Free template · updated November 3, 2026

Apartment welcome book template

Apartment guests are usually in town to explore, so they need quick answers: how the buzzer and keys work, which floor, how the heat or window AC works, where to do laundry and how to get downtown without a car.

This template gives you every section with sample text for city apartment living, written to keep neighbours happy and guests out exploring rather than messaging you.

The template

Replace anything in [brackets] with your own details.

Welcome

Welcome to [Neighbourhood]! The apartment is on floor [Floor number], and we think it's the best base in the city.

Check-in

Check-in is from [Check-in time].
The street door key is [Key location]. The apartment is up [Number] flights; it's the [Door colour or number] door.
If you're buzzed, it's for us; please don't let in anyone you don't know.

Wifi

Network: [Network name]
Password: [Wifi password]

Parking

[Parking note, e.g. there's no parking with the apartment. The nearest public lot is [Lot name], or street parking with a pay app].

How things work

Heat: the radiators are controlled by [Heat note, e.g. the building; turn the knob on each one to adjust].
Cooling: the window AC unit has a remote on the shelf. Please keep the window closed while it's on.
Laundry: [Laundry note, e.g. shared machines in the basement take coins or the card on the hook].
Mail: please leave any mail for us on the hall table.
Transit: [Transit tip, e.g. the bus stop at the corner goes downtown every 10 minutes].

House rules

Up to [Max guests] overnight guests. No parties or events.
Quiet hours [Quiet hours]. The walls and floors are thin, so soft steps late at night are appreciated.
Pets: [Pet policy]. No smoking or vaping in the apartment or stairwell.

Trash and recycling

The bins are [Bin location, e.g. in the back alley, marked with our unit number]. Collection is [Trash day]. Please sort into the bins in the kitchen.

Local picks

Breakfast: [Cafe name], around the corner.
Late-night food: [Restaurant name].
Must-see: [Local attraction], [Travel time].

Emergency info

Emergency: [Local emergency number]. Address: [Address], unit [Unit number].
Fire exit: [Exit route]. Smoke alarm: [Location].
Building contact: [Superintendent name and phone]. Host: [Host name], [Host phone].

Checkout

Checkout is by [Checkout time].
Please put used dishes in the sink, gather used towels, and turn off the AC or heat and lights.
Lock the door and leave the keys at [Key return spot]. Enjoy the rest of your trip!

Tips

Put the floor and door number right at the top; guests in walk-ups often knock on the wrong door.
Explain shared spaces like laundry and the mail area so guests don't upset neighbours or the building manager.
Give honest parking info, including if there is none, so guests can plan before they book.
Include the superintendent or building manager's contact for building problems you can't fix remotely.
Check your lease or local short-term rental rules allow rentals before you publish the guide.

Put it on one guest page instead of a binder

Keegix turns your welcome book into one link and a QR sign by the door. Upload the binder you already have and AI drafts the page in about a minute, or paste this template in. Free forever for one property.

Upload my binder, free See a sample guest page

Questions

What should an apartment welcome book include?

Keys and the buzzer, which floor and door, wifi, parking or the lack of it, heat and cooling, laundry, transit, trash, local picks, emergency info and checkout.

How do I keep neighbours happy with apartment guests?

Set quiet hours, explain thin walls kindly, keep the guest count reasonable and tell guests how shared areas work. Give the building contact so issues reach the right person.

Should an apartment guide include transit directions?

Yes, especially if there's no parking. A line or two on the nearest stop and how to get downtown saves guests time and saves you a message.

More free templates

All welcome book templates · Every free template

Free to use

Copy it, change it, print it, use it with any platform. Sharing it with a host group, on a blog or in a forum? A link back to this page helps other hosts find the latest version:

https://keegix.com/welcome-book/apartment/