Practical guide
What to put in a holiday rental welcome book
A good welcome book answers guests' questions before they ask: how to get in, where to park, how the hob works, where the glass goes, what to do when leaving. This guide covers each section, the points worth knowing in France, paper versus PDF versus digital, a sample outline and the most common mistakes.
Updated
What a welcome book is really for
It is not a brochure. It is what prevents the 11 pm message about a code that does not work, the heating turned up to the maximum for lack of instructions, and the rubbish left in the hallway. Every question it answers is one message fewer for you.
It also affects reviews. On Airbnb, guests rate check-in, accuracy and location separately, and location covers whether they were informed about safety and local context (Airbnb help on rating categories).
Welcome book contents, section by section
Eight sections cover the essentials. Write them in the order the guest will need them.
Self check-in
Full address with building, floor and door, a map link, parking, the entry method (key box, smart lock, keypad) with a photo of the door, and who to call if the code fails. Keep the codes themselves out of a permanent link: send them in the booking message. On Airbnb, detailed check-in instructions become visible 48 hours before arrival.
Wi-Fi
Exact network name and password, where the router is and how to restart it. If bandwidth is limited, say so.
Appliances
Only what raises questions: induction hob lock, washing machine, thermostat, air conditioning, shutters, TV remotes, coffee machine. A photo of the control panel with the right button circled beats a ten-page manual. Say where spare linen, the iron and light bulbs are.
House rules
Maximum occupancy, parties, smoking, pets, pool and barbecue use. On noise, note that French law has no time slot where noise is automatically allowed; only night-time disturbance is defined, between 10 pm and 7 am (service-public.gouv.fr, in French).
Waste sorting
In France all packaging can now be sorted, and since 31 December 2023 local authorities must provide separate collection of food waste (Seine-Maritime prefecture, in French). Bins and collection days are set locally: say where the containers are, what goes where and where to drop glass.
Check-out
Time, where to leave the keys, and a few simple steps: lights off, windows closed, food thrown away. Airbnb notes that asking guests to do tasks normally handled by cleaners can spoil the stay, and that listings repeatedly reviewed negatively for excessive requests may be removed (Airbnb resource).
Emergencies and safety
Emergency numbers in France: 15 (medical), 17 (police), 18 (fire), 112 (European emergency number), 114 for deaf and hard-of-hearing people (service-public.gouv.fr, in French). Add the full address to read out, the location of the fuse box, water shut-off and smoke detector, your number, and the nearest doctor and pharmacy.
Neighbourhood
Bakery, a supermarket open on Sunday, public transport, and two or three places you genuinely recommend, with closing days and walking distances.
Useful legal points for a welcome book in France
- Tourist tax: the rate is displayed by the hosts who collect it (CGCT, art. R2333-49). Repeat it in the book as well as on display in the property.
- Smoke detector: mandatory in every home; for holiday rentals the owner installs, maintains and replaces it (service-public.gouv.fr). Say where it is.
- Written offer and property description: required by the French Tourism Code, art. L324-2. The welcome book does not replace it but should match it.
Your town, local authority or building may add their own rules. This guide is not legal advice.
Paper, PDF or digital welcome book
| Criterion | Paper | Digital (link or QR code) | |
|---|---|---|---|
| Readable before arrival | No | Yes, if sent | Yes, via a link |
| Updates | Reprint | Resend a new version | Instant, same link |
| Several languages | One copy per language | One file per language | Depends on the tool |
| Clickable links | No | Yes | Yes |
| Offline reading | Yes | Yes, once downloaded | Depends on the tool |
| Risks | Worn, lost | Old versions in circulation | Public link: never include access codes |
A hybrid often works best: a digital book as the reference, plus a one-page sheet in the property with the Wi-Fi, emergencies and a QR code.
Sample welcome book outline
- Welcome and how to reach you
- Arrival, parking, access, plan B
- Wi-Fi
- The property room by room
- House rules
- Waste sorting
- Neighbourhood
- Emergencies and safety
- Check-out
- Practical information and last update date
Common mistakes
- Twenty pages nobody reads.
- Access codes in a permanent document.
- Recommendations copied from a tourist guide.
- Check-out chores that turn the guest into a cleaner.
- No update date, and no review after equipment changes.
- One book shared by several properties.
What Check Easy does for your welcome book
Check Easy's AI builds a welcome book from your Airbnb listing or an existing PDF, generates the nearby recommendations from the address, and lets you edit it by chatting with the AI or section by section. It is available in 12 languages (French, English, Spanish, German, Italian, Portuguese, Dutch, Arabic, Russian, Chinese, Japanese and Korean) and opens in the language of the guest's phone. It is shared through a unique link or QR code and read on a smartphone without installing an app. Each property has its own book, and the feature is included in every plan (see pricing). It sits alongside cleaning tracking and check-in/check-out reports; see all features.