A guest folder is a great personal welcome gift – and helps your guests quickly find their way around your holiday home and its surroundings. Whether digital or classic in paper form: a well-designed guest folder can make the difference between a good and a great stay. We explain how it works – and at the end, we provide you with a free guest folder template in German and English to download!
Why a guest folder is important
After a long journey, guests want one thing above all else: a stress-free arrival. A guest folder answers many of their questions straight away – for example, about Wi-Fi, waste separation or heating – and shows that you, as the host, are thinking ahead. It also saves you time because you have fewer queries to answer and contributes to better ratings. We recommend offering a multilingual guest folder and providing the information in English at the very least.
Contents of a guest folder for holiday apartments
To ensure that your guest folder is truly helpful, it should be clearly structured, well organised and up to date. The following points are essential:
- Welcome message: A short, personal message comes across as friendly and shows that you are looking forward to welcoming your guests. A friendly ‘Welcome to Villa Bergblick’ has a completely different effect than simply ‘Dear guests’.
- Important information about the holiday home: This is where you should include all the basics: information about Wi-Fi access, heating, waste separation, parking, emergency numbers, and information about how to use appliances such as dishwashers or fireplaces. Use clear headings, e.g. ‘Wi-Fi & Internet’ or ‘Waste disposal’.
- Arrival and departure information: Explain how check-in and check-out work, where guests can find or return the key, and whether there are any special requirements upon departure (e.g. disposing of rubbish, closing windows, turning off the heating).
- House rules & rules of conduct: The house rules are an integral part of the guest folder. They summarise all the important rules – such as quiet hours, pets, smoking, waste separation and use of facilities – and ensure clarity in how guests interact with each other. You can find more information on this in our article House rules for your holiday apartment.
- Tips about the surrounding area: Guests appreciate first-hand recommendations: Where is the best bakery, the most beautiful viewpoint or the cosiest restaurant? Also include practical information – such as the nearest pharmacy, petrol station or bus stop.
- Emergency and service numbers: Police, fire brigade, medical emergency service, nearest pharmacy – all of this should be available at a glance. Your own contact details or those of a representative should also be included.
- Feedback & ratings: Politely indicate that you would appreciate feedback. A QR code or link to the rating page often works better than a long text.
- Special features of your holiday home: Does your house have a sauna, a fireplace or an e-bike charger? Briefly explain how to use these things safely.
Digital guest folder – modern and practical
More and more hosts are turning to digital guest folders. They work via a link, QR code or app and offer many advantages:
- Information is always up to date, even in the event of last-minute changes
- Guests can open them before they arrive, if necessary
- You save paper
- You can integrate images, videos or maps
- If you use a digital guest folder, make sure it is easy to use – and that it also works offline in case the Wi-Fi connection is weak.
Analogue or digital guest folder – which is better?
Both options have their advantages. A traditional folder on the table feels more personal and is immediately accessible. The digital version scores points for being up to date and offering multimedia content. The ideal solution is a combination of the two: a printed summary at the accommodation plus digital details via QR code.
How to keep your guest folder up to date
Schedule regular updates – for example, at the start of each season. Nothing looks more unprofessional than old telephone numbers or closed restaurants. If you wish, you can customise your guest folder with seasonal recommendations or a personal greeting.
Conclusion
A good guest folder is much more than just a folder with information. It shows your guests that you care – and ensures a smooth stay. Whether digital or on paper, it is a simple but effective way to enhance the service of your holiday home.
Sample template for holiday apartment guest folder
To make things as easy as possible for you, we have created a free template for a guest folder in German and English that you can customise to suit your needs. Simply add the relevant information, print it out or make it available digitally. This will ensure that your guests have a wonderful stay!
Note: Some points in this guest folder template are also covered in our house rules template in the article How to create the perfect house rules for your holiday home. It is up to you how detailed the points in the guest folder and house rules should be. You can customise the individual sections or delete them if you wish.
