as a printed version, as a PDF or as a digital version accessible via a QR code. We compare the formats at the end of the article.
📋 The complete template: the 10 sections of your welcome booklet
1. The welcome
Start with a personal and warm message. Two or three sentences are enough:
“A warm welcome home! We are delighted to welcome you to [name of accommodation]. In this booklet, you’ll find everything you need to enjoy your stay in [town] to the full. If you have any questions, you can reach us on [telephone number]. We hope you have a lovely stay! [First name]” [First name]”
2. Arrival and how to get to the accommodation
Even if you have already sent this information, please repeat it here:
- Exact address and directions to the entrance (with a photo if access is complicated)
- How the key box or smart lock works
- Where to park and whether there is a charge for parking
- Arrival time: “The accommodation is available from [4.00 pm]. Earlier arrival is possible on request.” “
3. Wi-Fi and internet connection
The most frequently consulted section in all welcome brochures. Make sure it’s impossible to miss:
Network: [Network name]
Password: [Password]
The router is located [in the TV cabinet]. If you experience any problems, unplug it for 30 seconds and then plug it back in.
4. House rules
Formulate the rules in a positive and concise manner. Example:
- Non-smoking flat (an ashtray is provided on the terrace)
- Please be considerate of the neighbours after 10 pm
- Pets are [allowed / not allowed]
- Maximum occupancy: [X] people
5. The equipment guide
A brief user guide for every appliance you might have questions about: washing machine, dishwasher, induction hob, heating, air conditioning, TV, coffee machine, barbecue, hot tub… For each appliance: where it is located, how to switch it on and what common mistakes to avoid. This section will save you most of the phone calls.
6. Your local recommendations
This is what turns a useful brochure into an unforgettable one. Provide your actual addresses, not a list copied from the internet:
- 🍽️ 3 to 5 restaurants (mention your favourite dish!)
- 🥖 The nearest bakeries, markets and supermarkets, with opening hours
- 🏖️ Must-see attractions and activities, including travel times
- 🌧️ Two or three ideas for rainy days
7. Transport and practical services
- Nearest bus stops / train stations and useful routes
- Taxi numbers or availability of transport services
- Pharmacy, out-of-hours GP, cash machine
8. Emergency numbers and safety
- European emergency number: 112 – Ambulance service: 15 – Fire brigade: 18
- Your telephone number and the times when you can be reached
- Location of the fire extinguisher, the circuit breaker, the water supply and the first-aid kit
9. Departure (check-out)
A short checklist helps prevent oversights and misunderstandings:
Before you leave at [10:00]: Please run the dishwasher, take the rubbish out (rubbish room to the right of the entrance), close the windows and put the keys [in the key box]. The recycling bins are located [at this location]. Have a safe journey home, and see you soon!
10. Legal information and tourist tax
Depending on the local authority, travellers must be provided with certain information: the amount of the tourist tax, the registration number of your holiday home (compulsory in areas where registration is required) and the safety instructions for the accommodation.
📱 Paper, PDF or digital welcome brochure?
This template works on all devices, but not all are the same:
- The paper folder – simple, but cannot be viewed before arrival, is never up to date and is only available in French.
- The PDF sent via message – viewable before arrival, but static: any change requires the file to be resent, and it eventually gets lost in the chat history.
- The digital welcome brochure – a webpage accessible via a link or a QR code: editable in real time, automatically translated for your international guests, and accessible before, during and after their stay. This is the format we describe in detail in our comprehensive guide to the digital welcome brochure .
⚠️ The 4 mistakes you should avoid
- The unwieldy tome – 40 pages that nobody reads. Focus on the essentials; set priorities.
- Out-of-date information – a closed restaurant or an outdated Wi-Fi code destroys trust. (This is the great advantage of the digital format: one change, and all your media are up to date.)
- German only – if you welcome international guests, your brochure must be understandable to them.
- The brochure is hard to find – display it in a prominent place, or better still: put up a QR code at the entrance and send the link before they arrive.
❓ Frequently asked questions
Is the welcome brochure compulsory?
No, there is no law requiring a welcome booklet for holiday accommodation in France. However, certain information (visitor’s tax, registration number, safety instructions) must be provided to the guest – the booklet is the ideal place for this.
How long should a welcome booklet be?
Around 10 to 20 well-structured pages. With the digital version, length is less of an issue: guests can navigate straight to the section that interests them.
Is this template suitable for a holiday flat, an Airbnb or a guesthouse?
Yes, the structure is the same. Simply adapt the sections: breakfast and communal areas for a guest room or holiday flat, self-check-in instructions for an Airbnb, and services and leisure activities for a campsite.
🚀 Create your digital welcome booklet in 15 minutes
Instead of designing this template in Word, you can use Guideo to create your digital welcome booklet directly online: the 10 sections mentioned above are already pre-defined, translation is automatic into over 10 languages, and your QR code is generated instantly.
👉 Try Guideo free for 30 days — no credit card required; your first brochure will be online in a quarter of an hour.