What Maintenance Info Belongs in Your Vacation Rental Welcome Book

Why Does a Welcome Book Reduce Maintenance Calls?

Most guest maintenance calls are about things the guest could have resolved themselves if they had the right information. A thermostat they cannot figure out, a garbage disposal they do not know how to reset, a TV remote with unclear instructions, or a pool pump switch they accidentally turned off. A well-written welcome book with clear maintenance information empowers guests to handle simple issues, reduces your stress, and prevents after-hours calls that could have been avoided.

Best Bay Services helps Tampa Bay vacation rental owners create maintenance reference sections for their welcome books. James Evans knows what guests ask about most because we respond to those calls every week.

What Maintenance Information Should the Welcome Book Include?

• Thermostat instructions. Include step-by-step operation instructions with a photo. Note the temperature range you have set and explain that it cannot go below a certain point (if you have smart thermostat limits). Explain what "auto" versus "on" means for the fan setting. This single section prevents more calls than any other.
• WiFi network and password. Print this in large font. Include the network name and password on a separate card or sticker near the router and on the welcome book. Include a simple restart instruction: unplug the router for 30 seconds, plug it back in.
• TV and streaming instructions. List which streaming services are available and how to access them. If the TV requires an input change, explain how. Include the cable channel lineup if applicable. Keep remote instructions simple — number the remotes if there are multiple.
• Garbage disposal reset. Explain where the reset button is (underneath the unit) and how to use it. Include the instruction to run cold water while operating. This 30-second piece of information prevents a maintenance call nearly every week.
• Breaker panel location. Tell guests where the breaker panel is located and what to do if a breaker trips. A tripped GFCI outlet in the bathroom or kitchen is common — show them where the reset button is and which outlets are on that circuit.
• Pool and hot tub instructions. Include operating hours, rules, and basic troubleshooting. If the pool has a heater switch, show its location. Explain that the pump runs on a timer and should not be turned off.
• Emergency contact information. List your phone number, your property manager's number, and your handyman's number (James Evans at Best Bay Services: 813-416-8676). Specify what constitutes an emergency versus a non-urgent request. Include 911 and the property address clearly displayed.
• Washer and dryer instructions. Show basic operation and provide detergent pod instructions. Note the lint trap location and the importance of cleaning it.

How Should You Format the Welcome Book?

Keep it short, visual, and scannable. Use photos or icons instead of long paragraphs. Print it in color on heavy card stock or laminate pages. Organize by room or system. Place it in a visible location — on the kitchen counter or coffee table, not in a drawer. A digital version sent before arrival gives tech-savvy guests time to review it in advance.

Need Help With Your Rental Operations?

Call Best Bay Services at (813) 416-8676 to improve the maintenance information in your Tampa Bay vacation rental. James Evans helps hosts identify the most common guest issues and create clear instructions that prevent unnecessary calls.