Your guests show up after hours on the road. Bags hit the floor. They want Wi-Fi, food, and a thermostat that works. Basically, a five-star comfortable experience for their holiday. If they have to message you for every answer, it starts their stay on the wrong foot.
A welcome guide fixes this. It’s the cheat sheet for your rental, guiding your guests on how to get online, what to do if the power trips, and where to grab the best tacos in town.
But the real question is the format. Should it be something that they can easily save on their phone and other gadgets, or is it better to place it on the coffee table?
Key Takeaways
- Short-term rental demand jumped about 12% in 2025, which means more bookings but also more competition. A clear, polished welcome guide helps your rental stands out.
- Over 40% of travelers prefer digital check-in, and nearly 80% are open to fully automated stays, showing guests expect mobile-friendly info before arrival.
- Printed guides still matter because they’re seen right away, work without Wi-Fi, and add a personal, home-like feel that digital alone can’t match.
Why Guest Welcome Guides Matter
A guest welcome guide isn’t just a nice extra but also a key part of running a smooth rental. Here’s what a good guide does for you:
- Keeps rules clear so guests don’t break them by accident
- Cuts down on calls and late-night texts
- Helps guests find their way around and have a better trip
- Leads to better reviews and repeat bookings
Short-term rental demand keeps climbing. National data from 2025 shows that the global travel industry is up about 12% compared to last year. More guests mean more competition, and a clean, easy guide helps your property stand out.
A. The Case for Digital Guest Welcome Guides
Digital guides are everywhere now. According to a recent survey from Mew, more than 40% of travelers say they prefer to check in through a hotel website, app, or kiosk, and nearly 80% would stay at a property with a fully automated front desk or self-service check-in. Guests already live on their phones. Directions, tickets, and payments are all expected information to be just a tap away.
Why Digital Wins
- Guests can read it before they even leave home
- Easy to update when passwords, rules, or recommendations change
- Let's you link to maps, videos, and booking sites
- No paper, no ink, no waste
Need to add a new house rule or update the checkout time? Just edit and hit save. Guests get the new version instantly.
The Downsides of Digital Guest Welcome Guides
Digital isn’t perfect. Some guests ignore links until they arrive and still ask for the Wi-Fi code. Tech-shy travelers can get lost in emails or forget the link entirely, resulting in frustrations and bad reviews. And a digital guide, no matter how slick, doesn’t have the cozy, personal feel of a printed book.
B. The Case for Printed Guest Welcome Guides
Printed guides have been around for decades, and for good reason. They add a personal touch and feel like part of the space. Many guests enjoy flipping through a physical book while sitting on the couch.
Why Printed Still Hits
- Guests see it right away when they walk in
- Works even if the service is bad or Wi-Fi is down
- Adds personality and can match the style of your home
- Great for families or older guests who prefer paper
A printed guide says, “We thought this through.” It feels intentional, like a host who left snacks on the counter.
Where Printed Falls Short
Printed guides can go missing or get stained. Every update means a reprint, and the guests can’t always bring it with them, unless they take photos of the pages or come in compact sizes.
Digital vs. Printed: A Side-by-Side Look
Your welcome guide is the first thing guests notice after the Wi-Fi password. It can make them feel settled or leave them guessing. It also helps in balancing and setting the right tone for your overall accommodations and guest services. Whether you go digital or printed depends on how fast you want to update things and how you want guests to experience your place.
Updates
Digital wins. Change a link or add a new local spot, and guests see it right away. Printed guides mean reprinting every time you tweak something, which gets old fast.
Convenience
Digital is great before the trip. Guests can pull up check-in info, maps, and food spots on their phone. But once they’re in the house, a printed guide is easy to flip through without hunting for a charger.
Cost
Digital costs less over time. You set it up once and just update as needed. Printed guides cost money every time you run new copies, which adds up if you manage more than one property.
Eco-friendly
Digital saves paper. If you’re trying to cut waste, this is a no-brainer. Printed guides still use ink and paper, even if you go the recycled route.
Feel
Printed feels warm and personal, like something made just for them. Digital feels polished and efficient, which some guests love, but it can come off a bit cold if it’s not designed well.
The Verdict: Both works. Digital keeps info fresh. Printed makes things feel homey. A lot of hosts provide both formats. They send digital details ahead of time and leave a printed copy in the house, so guests don’t have to dig through their email later.
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You don’t have to choose. Digital guides keep everything fresh and easy to send. Printed guides make the space feel complete.
Using both gives guests a smooth start and gives you fewer problems to solve.
PMI Northwoods can help you set up a clean, professional guide that does the heavy lifting. Check out our guest services and see how easy it is to make your rental run smoother.
FAQs
How often should I update my welcome guide?
Update it every time something changes, such as your Wi-Fi password, house rules, or even a favorite spot that’s closed. Bad info throws guests off and makes them question the rest of what you wrote. Doing a full review twice a year keeps things fresh. Even small updates matter and save you from guest confusion later.
Is it okay to include upsells or partnerships in the guide?
Yes, just keep it useful. Guests like local tips and good deals, but not ads. Share late checkout, rentals, or discounts in simple words and tell them why it’s worth it. Keep it optional so it feels like a perk, not a sales pitch.
Can printed guides include QR codes linking to digital content?
Definitely. QR codes are an easy way to keep a printed guide current. Link to live maps, updated lists, or quick videos on how to use tricky appliances. Guests get the basics in print and real-time updates on their phone without you re-printing every time.
