Welcome Manual for Your Vacation Rental: What to Include, How to Do It, and Why It Saves You Problems

A good welcome manual is one of those things that seem silly until you do it well. It reduces midnight messages, avoids misunderstandings with WiFi, helps guests treat the house better, and, surprise, improves reviews. In this guide, I tell you what to include, how to structure it, in what format to deliver it, and common mistakes I see in novice owners.

Why You Need a Welcome Manual

Think about the last time you arrived at an Airbnb. How many questions did you have in the first two hours? Where is the thermostat? How do you turn on the glass-ceramic stove? The WiFi password? Where do I throw the trash?

Multiply that by every guest you host. If you don't have a manual, you become a 24/7 call center.

A well-made manual:

• Saves you between 5 and 15 messages per stay
• Reduces damage from misuse of appliances
• Makes the guest feel cared for (scores higher in reviews)
• Fulfills part of the informational obligations required by regional regulations
• Prevents disputes like "nobody told me that..."

Do not confuse the welcome manual with the contract or house rules. They are different things. The manual is practical, the rules are legal. Ideally, have both.

What to Include in the Welcome Manual

I'll go by sections. You don't have to include everything, but do include the essentials.

1. Welcome and Contact Details

A short, friendly paragraph. Nothing like "Dear guest". Something like:

"Hi, I'm Marta. Welcome to my apartment in Malasaña. I hope you enjoy Madrid. If you need anything, message me on WhatsApp at 600 000 000. I respond quickly between 9 am and 10 pm."

Include:

• Your name and photo (builds trust)
• Contact phone and hours
• Alternative email
• 24h emergency contact (if you have a trusted manager or neighbor)

2. Practical House Information

This is where you save most messages. Detail:

• WiFi: network name and password. Make it prominent. Better with a QR code stuck on the fridge.
• Heating and air conditioning: how to turn on, recommended temperature, schedule if limited. If you're unsure about which system to install, I leave you this guide on heating and air conditioning.
• Appliances: stove, oven, dishwasher, washing machine. Basic instructions with photos.
• Television: how to turn on, available platforms.
• Hot water: if it depends on a boiler, mention it.
• Blinds and curtains: if electric, include instructions.

3. House Rules

Clear and concise. Typical rules:

• Quiet hours (usually from 10 pm to 8 am)
• No smoking inside
• Pets (yes, no, conditions). If in doubt, see the pet-friendly guide
• Maximum number of guests
• No parties or events
• Recycling and trash schedules

4. Check-out

Don't assume the guest knows what to do. Specify:

• Check-out time
• Where to leave the keys
• Whether to run the dishwasher, take out the trash, etc.
• How to notify you when leaving

If you're unsure how to phrase it, I have a step-by-step checkout protocol.

5. Area Recommendations

This part generates the most reviews. Seriously.

• 3-5 restaurants (with approximate prices and specialties)
• 2-3 bars or terraces
• Nearest supermarket
• 24h pharmacy
• Public transportation (nearest metro/bus stop)
• 2-3 nearby activities
• ATM

Don't copy TripAdvisor. List places you would go. That's what the guest values.

6. Emergencies

• Emergency phone (112)
• Nearest hospital
• Your out-of-hours contact
• Location of the electrical panel and water shut-off
• What to do if the differential trips

Format: Paper, PDF, app, or wall?

It depends on the type of guest and your style. What works best in practice:

Format	Advantages	Disadvantages
Physical book	Aesthetically pleasing, easy to consult	Wears out, needs reprinting
PDF via email	They have it before arrival	Not always read
QR on the wall	Always available, updatable	Requires a mobile with data
Apps like Touch Stay or Hostfully	Professional, multilingual	Monthly cost
Posters in each area	Impossible to miss	May look unattractive

My practical recommendation: combine two formats. A PDF sent 24 hours before check-in and a discreet physical booklet or signs in the house.

Languages: How many should I have?

Minimum Spanish and English. If you work a lot with French, German, or Italian speakers, add their language. Don't rely on Google Translate alone, as it sounds awkward. Pay for a decent translation or use DeepL reviewed by someone knowledgeable.

A poorly translated manual conveys neglect. If you're going to do it, do it right.

Common Mistakes I See

1. 40-page Manual

No one reads it. Be concise. If you can summarize it in 6 pages, better than 20.

2. Only text, no photos

A photo of the remote control is worth more than three paragraphs explaining the buttons. Use images.

3. Not updating it

Change the WiFi and forget to update the manual. The guest tries to connect with the old password, writes to you, interrupts your dinner. Review the manual every 3-6 months.

4. Formal and cold tone

"The user shall deposit the keys..." No. Talk as you would to a friend. "When you leave, leave the keys on the entry table."

5. Forgetting legal check-in procedures

The welcome manual is good, but remember that before the guest steps into the house, you need to collect their data for SES Hospedajes. Leaving it for when they arrive is too late. More info in the SES Hospedajes FAQ.

How Autoregistro Fits In

The welcome manual addresses guest questions once they are in the house. But before that, you must comply with the traveler registration in SES Hospedajes. Doing this manually is a hassle.

Autoregistro makes it easy: the guest receives a link, fills out a form, and everything automatically goes to SES Hospedajes. You do nothing. Costs 1 euro per month per property, less than a coffee. And it spares you the hassle of registering each guest individually.

Combine a good welcome manual with automated check-in, and your operational work decreases by 70%.

Frequently Asked Questions

Is it mandatory to provide a welcome manual?

It's not mandatory as such, but most regional regulations require informing the guest of the house rules. A manual fulfills that function and provides legal coverage.

Can I charge extra for the manual or included services?

No, the manual is information, not a service. But you can include optional premium services (transfer, late check-out, etc.) and charge separately.

What if the guest doesn't read the manual and breaks something?

If you can prove you provided it (email with PDF, photo of the book on the table), you have a better position to claim the deposit. That's why I always recommend sending the PDF before check-in.

How many pages should it have?

Between 6 and 12 is fine. More than 15, no one reads it. Fewer than 5, you leave out important details.

Are there free templates to start with?

Yes, many are available on Canva, Notion, or Google Docs. I recommend taking one as a base and customizing it with your photos, tone, and local recommendations. Don't leave it generic.