How to Create a Winning STR Guest Welcome Guide
A well-designed guest welcome guide is an invaluable tool for short-term rental (STR) owners. It provides guests with essential information, enhances their experience, and reduces the need for frequent communication. By including everything from check-in instructions to local recommendations, a thoughtful welcome guide sets the tone for a seamless stay and leaves a lasting impression. This guide explores how to create an engaging and informative guest welcome guide that elevates your STR business.
Why a Guest Welcome Guide is Important
1. Enhances Guest Experience
A comprehensive guide answers common questions and helps guests feel at home.
2. Saves Time
Clear instructions reduce repetitive inquiries about property features or local amenities.
3. Builds Trust
Providing detailed, helpful information demonstrates your professionalism and care.
4. Improves Reviews
Guests appreciate thoughtful touches, leading to positive feedback and ratings.
Essential Components of a Guest Welcome Guide
1. Welcome Note
Start with a warm and friendly message to set a positive tone.
What to Include:
A brief introduction about yourself or your property.
A thank-you for choosing your STR.
An invitation to reach out with any questions or concerns.
Example:
“Welcome to [Property Name]! We’re thrilled to host you and hope you enjoy your stay. Please don’t hesitate to contact us if you need anything during your visit. Relax and make yourself at home!”
2. Property Information
Provide clear instructions for using the property and its amenities.
Key Details:
Wi-Fi Information: Network name and password.
Check-In/Check-Out Times: Reminders about policies.
House Rules: Quiet hours, smoking policies, and pet guidelines.
Appliance Instructions: How to use the coffee maker, thermostat, or washer/dryer.
Pro Tip:
Include labeled photos of appliances or features for clarity.
3. Emergency Contact Information
Ensure guests know who to contact in case of an issue.
What to Include:
Your preferred contact method (phone, email, or messaging app).
Emergency numbers (e.g., police, fire, medical).
Local repair services for urgent property issues (e.g., plumbing or HVAC).
Pro Tip:
List nearby hospitals or urgent care centers with addresses and phone numbers.
4. Local Recommendations
Help guests make the most of their stay with curated suggestions.
What to Include:
Dining: Top-rated restaurants, cafes, or bars.
Attractions: Popular tourist spots, parks, or cultural sites.
Activities: Seasonal events, hiking trails, or family-friendly options.
Essentials: Grocery stores, pharmacies, and gas stations.
Pro Tip:
Group recommendations by categories (e.g., “Best Breakfast Spots” or “Must-See Attractions”).
5. Transportation Information
Make it easy for guests to navigate your area.
What to Include:
Parking instructions for the property.
Public transportation options (bus routes, subway stations, or ride-sharing apps).
Directions to the nearest airport, train station, or major highway.
Pro Tip:
Add a map highlighting key points of interest and transportation hubs.
6. Troubleshooting Tips
Anticipate common issues and provide simple solutions.
Examples:
“If the Wi-Fi disconnects, try restarting the router located in the living room cabinet.”
“The thermostat controls are on the wall by the kitchen. Press ‘Up’ or ‘Down’ to adjust the temperature.”
Pro Tip:
Include contact information for further assistance if troubleshooting doesn’t resolve the issue.
7. Checkout Instructions
Provide a clear and concise list of checkout procedures.
Examples:
“Please place used towels in the laundry basket.”
“Ensure all windows are closed and doors are locked.”
“Trash can be disposed of in the bins outside the garage.”
Pro Tip:
Keep instructions simple to avoid overwhelming guests.
Creating a Professional Welcome Guide
1. Choose a Format
Decide whether your guide will be digital, physical, or both.
Options:
Digital Guidebooks: Use tools like Touch Stay or Hostfully to create interactive, mobile-friendly guides.
Printed Booklets: Include a professionally designed booklet or binder at the property.
PDFs: Email a PDF version to guests before their arrival.
Pro Tip:
Digital guides are easy to update and accessible anytime, while printed guides add a personal touch.
2. Use High-Quality Visuals
Incorporate photos and graphics to make your guide visually appealing.
Ideas for Visuals:
Photos of your property’s rooms and amenities.
Images of local attractions or restaurants.
Maps and diagrams for clarity.
Pro Tip:
Use tools like Canva to design professional-looking pages with ease.
3. Keep It Organized
Organize your guide into clear sections for easy navigation.
Example Sections:
Welcome Note.
Property Information.
Emergency Contacts.
Local Recommendations.
Transportation.
Troubleshooting.
Checkout Instructions.
Pro Tip:
Add a table of contents or clickable links for digital guides.
4. Update Regularly
Ensure your guide stays relevant by reviewing and updating it periodically.
What to Update:
Contact information.
Seasonal attractions or events.
Changes to property features or house rules.
Pro Tip:
Ask guests for feedback on the guide to identify areas for improvement.
Marketing Your Welcome Guide
1. Highlight in Your Listing
Mention your detailed welcome guide as a feature in your STR description.
Example:
“Our guests love our comprehensive welcome guide, featuring local dining tips, activity suggestions, and everything you need for a seamless stay.”
2. Share on Social Media
Showcase your guide as part of your property’s unique offerings.
What to Share:
Photos or screenshots of the guide.
Testimonials from guests who appreciated it.
Pro Tip:
Use hashtags like #GuestExperience or #TravelTips to attract attention.
3. Include in Pre-Arrival Emails
Send a link to your guide or an overview in your pre-arrival communication.
Example Email:
“Hi [Guest Name],
We’re excited to host you at [Property Name]! To make your stay as enjoyable as possible, we’ve created a welcome guide with all the details about the property and local recommendations. [Insert link].”
Case Studies: Successful Guest Welcome Guides
1. Urban Loft in Seattle
Guide Features: Digital format with clickable maps and dining suggestions.
Result: Guests praised the guide in reviews, boosting bookings by 20%.
2. Beachfront Villa in Hawaii
Guide Features: Printed booklet with a section on local cultural experiences.
Result: Guests appreciated the thoughtful touch, leading to a 4.9-star rating.
Common Mistakes to Avoid
Overloading Information
Too much detail can overwhelm guests. Keep it concise and relevant.
Ignoring Design
A poorly formatted guide may appear unprofessional. Invest in design tools or services.
Outdated Content
Stale recommendations or incorrect instructions can frustrate guests. Update regularly.
Conclusion
A well-crafted guest welcome guide enhances the guest experience, reduces inquiries, and sets your STR apart from competitors. By including essential information, local recommendations, and troubleshooting tips, you can ensure guests have a seamless and enjoyable stay. Whether digital or physical, a professional welcome guide is a must-have tool for building guest satisfaction and loyalty
