You know the answers guests keep asking for. You just haven't written them down in one place yet, so they arrive one message at a time: the wifi password, the heating, where the bins go, what to do with the keys.
This Airbnb house manual template fixes that. Copy it into a document, fill in the brackets, and you'll have one master text you can paste into Airbnb and print for the home. Start with one action today: open the Arrival guide in your Airbnb Listing editor and note which fields you've already filled in. If you're still deciding what your manual should cover, our guide to what to include in an Airbnb house manual works through that. This post is the fill-in version.
Where does each part of an Airbnb house manual template belong?
Each part belongs in the Airbnb field whose visibility matches it: entry details in check-in instructions, rules in house rules, day-to-day details in the house manual, and a short checkout list in checkout instructions.
That matters because the fields open up at different times. Airbnb's help center describes when guests see each one:
- House manual: "Only guests with a confirmed reservation can access your manual," according to Airbnb's house manual article. It's edited under Listing editor, then Arrival guide.
- Check-in instructions: guests see your check-in method, such as smart lock, keypad or lockbox, but "won't see the detailed check-in instructions until 48 hours before check-in" (Airbnb check-in and checkout instructions).
- Checkout instructions: these "are available to guests prior to booking," with preset options plus up to 140 characters of optional details.
- House rules: featured in your listing description, in booking terms, in automated guest emails and in the Arrival guide, per Airbnb's house rules article. Airbnb also says additional rules shouldn't contradict your standard ones.
- Guidebook: "Host guidebooks are public and everyone can access them on Airbnb," and you can print one (Airbnb guidebook article).
Use this map to split the template below:
| Template section | Airbnb field | Who can see it |
|---|---|---|
| Getting in | Check-in instructions | Confirmed guests, 48 hours before check-in |
| Wifi, appliances, safety | House manual | Confirmed guests only |
| House rules | House rules | Anyone viewing the listing |
| Nearby | Guidebook | Anyone on Airbnb |
| Checking out | Checkout instructions | Anyone, before booking |
Our recommendation: treat your document as the source and the Airbnb fields as copies of it. Change the document first, then paste the changed section into its field. For wording rules and enforcement, see how to set house rules on Airbnb.
What does a complete short-term rental house manual template look like?
A complete template runs in the order a guest needs it: welcome, getting in, wifi, how the home works, safety, rules, nearby places and checkout. Copy the text below and replace every bracketed placeholder.
Welcome
Welcome to [property name]. Everything you need for your stay is below: arrival first, local tips near the end. If anything's unclear, message us through the Airbnb app.
Getting in
- Address: [full street address, building, floor and door number]
- Entry method: [smart lock / keypad / lockbox / building staff / in-person greeting]
- Code or key: [code, and whether it changes for each stay]
- Step by step: [gate, then main door, then apartment door, with one line each]
- Parking: [where to park, permits, time limits]
- Can't get in? Message us in the Airbnb app. [Backup option, such as building staff hours]
Wifi
- Network: [network name]
- Password: [password]
- If it drops: the router is [location]. Unplug it, wait 30 seconds and plug it back in.
How the home works
- Heating and cooling: [where the controls are, how to change the temperature]
- Hot water: [always on, or where the switch is and how long it needs]
- Kitchen: [hob type, coffee machine, where pods or filters are]
- Dishwasher and washer: [where detergent is, which program to use]
- TV: [which remote, which input]
- Trash and recycling: [bin location, sorting rules, collection days]
- Spare supplies: [extra blankets, towels, toilet paper, light bulbs]
Safety
- Emergency number: [local emergency number]
- Nearest hospital or pharmacy: [name and address]
- Fire extinguisher and first-aid kit: [locations]
- Water shutoff and fuse box: [locations, with a photo if you can]
House rules
These match the house rules on our listing:
- Quiet hours: [times]
- Events and parties: [policy]
- Smoking and vaping: [policy]
- Pets: [policy]
- Maximum guests: [number]
- Anything specific to this building: [one or two lines]
Nearby
- Groceries: [nearest store]
- Coffee or breakfast: [one place, one line on why]
- Dinner: [one or two places]
- Getting around: [nearest stop or taxi rank]
Checking out
Checkout is at [time]. Before you leave:
- [Where to leave the keys]
- [Lock the door and close the windows]
- [Turn off the heating or AC]
- [Where the trash goes]
Thanks for staying with us. Reviews on Airbnb help future guests know what to expect.
For a deeper look at the arrival section, the self-check-in guide covers lock choices and backup plans. For the last section, keep your Airbnb version short, because anyone browsing the listing can read it; our Airbnb checkout instructions guide covers what's reasonable to ask.
Should your Airbnb welcome book template be a PDF, a Google Doc, or printed?
Keep one editable master in Google Docs or Word, paste its sections into Airbnb's own fields, and print a copy for the home. Don't send the document to Airbnb guests as a link.
Here's why the link is the problem. Airbnb's Off-Platform and Fee Transparency Policy prohibits "including links that take people off of the Airbnb platform in listings or messages." A shared Google Doc or hosted PDF link in your listing or in an Airbnb message fits that description. The same policy bans asking guests for their email or other contact channels through Airbnb messaging, and asking guests to review their stay on another website. So the template above routes everything through the Airbnb app and doesn't list a personal phone number, email, social handle or QR code.
Each format has one job:
| Format | Use it for | Watch out for |
|---|---|---|
| Google Doc or Word file | Your private master copy | Never share its link with Airbnb guests |
| Airbnb Arrival guide fields | What guests read before and during the stay | Different fields open at different times |
| Printed PDF in the home | Wifi drops, dead phones, quick lookups | Reprint after every change |
| Device labels | Heating, hob, washer | Keep wording identical to the manual |
Two more checks from the same policy. Don't require guests to install an app or create an account to get in: Airbnb allows optional keyless-entry apps, but says listings must be accessible "without requiring they have another app or account" unless there's a verifiable legal or building requirement disclosed in the listing. And leave "book direct next time" cards out of the printed copy, since the policy also prohibits encouraging repeat bookings off Airbnb.
If you run several units, keep one master template with the shared sections, such as rules, safety wording and checkout, then make one copy per unit for the parts that differ: codes, appliances and parking. Put the unit name and a "last updated" date in the footer of each printed copy. This suggests a simple audit: if a printed manual's date is older than your latest change, it's out of date.
When this advice does not apply
- Guests who booked directly or on another platform: Airbnb's field visibility and off-platform rules don't govern those bookings. Each channel has its own rules, so check them before sharing a link or document.
- Legal or building requirements: some locations or buildings require guest registration or specific notices. Airbnb's policy allows some of these when they're verifiable and disclosed in the listing. Check your local rules; this template doesn't cover them.
- Staffed or hotel-style properties: if someone greets every guest, the manual can shrink to after-hours issues and safety.
What to do next
- Copy the template into a Google Doc or Word file and fill in every bracket.
- Paste each section into its matching Airbnb field using the map above.
- Check that the house rules section matches your listing's house rules word for word.
- Print the full manual, date it, and place it where guests land.
- After each change to codes, appliances or rules, update the master first, then Airbnb, then the printout.
FAQ
Is there a free Airbnb house manual template?
Yes, the template in this post is free to copy and adapt. Paste it into Google Docs or Word, fill in the brackets and export a PDF for printing.
What's the difference between a house manual and a guidebook on Airbnb?
The house manual is private to confirmed guests and covers how the home works. The guidebook is public on Airbnb and covers local places, so keep door codes and addresses out of it.
Can I put my phone number in the house manual?
Our recommendation is to keep guest contact in Airbnb messages. Airbnb's policy prohibits soliciting guests' email or other channels through its messaging system, though it allows another channel when a guest requests one after booking.
About BookBed: For guests who book directly through your own site, BookBed Pro's automated guest messaging can send a scheduled pre-arrival message, which is a natural place for your house manual text. See BookBed pricing
Sources
- Airbnb Help Center, "Adding a house manual to your home listing" — Verified 2026-09-30
- Airbnb Help Center, "Add check-in and checkout instructions to listings" — Verified 2026-09-30
- Airbnb Help Center, "Add house rules to a listing" — Verified 2026-09-30
- Airbnb Help Center, "Add a guidebook to your listing" — Verified 2026-09-30
- Airbnb Help Center, "Off-Platform and Fee Transparency Policy" — Verified 2026-09-30