Welcome book for a lent home: a template to personalise

A welcome book for a lent home brings together the information your friends or family need to settle in, use the equipment and leave everything as agreed. It can fit into a few pages. Copy this template into your preferred document, then add the details specific to your home.

The book explains how the home works. The dates, guests and house rules should already have been agreed. For those points, you can use our guide to rules to agree with friends and family.

What makes a welcome book genuinely useful

Start with the information people look for on arrival: access, lighting, beds and an available contact. Then group instructions by appliance or equipment. Someone tired after several hours of travelling should be able to find an answer without reading the whole document.

Describe only what actually exists in your home. Remove unnecessary sections and replace long manuals with a few understandable steps. For complicated equipment, say where the manufacturer’s instructions are kept and which settings should not be changed.

The template to copy and complete

Fill in the fields in brackets in your private copy. Do not publish personal contact details or access information in an article, a public page or an image anyone can view.

Welcome and contacts

Welcome to [home’s name]! We hope you feel at home here. This document contains the practical information for your stay.

Your main contact: [first name and private contact method].
Backup contact, informed and happy to help: [details shared privately].
Welcome book last updated: [date].

Arrival and settling in

Agreed arrival window: [time].
Parking and access: [useful directions to share with guests].
Key handover: [method and person involved]. Sensitive details are sent separately.
Beds prepared: [rooms and arrangement].
Where to find linen and available storage: [complete as needed].

Essential equipment

Hot water: [usual operation and precautions].
Heating or air conditioning: [usual setting and departure instructions].
Kitchen: [two or three appliance-specific points].
Internet connection: [where to find details shared privately].
Washing machine or dishwasher: [usual programme and suitable products].
Equipment unavailable or not to be used: [explain before the stay].

Everyday life

Waste sorting and collection: [local instructions and location].
Cleaning products: [location and uses].
Private areas or belongings: [agreed boundaries].
Neighbourhood considerations: [times or access rules to respect].
Nearby shops: [one or two useful addresses].
Other particular features: [gate, shutter, step, terrace or equipment worth knowing about].

If a problem occurs

Tell [contact] if essential equipment stops working, damage occurs or you cannot enter the home.
Do not attempt a repair you are not competent to carry out. In immediate danger, move to safety and contact the appropriate emergency services.
Useful information available in the home: [where to find necessary instructions and documents, without unnecessary personal paperwork].

Before leaving

Planned departure: [time].
Linen: [what has been agreed].
Cleaning and tidying: [specific actions].
Waste: [what to take out or leave, depending on collection].
Equipment: [settings to leave in place].
Securing the home and returning the keys: [agreed procedure, with private details shared separately].
Please confirm your departure and mention anything forgotten or any problem.

How to share it with your friends or family

Send the welcome book before arrival in a format they can easily read. An offline copy can help where reception is poor. If you leave a printed version in the home, make it clear where to find it.

Keep general instructions separate from sensitive details. Access codes, passwords, private contact information and security details should be reserved for the people involved. Also check that anyone named as a contact agrees to that role.

Update it after the first stay

Ask your guests what information they missed. If several people struggle with the same appliance, add an explanation or photo. Immediately update a contact who is no longer available or an instruction that no longer matches the home.

The example about exchanging homes between friends shows the value of sharing recurring information once. The welcome book supports that organisation without replacing conversations between the people involved.

Frequently asked questions

How long should it be?

That depends on the home. A few clear pages may be enough. Keep the essentials in the welcome book and explain where to find detailed instructions if needed.

Can I reuse the same document for every stay?

Yes, for instructions that do not change. Still check the contacts, equipment, key handover and any particular arrangements for each visit.

Does the book replace an agreement between the people involved?

No. It explains the home; it replaces neither the agreed arrangements nor the insurance and usage-right checks required for your situation.

Is your welcome book ready? Use the preparation checklist to check the home before your friends or family arrive.