Status: 6 November 2026. A practical guide, not legal advice. Rules for short-term rentals differ by country, region and town, so check your own situation.
Think about the last ten messages guests sent you. Most hosts find the same few topics. Each of the following deserves a short section.
2. In what order
Order by when guests need the information, not by what you find most interesting.
- Before and on arrival: contact, arrival, keys, parking, Wi-Fi.
- During the stay: appliances, house rules, rubbish and recycling, local tips.
- If something goes wrong: emergency contacts and shut-off points.
- On the last day: check-out.
Many hosts also add a one-page «first 10 minutes» summary at the very front: how to get in, the Wi-Fi, where to find the host, and where the rest of the book is. A guest who reads only that page can still manage.
3. Local rules: taxes, registration, permits
Some places charge a tourist, city or occupancy tax, and some require hosts to register guests or the property. Others have limits on rental days or require a permit. These rules vary a great deal, and this guide does not tell you what applies to you.
- Ask your local authority, tourist office or booking platform what applies to your property.
- Put only confirmed information in the book, and name the contact for questions.
- If you must collect guest details, tell guests what for, collect only what you need and delete it when the purpose is fulfilled. Data protection laws such as the GDPR (EU/UK) may apply to you.
- Check your lease, your building rules and your insurance. They can matter as much as the law.
4. What to leave out
- Anything you have not checked. Opening hours, phone numbers and bus timetables go out of date. Link to the official page instead of copying a timetable.
- Long lists of rules. If the book reads like a contract, guests skim it. Keep the rules that matter and explain the reason for the unusual ones.
- Access codes in places others can read. Do not print door codes in a book that stays open on a table for the next guest, and do not send codes in mass messages. Give them in the arrival message instead.
- Other people's content. Do not copy text, photos or maps from guidebooks, websites or other hosts. Write your own tips. Use your own photos or ones you have the right to use.
- Personal data of third parties, such as a neighbour's phone number, without their agreement.
- Print works without a signal or a charged phone, and guests find it on the table. Use clear sleeves so one page can be swapped when something changes.
- Digital is easy to update and can be sent before arrival. Check that it reads well on a phone.
- Both is common. Keep one master version and update the other from it, so the two never disagree.
- Whatever you choose, plan a short review at least once a year, and again after any change of rules, appliances or contact details.
6. A short example section to adapt
This example is invented and only shows the structure. Replace everything in [square brackets] with your own details and delete what does not apply to you.
## Check-out
Check-out by [time, e.g. 10 am]. Before you leave, we kindly ask you to:
- Close the windows and set the heating to [setting]
- Switch off lights and appliances
- Wash the dishes or start the dishwasher
- Take out the rubbish (see "Rubbish and recycling")
- Put used towels [in the bathtub / in the basket]
- Check your belongings: chargers, glasses, clothes
- Keys: [leave them in the key box / hand them to (name)]
If something broke during your stay, please tell us. We will find
a solution together. Thank you, and safe travels!
[Host name], [phone]
Why it works: it gives a time, short actions in the order guests do them, one friendly invitation to report damage, and a contact.
Local details: Taxes, registration, waste rules and emergency numbers differ by place. Fill them in yourself and check them with your local authority before printing.
7. Common mistakes
- Information that is wrong. An old Wi-Fi password or a wrong check-out time causes more annoyance than leaving the item out.
- Burying the essentials. Arrival and Wi-Fi should be on the first pages, not after three pages of local history.
- Unclear rubbish rules. Say which bin, which day and who to ask.
- No emergency page, or numbers that belong to a different country.
- Too many words. Short sentences, lists and clear headings.
- Never updating. After each stay, note what guests asked about that the book did not answer, and add it.
- Pasting guest data into public AI tools when drafting texts. Use placeholders instead of real names and addresses.
FAQ
What should a vacation rental welcome book include?
At minimum: a welcome and your contact details, arrival and key instructions, Wi-Fi and appliance notes, house rules, rubbish and recycling, a check-out checklist, emergency contacts and a few local tips. Add local tax or registration information only if it applies to you, and confirm it with your local authority.
How long should a welcome book be?
As short as your property allows. Many hosts manage with a few printed pages. Put the information guests need on arrival and departure first and keep tips in a short list.
Should the Wi-Fi password be in the welcome book?
Yes, guests look for it early. Many hosts also put it on a card near the router. If you change the password between guests, update every place where it is written.
Do I have to mention local taxes and registration?
The rules differ by country, region and town. Ask your local authority or tourist office what applies to your property and state only what you have confirmed. This guide does not give amounts or legal rules.
Should I use a printed book, a digital guide or both?
A printed copy works without a signal or a charged phone. A digital copy is easy to update and to send before arrival. Whichever you choose, keep one master version so the two never disagree.
This guide is a practical aid, not legal advice. LeZo, Andrin Portmann, Switzerland. Imprint · Privacy