Hotel Welcome Book Template
A welcome book earns its place at a hotel when it answers the questions guests would otherwise call reception about. Use the structure below for a boutique hotel, guesthouse or aparthotel — copy it into print, or build it as a digital guidebook guests open by scanning a QR code in the room.
What to include, section by section
Welcome & room essentials
A short welcome from the team, WiFi name and password, room controls (air conditioning, heating, safe, TV), housekeeping times and how to request extra towels or pillows.
Front desk & concierge
Reception hours, the internal number or WhatsApp for the front desk, luggage storage, late check-out requests, taxi and airport transfer bookings.
Dining & room service
Breakfast times and location, restaurant and bar opening hours, the room service menu with prices, dietary options and how to order.
Gym, pool & facilities
Opening hours, access instructions, dress code, towel policy, and any age restrictions for the fitness room, pool or sauna.
Spa & experiences
Treatment menu, booking instructions, cancellation window, plus any in-house experiences such as tastings, tours or events guests can add to their stay.
Around the hotel
Walkable restaurants, coffee, landmarks and transport links — each with a website link and directions so guests can navigate without asking.
Practical details guests ask about
- Check-in and check-out times, plus early arrival and late departure options
- Parking: location, height restrictions, nightly rate and validation
- Payment, city tax and incidentals policy explained up front
- Accessibility: lifts, step-free routes and accessible rooms
- Safety: fire exits, emergency numbers and first aid
- House policies: smoking, pets, quiet hours and visitors
Print or digital?
A printed folder goes out of date the moment breakfast hours change. A digital welcome book updates once and is instantly correct in every room, and you can put the same QR code in the lobby, the lift and the room card wallet.
If you run several room types or properties, keep one guidebook per property and reuse the section structure above so the experience is consistent.