[Free template] Airbnb welcome book: fill-in PDF and Word

This Airbnb welcome book template is free and downloads directly, with no email to leave. It runs to 8 fill-in pages, one per section, in two formats: a PDF to print and complete by hand, and a Word file to edit on your computer. It is the structure I use for every property, explained in the Airbnb welcome book with Canva templates guide.

Download the template

• Printable PDF template (A4, 9 pages including the cover, 250 KB)
• Editable Word template (.docx, works in Google Docs and Pages)

Both files are free to use for your properties. Replace the brackets with your details, add your photos, then print or export to PDF.

What the template contains: the 8 pages

1. Welcome: your welcome note, your first name, how to reach you, the property address.
2. Arrival and access: check-in time, lockbox or smart lock code, floor, intercom, parking, transport, and a space for a photo of the entrance.
3. Wi-Fi: network name and password in large print, a space for the QR code, what to do if the connection drops.
4. The home: heating, hot water, coffee machine, hob and oven, washing machine, TV, bins and recycling, quirks.
5. House rules: number of guests, smoking, pets, quiet hours, parties and visitors.
6. My favourite places: breakfast, lunch, dinner, groceries, things to see and do, with kids, a rainy evening.
7. Useful numbers: emergency services, nearest pharmacy, doctor, your contact, your co-host or a neighbour.
8. Check-out: time, where to leave the keys, the check-out checklist and your thank-you note.

How to fill it in within 20 minutes

1. Open the Word file (or print the PDF) and start with pages 2 and 3: access and Wi-Fi are the two things guests look for first.
2. For "The home", walk through the property with the template in hand and note every quirk, however small (the shower that takes 30 seconds to warm up, the oven that locks).
3. Keep favourite places to five or ten spots you would recommend to a friend, with one personal sentence each.
4. Word the rules positively: say what you expect and why, not only what is forbidden. For more, see our Airbnb house rules template.
5. Check the useful numbers, add your photos, then export to PDF or print. Before sharing, run through our Airbnb welcome book checklist.

Example of a completed page: arrival

Check-in from 4 pm. The lockbox is to the left of the front door; the code is 2580. Go up to the 2nd floor, door on the right. For parking, Saint-Michel car park is 150 m away (reduced rate with the ticket in this book). From the station, bus 12 drops you at the Town Hall stop, a two-minute walk.

Four sentences, zero messages at 11 pm. That is the level of detail to aim for on every page.

Print it or send it as a PDF?

Both. A printed copy stays in the property for guests who prefer paper; the PDF goes out by message the day before arrival. The Word file lets you keep one up-to-date version per property and re-export in a minute when a code changes.

And for a welcome book that updates itself

A PDF or Word template has one limit: every change of Wi-Fi code or restaurant means reopening the file, re-exporting it and sending it again. If you host international guests, you also need one version per language. That is why I eventually moved to a digital welcome book.

With Nowistay's welcome book, the AI writes a complete first version from your listing in minutes, translates it automatically into each guest's language and shares it by link or QR code. A change is visible to every guest immediately. Building it is free; sharing it with guests costs 2 euros per property per month. To see the result, open this example of a digital welcome book, then follow the guide how to create your digital welcome book with AI.

Frequently asked questions

Is the template really free?

Yes. The PDF and Word files download directly from this page, with no sign-up or email, and you can use them for all your properties.

Can I edit the template?

Yes, that is what the Word file is for: change the headings, add or remove pages, insert your photos and logo. The PDF is filled in by hand after printing.

How is it different from a digital welcome book?

The template gives you the structure and a clean document in 20 minutes. A digital welcome book adds instant updates, automatic translation and tappable links (map, phone), with no file to resend. Our comparison of the best digital guidebook apps details the options.