When it comes to welcome guides for your short-term rental, one of the first decisions is format. Should you go digital, stick with a printed guide, or offer both?
The answer depends on your guests — but for families, there's a clear winner.
The Case for Digital Welcome Guides
Advantages:
- Pre-arrival access: Send it before they arrive so families can plan activities
- Always up to date: Change a restaurant recommendation without reprinting
- Clickable links: Guests tap to call, tap to navigate, tap to book
- No physical wear: Never gets coffee-stained, lost, or outdated
- Environmentally friendly: No paper, no printing costs
- Accessible on the go: Guests have it on their phone while exploring
Limitations:
- Requires phone/tablet and possibly internet
- Not great for quick reference while cooking or settling in
- Some guests prefer physical documents
The Case for Printed Welcome Guides
Advantages:
- Immediate visibility: Sitting on the kitchen bench when guests arrive
- No tech required: Works for all guests regardless of tech comfort
- Quick flipping: Faster to scan through than scrolling on a phone
- Premium feel: A well-designed printed guide signals quality hosting
- Family-friendly: Kids can look through it too
Limitations:
- Printing costs and effort
- Gets outdated (especially seasonal information)
- Physical wear and tear
- Can't include clickable links
The Best Approach: Both
The most successful family-friendly hosts offer both formats:
- Digital version sent 2–3 days before arrival — lets families plan, get excited, and prepare
- Printed version on the kitchen bench — immediate reference for WiFi, appliances, emergency numbers
This dual approach covers every guest preference and every situation. The digital version is their planning tool; the printed version is their in-property reference.
How to Create Both Without Double the Work
The trick is using an editable template that works in both formats. Design once in Canva, then:
- Export as PDF for digital sharing
- Print the same file for the physical copy
Our Welcome Guide Starter template is designed to look professional in both digital and print formats. Edit it once, use it everywhere.