Guest Guide Checklist for Vacation Rental Hosts

Print this mentally, or paste sections into your guide as you go. Tick items off once they are written, accurate, and easy for a tired guest to find.

If you are starting from scratch, read what a digital guest guide is first — this list assumes you are building one place guests can trust.

Before arrival

• Exact address (including unit/floor if relevant)
• Link to maps with the correct pin (test it yourself)
• Public transport directions from the nearest station/airport
• Parking instructions — permit zones, garage height, paid hours
• Check-in window and what happens if they arrive early
• How to contact you (phone, messaging app, response times)
• Link or QR to the full guide sent in the booking message

Arrival & access

• Step-by-step entry instructions with photos
• Lockbox / smart lock / key collection location
• Backup access plan if the code fails
• Building entrance code or intercom instructions
• Where to find the keys inside (if applicable)
• Late arrival notes — lighting, noise, neighbours

Inside the property

• Wi-Fi network name and password (top of guide or top of a section)
• Heating / AC — how to adjust, typical settings
• Hot water quirks (common in older European flats)
• Rubbish and recycling — bins, collection days, sorting rules
• Washer/dryer instructions if provided
• Appliance notes guests actually ask about (coffee machine, oven, dishwasher tabs)

House rules (keep them readable)

• Quiet hours
• Smoking policy
• Pets policy
• Maximum guests / no parties
• Shoes indoors, balcony use, pool/hot tub rules if relevant
• Tone: firm but not hostile — explain the why briefly where it helps

Safety & emergencies

• Emergency numbers (112 in most of EU, 999 UK — note what applies)
• Nearest hospital or urgent care (address + map link)
• Fire extinguisher / blanket location
• Fuse box / water shut-off if you expect guests to need it
• What to do for power cut, flooding, or lock-out
• Your after-hours contact for urgent property issues only

Local recommendations

• Supermarket within walking distance (hours matter on Sundays in many EU countries)
• Bakery / café you genuinely recommend
• One dinner spot for a tired arrival night
• Pharmacy
• ATM if card payment is not universal nearby
• Host note on anything seasonal (market days, beach flags, ski pass office)

Transport

• Taxi or ride-hail apps that work locally
• Public transport tickets — where to buy, validation rules
• Parking for day trips if they have a car
• Bike/scooter hire if you provide or recommend it

Checkout

• Checkout time (and how strict you are)
• Key return / lock procedure
• Rubbish — take out or leave inside?
• Strip beds or leave linens?
• Turn off heating/AC guidance
• Quick “thank you” and review request (optional, keep it short)

Translations & accessibility

• Primary language matches your typical guest profile
• Second language if you regularly host international visitors
• Font size and contrast readable on a phone outdoors
• No information only in a PDF attachment guests must download

Maintenance habit

• Date you last reviewed local tips (restaurants close)
• Process to update codes/passwords in one place
• Someone else can edit if you are away (co-host, cleaner)

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Quick win: If you only do ten items today, do address + parking + access photos + Wi-Fi + checkout + emergency contact. That alone prevents a large share of repetitive messages.

When your checklist is ready to live online, creating a guide in under ten minutes is mostly copy-paste from what you already wrote here.