As an Airbnb host, providing a seamless experience for your guests is key to ensuring they have a positive stay and leave great reviews. One of the most effective tools you can use to achieve this is a Digital House Manual. This guide not only enhances your guests’ experience but also ensures that your property runs smoothly and is protected. Here’s how you can create the perfect digital house manual for your Airbnb:
1. Start with a Warm Welcome Message
The first thing your guests should see when they open your digital house manual is a welcoming introduction. This sets the tone for their stay and makes them feel at home from the moment they arrive.
Example:
Welcome to Skyes Beach House in Malua Bay!
We’re so thrilled you chose to stay with us. In this guide, you’ll find all the information you need to get settled in, understand how things work around the house, and discover some of our favourite local spots.
A Bit About Skyes Beach House: Scott always dreamed of having a beach house—a place to escape, relax, and make great memories. When his dream finally came true, he decided to open it up for others to enjoy, too. During the renovations, Scott had his loyal dog, Skye, by his side. She loved lounging on the balcony, soaking in the ocean view, and watching everyone go by. Now, Malua Bay is Skye’s favourite place, and that’s how Skyes Beach House came to be.
Adding a personal touch like this helps your guests feel a connection to the space and gives them a story they can appreciate while they stay
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2. Provide Clear and Concise Check-in & Checkout Instructions
A clear check-in and checkout process is essential to creating a smooth and stress-free experience for your guests. Include this in your digital manual, so they know exactly what to expect.
Check-in Instructions
Provide guests with the date, time, and any details about how to access the property (keypad code, lockbox, or in-person handover). You can also include a step-by-step guide or video to help guests locate the entrance easily.
Example:
“Check-in starts at 3:00 PM. To access the house, use the code 1234 to unlock the front door. If you have any trouble, feel free to contact us.”
Checkout Instructions
Make sure your guests know exactly what to do before leaving the property. These instructions should cover basic tasks such as locking doors, taking out the trash, turning off lights, and leaving the keys in a designated location.
Example:*“Please check out by 11:00 AM. Before you leave, remember to:
- Take the rubbish out
- Turn off all lights and air conditioning
- Lock all doors and windows
- Return the keys to the lockbox
- Ensure the alarm system is off”*
Also, if you allow early check-ins or late checkouts, be sure to clarify that guests need to request this 2-3 days in advance, and it’s only possible if no back-to-back bookings are scheduled.
If you’d like to better understand how your check-in process and communication impact bookings, take a look at this guide on understanding Airbnb booking conversion rate
3. Create a Detailed House Manual
This is the heart of your digital house manual. It’s where you guide guests through everything they need to know about your property, including how to use appliances, troubleshoot issues, and understand the home’s features.
Here’s how to make this section as detailed and useful as possible:
- Appliance Guides: Include step-by-step instructions for operating items like the oven, coffee maker, washing machine, and air conditioning. If possible, provide video tutorials (even YouTube videos) to make these instructions clearer.
- Entertainment & Connectivity: Add instructions for how to use the TV, streaming services, Wi-Fi, and sound systems.
- House Features: If your home has unique features (e.g., a smart home system, a hot tub, or a pool), provide clear guides on how to use them properly.
- Safety Information: Make sure to include the locations of important safety items like the fire extinguisher, first aid kit, and smoke detectors.
Video Tutorials & Photos
The key to a great digital manual is visual aids. Pictures and short videos showing how to use appliances or adjust thermostats will save guests from having to guess.
Consider linking to YouTube videos or creating your own for things like:
- Adjusting the thermostat
- How to reset the Wi-Fi router
- How to use your washing machine or dryer
- Pool safety or maintenance tips
Tip: You can even create a dedicated YouTube channel for your rental property where you upload all these tutorial videos.
4. Emergency Contact & Local Emergency Information
It’s important to include an emergency contact section in your digital manual so that guests know how to reach you or emergency services if something unexpected happens.
Here’s what to include:
- Your contact information: Make sure guests can easily reach you in case of an issue.
- Emergency Services: Add local emergency numbers (police, fire department, ambulance).
- Medical Services: Include contact details for the nearest hospital, clinic, or pharmacy.
Example:
- Host Contact: Scott (Phone: 123-456-789)
- Emergency Services:
- Police: 000
- Fire Department: 000
- Nearest Hospital: Malua Bay Hospital, 123 Beach Rd.
This provides peace of mind for your guests and shows that you care about their safety.
5. Include External Links to Relevant Information
Not only should your house manual guide your guests through your property, but it should also include helpful links to local attractions, nearby restaurants, or essential services in the area. Guests love local recommendations, and providing these in your manual will enhance their experience.
Here are some things to include:
- Local Attractions: Beaches, parks, hiking trails, museums, and outdoor adventures.
- Restaurants & Cafes: Your favorite local dining spots.
- Shops & Grocery Stores: Places to shop for essentials or unique items.
- Public Transportation: Local transport routes or ride-share services.
Adding these links not only helps your guests, but it also supports the local economy by directing them to businesses in the area.
6. Protect Your Property with a Rental Agreement
While platforms like Airbnb offer some level of protection, they are not responsible for any damages to your property. To ensure that you’re fully protected, it’s critical to have a Short-Term Rental Agreement in place that clearly outlines guest responsibilities.
Your agreement should cover:
- Liability for Damage: Make sure guests know they are responsible for any damages during their stay.
- Security Deposits: Consider adding a security deposit to cover any accidental damage.
- External Insurance: Ensure you have the appropriate insurance to cover guest damages, theft, or accidents.
- Rental Terms: Include rules about smoking, noise levels, pets, etc.
- Identification of Guests: This is for insurance purposes.
Tip: Ensure that your guests sign this agreement digitally or accept the terms during the booking process to legally protect yourself.
7. Provide Easy Access to Your Digital House Manual
The best way to ensure that guests always have your house manual handy is to share it digitally. Include links to your manual in:
- Booking Confirmation Emails: Send a link to the manual before guests arrive.
- Pre-Arrival Messages: Remind guests of key details and provide easy access to the manual.
- On the Property: If possible, provide a QR code in your property that links to the manual for easy reference during their stay.
By linking your digital house manual directly in your communications, you help guests quickly access the information they need without confusion or delays.
A well-organized and informative digital house manual is a powerful tool for Airbnb hosts. It enhances your guests’ experience, reduces questions, and minimizes the likelihood of misunderstandings. By including clear instructions, useful local information, and guest expectations, you’ll ensure your property runs smoothly and your guests leave happy.
Remember, a digital house manual not only makes the stay easier for your guests but also helps protect your property and ensures you are legally covered.
