How to Create the Perfect Airbnb Guidebook (That Guests Actually Read)
A well-crafted guidebook is one of the best “silent hosts” you can have. It answers guest questions before they even think to ask them, saves you time responding to messages, and makes guests feel cared for, all while subtly reinforcing that you’re a top-tier, detail-oriented host.
Whether you’re a new host or a seasoned Superhost, this article walks you step-by-step through how to create a great guidebook, what to include, and how to make it accessible to guests around the world.
Why Every Airbnb Should Have a Guidebook
Think of your guidebook as the heart of your hospitality: it’s your way of saying, “Welcome, make yourself at home, and here’s everything you need to know.”
It helps your guests:
- Feel confident and comfortable in a new space
- Avoid confusion about house rules or appliances
- Discover your favorite local coffee shop or hidden hiking trail
- Contact you easily in case of emergency
- Leave glowing reviews because they had a seamless experience
And it helps you as the host:
- Cut down on repetitive questions (“How do I use the TV?” or “Where’s the extra toilet paper?”)
- Prevent small frustrations from becoming poor reviews
- Keep your brand and property presentation consistent
Airbnb itself highly encourages creating one, and you can read their official recommendations here:
Airbnb Help Article: How to Create a Great Guidebook
Step 1: Choose Your Format: Digital, Print, or Both
There’s no single “right” way to create a guidebook, but here are your main options:
Digital Guidebook
- Pros: Easy to update, eco-friendly, accessible on any device, can include links (maps, menus, etc.)
- Cons: Some guests prefer physical copies
Popular digital options:
- Airbnb’s built-in Guidebook feature
- Google Docs or Notion (share via link)
- PDF attachment in your check-in message
- Third-party tools like Touch Stay, Hostfully, or RueBaRue that offer branded digital guidebooks
Printed Guidebook
- Pros: Tangible, looks professional, great for guests who aren’t tech-savvy
- Cons: Harder to update, costs more to print
Tip: Many hosts (like me!) do a hybrid, a digital version for pre-arrival info, and a printed copy inside the property for quick reference.
I used Google Docs to build and format about 8 pages that I printed and slid into plastic sheet protectors, then placed in a slim 3 ring binder. I keep it on the dining room table.
My pages include nearby restaurants with their addresses, non-emergency phone numbers for fire and police, recommended hiking and sight-seeing, plus house rules and check out instructions.
Step 2: Decide What to Include
Your guidebook doesn’t need to be fancy, but it does need to be thorough. Here’s a structure that works well:
Welcome Section
- Short, friendly intro (“We’re so glad you’re here!”)
- Brief story of your home or area
- Emergency contacts (911, your number, property manager, etc.)
- Wi-Fi network and password (bold and easy to find)
House Rules & Operations
- Check-in and check-out times
- Smoking, pets, and noise policies
- Parking instructions
- Trash and recycling details
- Appliance tips (TV, AC, heater, washer/dryer)
- Where to find extra supplies (toilet paper, towels, etc.)
Local Recommendations
- Favorite local restaurants, coffee shops, and markets
- Things to do nearby (parks, trails, attractions)
- Transportation options (nearest bus, Uber area coverage, rental cars)
- Grocery stores and pharmacies
Emergency Information
- Nearest hospital, urgent care, and pharmacy
- Fire extinguisher location and safety exits
- Contact info for property maintenance or utilities (if applicable)
Checkout Instructions
- What guests need to do before leaving
- Where to leave keys or remotes
- Friendly reminder to leave a review
Pro Tip: Keep your tone friendly and conversational, like how you’d explain things to a visiting friend.
Step 3: Make It Guest-Friendly for International Travelers
With global travel back in full swing, international guests are booking more often, which means your guidebook should be accessible for people who don’t speak your primary language fluently.
Tips for Multi-Language Guidebooks
- Use simple, clear English (short sentences, avoid slang and acronyms)
- Offer a QR code link to a Google Translate version of your guidebook
- Or, create a PDF with side-by-side translations using tools like:
- DeepL Translator
- Google Translate for Docs
- Canva’s built-in translation feature (Pro)
Bonus Tip: Label Common Items
If you host many international guests, label key things in your home (in English and another common language, like Spanish or French), such as:
- Light switches (“Kitchen light”)
- Laundry instructions
- Trash/recycling bins
Step 4: Add Personality; Make It Yours
Guests remember details that make them smile. Add touches like:
- A welcome message from you and your family or team
- A few “local secrets” that only residents know
- Photos of your favorite hikes or sunsets nearby
- A short section called “Our Favorite Morning Routine,” share where you grab coffee or your favorite breakfast spot
If your property has a theme or brand (like a lakehouse, cabin, or beach bungalow), match the tone and visuals of your guidebook to it. Use consistent fonts, colors, and language.
Step 5: Keep It Updated
Few things frustrate guests more than old or inaccurate info, like being sent to a restaurant that closed two years ago.
Add a quick note at the top of your digital version like:
“Last updated: [Month, Year]. We keep this guide fresh! If you find any outdated info, please let us know.”
Set a reminder to review your guidebook quarterly or whenever something major changes (like new appliances, house rules, or amenities).
Last month I had a guests let me know my guidebook needed updating in terms of the pet fee. About a year ago I increased the pet fee to. $100 from $30. This guest had paid the higher fee, and I imagine that didn’t feel great knowing it had been lower previously. I quickly updated my Google Doc and printed the new page, plus it was a good opportunity to review other information.
Step 6: Deliver It at the Right Time
Timing matters. Here’s a suggested flow:
- Pre-arrival email: Send your digital guidebook 2–3 days before check-in, or along with check-in instructions
- Check-in message: Include a reminder link and directions
- Printed version in property: Keep on the coffee table or kitchen counter with a small “Welcome” sign
This ensures every guest, whether tech-savvy or not, has the info they need.
Optional Extras to Include
Want to go above and beyond? Add sections like:
- “Local Favorites by Season” — summer hikes, winter indoor activities
- “Where to Take the Best Photos” — great for Instagram-loving guests
- “Rainy Day Ideas” — streaming apps, board games, local museums
- “FAQs” — things like, “Can I check out late?” or “How do I reset the Wi-Fi?”
The more prepared your guests feel, the more likely they are to leave a 5-star review.
Example Guest Reactions
Hosts who provide guidebooks often share that guests notice and appreciate the effort:
“Our guests constantly mention the guidebook in reviews. It saves us from repeat questions and helps them find our favorite local spots.”
— Megan, Superhost in Colorado
“I started using Touch Stay for my digital guidebook, and it’s been a game-changer. Guests love how organized everything is, and I can update it anytime.”
— Carlos, Host in Florida
Final Thoughts: Small Effort, Big Impact
Creating a guidebook may feel like “just another task,” but it’s one of the simplest ways to elevate your hosting. Guests love clear communication, and your future self will thank you when you’re not answering the same questions every weekend. Fun fact: it’s been at least 7 years since I had a guest message me asking for the WiFi info!
Start simple: a Google Doc or Airbnb’s built-in guidebook is more than enough. Then, refine it as you go.
Your guidebook doesn’t have to be perfect, it just has to be you.
Ready to get started?
Read Airbnb’s official guidebook recommendations here.
