Creating a Guest Welcome Book for 5-Star Reviews

As a short-term rental (STR) host, your goal is to create unforgettable guest experiences that earn 5-star reviews and drive repeat bookings. One powerful, low-cost tool to achieve this? A guest welcome book. More than a simple guide, a well-crafted welcome book sets the tone for the stay, provides essential information, and adds personal touches that make guests feel at home. In 2025, with 90% of travelers reading reviews before booking (per a 2024 Tripadvisor study), a welcome book can elevate your STR’s appeal and boost your ratings. Here’s how to create a guest welcome book that delights guests and secures glowing reviews, with NSTRA resources to streamline the process.

Why a Guest Welcome Book Matters

A guest welcome book is your chance to communicate directly with guests, combining practical details with hospitality. It reduces questions, prevents rule violations, and enhances the guest experience, leading to higher review scores. A 2024 Airbnb report found that hosts who provide clear, personalized guides receive 25% more 5-star reviews for communication and hospitality. Whether digital or physical, your welcome book is a marketing tool that showcases your STR’s unique charm and sets you apart in a competitive market.

Key Elements of a Winning Welcome Book

Your welcome book should be concise (5-10 pages), visually appealing, and easy to navigate. Include these essential sections, tailored for STR success:

1. Warm Welcome Message:

   • Greet guests with a personal note, like: “Welcome to our cozy coastal retreat! We’re thrilled to host you and can’t wait for you to explore [City].” Mention your name and contact info for a human touch.

   • Why: Builds rapport and sets a friendly tone, encouraging positive reviews.

   • Cost: Free (write it yourself or use a template).

2. House Rules Summary:

   • Recap key rules from your listing, such as “No smoking, no parties, check-out by 11:00 AM.” Keep it positive: “Help us keep our home pristine by placing trash in bins.”

   • Why: Reinforces expectations, reducing violations and disputes. Link to NSTRA’s blog on house rules for guidance.

   • Cost: Free.

3. Property Instructions:

   • Provide clear directions for using amenities, like “Enter Wi-Fi code ‘BeachVibes2025’ on the router” or “Set smart thermostat to 72°F for comfort.” Include appliance guides (e.g., coffee maker, smart lock).

   • Why: Prevents guest frustration, saving you time on inquiries and earning high functionality scores.

   • Cost: $50-$200 for smart locks or tech, available via NSTRA’s Preferred Sponsors.

4. Local Recommendations:

   • List 3-5 curated picks for dining, attractions, and activities, tailored to your audience (e.g., family-friendly parks, romantic restaurants). Example: “Grab fresh seafood at [Local Bistro], a 5-minute walk away.”

   • Why: Enhances guest experiences, boosting value scores. Partner with local businesses for mutual promotion.

   • Cost: Free (research online or ask locals).

5. Emergency Contacts and Safety Info:

   • Include your contact (phone/email), local emergency numbers (911, non-emergency police), and nearest hospital. Add safety tips, like “Pool gate must remain locked.”

   • Why: Shows care for guest safety, improving trust and review ratings.

   • Cost: Free.

6. Review Prompt:

   • End with a gentle nudge:  “Loved your stay? Share your experience on [platform] to help us welcome more guests!” Include a QR code to your listing.

   • Why: Increases review submissions, with 70% of prompted guests leaving feedback, per a 2024 Vrbo study.

   • Cost: Free (use a QR code generator like QRCodeMonkey).

Creating Your Welcome Book

Choose a format that suits your STR:

• Physical Book: Print a laminated binder or booklet ($20-$50 via Canva or Vistaprint). Place it on a coffee table for easy access.

• Digital PDF: Email a PDF before check-in or link it via a guest app ($10-$30/month for tools like Touch Stay). Ideal for tech-savvy guests.

• Hybrid: Offer both for flexibility, ensuring accessibility.

Design tips:

• Use high-quality photos of your property and local attractions (reuse listing photos or hire a pro for $200-$500).

• Keep fonts clean and readable, with bullet points for clarity.

• Update seasonally (e.g., add holiday events) to stay relevant.

Tip: Partner with NSTRA’s Preferred Sponsors for discounted photography or guest communication tools to enhance your welcome book. Visit the membership area inside  nationalshorttermrentalassociation.com to explore options like our favorite vendors.

Enhancing with Personal Touches

Small gestures make your welcome book memorable:

• Local Gift: Include a $5-$10 item, like local coffee or a postcard, with a note: “Enjoy a taste of [City]!”

• Guestbook Section: Add blank pages for guests to write tips or memories, fostering engagement.

• Cultural Notes: Highlight local customs (e.g., “Tipping 15-20% is standard at restaurants”) to help international guests.

Tip: Use feedback from guest reviews to refine your book, adding amenities they suggest, like extra pillows ($10-$20).

Protecting Your STR

A welcome book also reinforces your STR’s protection. Include safety disclosures (e.g., “Security cameras monitor exterior areas”) and emergency protocols to align with your STR-specific insurance policy. NSTRA’s Preferred Sponsors, like Proper Insurance (888-631-6680), offer tailored coverage to protect against guest damages or lawsuits. Check nationalshorttermrentalassociation.com for member discounts.

Final Thoughts

A guest welcome book is your secret weapon for 5-star reviews, blending hospitality, clarity, and local charm. By including a warm welcome, clear rules, local tips, and a review prompt, you’ll delight guests and boost bookings. Start today: draft one section, like your welcome message, and build from there. Partner with NSTRA’s Preferred Sponsors for tools and services to elevate your STR. Sign in at nationalshorttermrentalassociation.com to access discounts and create a guest experience that shines in 2025.

Go and grow!