The Surprise Tool that Supercharges your 5-Star Airbnb Reviews
Key Takeaways
Welcome books reduce guest questions by 60-70%. A comprehensive guide answering common questions before guests ask saves hours of messaging time while improving guest satisfaction.
Digital welcome books get 3x higher engagement than physical binders. Guests can access information before arrival and reference it on their phones throughout their stay.
Local recommendations drive review mentions more than property features. 42% of five-star reviews specifically mention helpful local tips, compared to 28% mentioning property amenities.
House rules in welcome books reduce damage incidents by 35%. Clearly communicated expectations prevent misunderstandings about noise, guests, parking, and property use.
Updating your welcome book seasonally maintains relevance. Beach restaurant recommendations in July don't help November guests—seasonal updates show you care about current guest experience.
The best welcome books solve problems before they happen. WiFi troubleshooting, coffee machine instructions, beach parking tips, and rainy day alternatives prevent frustration and negative reviews.
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When Sara launched her 3-bedroom Lagos villa, she spent €800 creating a beautiful physical welcome book—leather-bound, professionally designed, filled with generic Portugal tourism information. Guests never touched it. After analyzing reviews from top-performing competitors, she switched to a digital Airbnb welcome book with specific, practical information: exact beach parking locations, her favorite family restaurants with kids menus, WiFi password and router location, how to work the coffee machine, and what to do if it rains. Her review scores jumped from 4.6 to 4.9 stars within two months, with guests specifically praising her "incredibly helpful local tips."
The lesson: guests don't want coffee table books—they want practical answers to immediate questions. 83% of travelers check welcome book information before arrival, but only 12% read generalized tourism content. They want specifics: How do I work the air conditioning? Where's the nearest supermarket that's open Sunday? Which beach has the calmest water for toddlers?
Let's build a welcome book that actually gets used and drives five-star reviews.
Essential Information: What Every Welcome Book Must Include
Start with the basics that prevent 90% of guest questions.
WiFi and Access Codes
List at the very top:
WiFi network name and password (consider QR code)
Door codes or lockbox instructions
Parking gate codes if applicable
Alarm system instructions (if present)
Guests need internet access immediately—don't bury WiFi credentials on page 8. Include router location and basic troubleshooting: "If WiFi isn't working, unplug the white router under the TV stand for 30 seconds."
Appliance Instructions
Create quick-start guides for:
Coffee machine (with photo)
Washing machine settings
Dishwasher operation
Air conditioning controls (crucial—include temperature recommendations)
TV and streaming services
Pool heating/cleaning system
Take photos of control panels with arrows pointing to correct settings. "To start washing machine: turn dial to 40°C Cotton, press START button (green)." This prevents damage from guests using incorrect settings.
Emergency Contacts
List in order of priority:
Your contact or property manager (WhatsApp preferred)
Emergency services: 112
Local hospital with address
24-hour pharmacy
Plumber/electrician for urgent issues
Police (GNR) local station
Include WhatsApp numbers where possible—international guests prefer messaging to calls. Properties with WhatsApp support see 40% faster issue resolution and higher guest satisfaction.
House Rules (Positive Framing)
Instead of "NO PARTIES" try:
"We welcome gatherings up to [X] guests. Please keep noise levels respectful after 10pm for our neighbors."
"Please enjoy the outdoor spaces until 10pm when our quiet hours begin."
"Additional guests beyond [X] require prior approval to ensure everyone's comfort."
Positively-framed rules receive 60% fewer violations than negative commands. Explain the "why" behind rules—guests respect boundaries when they understand the reasoning.
Local Recommendations That Drive Five-Star Reviews
Generic recommendations are useless. Specific, opinionated suggestions create value.
Restaurants (Be Specific and Current)
Instead of "Nice restaurants in Lagos town center" provide YOUR PERSONAL FAVOURITES, and descriptions like:
Casinha do Petisco (Rua Silva Lopes 32) - Best traditional Portuguese. Try the cataplana. €25-35/person. Book ahead for dinner. Closed Mondays.
Vivendo (Rua 25 de Abril) - Family-friendly Italian with kids menu. Great pizzas. €15-25/person. No reservations needed.
The Garden (Rua da Senhora da Graça) - Beautiful outdoor space and a great spot for burgers for the kids. Perfect for lunch. €12-18/person.
Include price ranges, booking requirements, closed days, and specific dish recommendations. Update seasonally—restaurants close, change hours, or decline in quality.
Beaches (Match to Guest Needs)
Don't just list beaches—categorize them:
Family beaches (calm water, facilities):
Meia Praia - Longest beach, shallow water, lifeguards, beach bars. 5-minute drive. Parking €3/day.
Praia da Luz - Calm bay, playground nearby, restaurants walking distance. 15-minute drive.
Scenic/Instagram beaches:
Ponta da Piedade - Dramatic cliffs, kayak rentals available. No facilities. 10-minute drive, limited parking.
Praia do Camilo - Stairs down cliff, gorgeous views, small beach. Arrive before 10am for parking.
Quiet/local beaches:
Porto de Mós - Less crowded, good for walking. Beach bar at south end. 8-minute drive.
Include parking tips (crucial—Algarve beach parking is challenging in summer), facilities availability, and time-of-day recommendations. Visit Algarve's official beach guide provides comprehensive information on all Algarve beaches.
Supermarkets and Services
Practical information guests need immediately:
Supermarkets:
Pingo Doce (Av. dos Descobrimentos) - Best selection, open 8am-9pm daily. 5-minute walk.
Continente (Chinicato) - Largest, better prices, can get crowded. Open 8am-10pm. 10-minute drive.
Mini Mercado Luz (near Praia da Luz) - Small but convenient for basics. Open 9am-7pm, closed Sundays.
Essential Services:
Pharmacy: Farmácia Central, Rua 25 de Abril (8:30am-8pm weekdays)
ATM: Closest at Pingo Doce entrance
Gas station: Repsol on EN125 (24-hour automated pumps)
Medical center: Centro de Saúde Lagos, Rua Castelo dos Governadores
Include actual walking/driving times from your property, not just addresses.
Activities and Experiences
Recommend specific operators with booking information:
Water activities:
Kayak tours to Ponta da Piedade: Contact Lagos Kayak Adventures. €30/person, 2-hour tour. Book 2-3 days ahead in summer.
Boat trips: Blue Fleet departs from Lagos Marina daily at 10am and 2:30pm. Grotto tours €25, dolphin watching €35.
Family activities:
Lagos Zoo: 20-minute drive. €16 adults, €10 kids. Allow 2-3 hours. Good for rainy days.
Slide & Splash waterpark: 30-minute drive toward Portimão. €28 adults. Best for kids 5+.
Rainy day alternatives (often overlooked but crucial):
Museu Municipal Lagos - Small but interesting maritime history. €3 entry.
Bowling Lagos - Near Odiáxere. €5/game.
LagosVIP Cinema - English films available, check schedule online.
Digital vs Physical Welcome Books: What Actually Works
Digital Welcome Books (Recommended Primary Format)
Platforms like Touch Stay are gold and have transformed our business.
Advantages:
78% of guests access digital guides before arrival
Information updates instantly across all bookings
Guests can reference on phones while out exploring
Include clickable maps and booking links
Track which sections guests actually view
Best practices for digital:
Keep sections short (200-300 words maximum)
Use bullet points extensively
Include lots of photos
Add Google Maps links for every location
Update monthly minimum
Physical Backup (Still Valuable)
Despite digital dominance, keep a simple physical reference in the property. 35% of guests still appreciate physical backups, especially for:
WiFi password (when phone batteries die)
Emergency contacts
Appliance troubleshooting
House rules
Create a simple 4-6 page laminated reference card rather than elaborate binders. Total cost: €15-30 to print and laminate. Update annually or when information changes.
Organizing Information for Maximum Usability
Group by Guest Journey, Not Topics
Bad organization:
Section 1: All restaurants
Section 2: All beaches
Section 3: All activities
Good organization:
Before You Arrive - WiFi code, parking, check-in
First Day Essentials - Nearest supermarket, coffee machine, house basics
Exploring Lagos - Beaches, restaurants, activities organized by area
If You Need Help - Troubleshooting, contacts, emergencies
This matches how guests actually use information—they don't read cover-to-cover, they search for immediate needs.
Use Clear Visual Hierarchy
BOLD CAPS for critical information (WiFi password, emergency numbers)
Italics for tips and recommendations
Regular text for details
Break up text with:
Icons (beach, restaurant, medical)
Photos with captions
Simple maps
Bullet points and numbered lists
Keep Language Simple and Scannable
Write for tired guests who just traveled. Short sentences. Clear directions. No flowery descriptions.
Bad: "Lagos boasts an impressive array of culinary establishments offering diverse gastronomic experiences."
Good: "Lagos has excellent restaurants. Here are our favorites for different budgets and styles."
Seasonal Updates and Maintenance
Quarterly reviews minimum to keep information current:
Summer updates (May-September):
Beach parking becomes critical—add specific timing tips
Popular restaurants require reservations—note this
Add air conditioning troubleshooting
Include heat wave precautions
Winter updates (October-April):
Remove beach equipment mentions
Add rainy day activities
Update restaurant hours (many close Mondays in winter)
Include indoor dining recommendations
Note which beaches have winter storms
Monthly quick checks:
Verify restaurant hours and closed days
Check if recommended businesses are still operating
Update any contact numbers or WhatsApp details
Review guest questions—if multiple guests ask the same thing, add it to welcome book
Properties with quarterly-updated welcome books receive 23% fewer support questions and 18% higher review scores for "communication" compared to properties with static information.
What NOT to Include
Generic Tourism Information
Skip content guests can Google or ChatGPT:
History of Portugal
Portuguese phrases (unless very specific to your area)
Generic "things to do in the Algarve"
Weather averages
Flight information
Guests have smartphones—they want information specific to your property and recommendations from you personally, not encyclopedia entries.
Overly Personal Information
Avoid:
Your life story
Why you started renting
Your family details
Political or religious commentary
Welcome books should be helpful tools, not personal journals. Keep it professional and guest-focused.
Competitor Recommendations
Never recommend other accommodations, even for guest overflow. If someone asks for recommendations for friends, handle privately—don't put it in your welcome book.
How Casa Oeste Creates Welcome Books That Drive Reviews
Creating an effective welcome book requires local knowledge and understanding what information genuinely helps guests. Many owners include either too little (just WiFi and house rules) or too much (overwhelming 40-page binders nobody reads).
Our property management service includes customized digital welcome books for all managed properties. We handle:
Initial welcome book creation with Lagos-specific recommendations
Quarterly updates based on seasonal changes and guest feedback
Integration with Airbnb, VRBO, and booking platforms
Analysis of which sections guests actually use
Continuous improvement based on review patterns
For owners managing properties themselves, our consulting service can review your existing welcome book and provide specific recommendations for improvement based on common guest questions and review feedback patterns we see across our portfolio.
Time spent on an effective welcome book represents one of the highest-ROI investments possible—it costs essentially nothing but drives measurably better reviews and fewer support questions.
Visit our pricing page or homepage to learn more about how we help Algarve property owners create exceptional guest experiences.
Conclusion
An effective welcome book reduces your workload while improving guest satisfaction—a rare win-win in property management. The key is specificity over comprehensiveness and usability over aesthetics.
Start with essential information guests need immediately: WiFi, access codes, appliance instructions, and emergency contacts. Then add specific, opinionated local recommendations that show you actually know the area. Skip generic tourism content—guests can Google that.
Digital formats work better than physical binders for most information, but keep a simple laminated backup for essentials like WiFi passwords and emergency contacts. Organize by guest journey rather than topics, and update quarterly to maintain relevance.
The best welcome books solve problems before they happen. Include coffee machine troubleshooting, beach parking timing tips, rainy day alternatives, and restaurant booking requirements. Every time a guest asks you a question, add the answer to your welcome book—it's a living document that improves continuously.
Properties with comprehensive, current welcome books see 60-70% fewer guest questions, 23% higher communication scores, and 42% more review mentions of helpful local tips. The hour you invest creating a proper welcome book pays dividends in time saved and reviews earned throughout the year.
Want to see what your rental property in the Algarve should actually be earning?
Click here to get your free earnings estimate using real Algarve market data.
Frequently Asked Questions
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Use both. 78% of guests prefer digital welcome books they can access before arrival and reference on phones during their stay. Use platforms like Airbnb's guidebook or Touch Stay for your primary welcome book. However, keep a simple 4-6 page laminated backup in the property with WiFi password, emergency contacts, and basic appliance instructions for the 35% of guests who still appreciate physical references. This hybrid approach costs less than €30 for the physical component while providing maximum flexibility.
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Essential information first: WiFi credentials, access codes, appliance instructions, emergency contacts, and house rules. Then add specific local recommendations: your favorite restaurants with price ranges and booking requirements, beach recommendations categorized by family-friendly vs scenic vs quiet, nearest supermarket with hours, and essential services. Include troubleshooting for common issues (WiFi not working, coffee machine operation) and seasonal activities. Skip generic tourism information guests can Google—focus on specific, opinionated recommendations that show you know the area.
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Update quarterly minimum to maintain seasonal relevance. Quarterly-updated welcome books receive 23% fewer support questions and 18% higher communication review scores. Summer updates should add beach parking timing tips and reservation requirements for popular restaurants. Winter updates should include rainy day activities and note which businesses close Mondays off-season. Do monthly quick checks to verify restaurant hours, closed days, and contact information accuracy. Every guest question you receive is an opportunity to improve your welcome book.
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Yes, significantly. 42% of five-star reviews specifically mention helpful local tips, and comprehensive welcome books reduce guest questions by 60-70%, which directly improves communication scores. Properties with effective welcome books see fewer negative reviews about confusion, better overall ratings, and more repeat bookings from guests who appreciate the thoughtful guidance. The correlation between welcome book quality and review scores is one of the strongest relationships in vacation rental data.
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Absolutely, but frame them positively. Instead of "NO PARTIES" try "We welcome gatherings up to [X] guests. Please keep noise respectful after 10pm for our neighbors." Positively-framed rules receive 60% fewer violations. Include quiet hours, maximum guest counts, parking instructions, trash/recycling procedures, and checkout expectations. Explain the reasoning behind rules—guests respect boundaries when they understand why. Clearly communicated house rules reduce damage incidents by 35% compared to properties without written expectations.
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Casa Oeste's property management service includes customized digital welcome books for all managed properties. We create comprehensive guides with Lagos-specific recommendations, handle quarterly seasonal updates, integrate with all booking platforms, and continuously improve based on guest feedback and review patterns. For self-managing owners, our consulting service reviews existing welcome books and provides specific improvement recommendations based on common guest questions we see across our portfolio. Visit our pricing page to learn more about our welcome book creation and ongoing management services.
About the Author
Matt Deasy is the founder and CEO of Casa Oeste: a property expert with more than 20 years of experience in international tourism and 15 years living in the Western Algarve. Having renovated multiple properties across Portugal, Matt brings a practical, boots-on-the-ground perspective to every article.
A travel industry expert, he previously launched and ran a multinational travel company, selling tens of thousands of bed nights across Europe and Africa for over a decade - and is the co-founder of PortugalXpert - specialists in Portugal relocation. He is the co-author of two books on relocating and investing in Portugal: Portugal Beckons and Your Portuguese Property Beckons, both available on Amazon.
Through Casa Oeste, Matt helps homeowners unlock the full potential of their Algarve properties with expert management, renovations, and market-led insights.
