Free Pre Arrival Guest Information Template – One-Page Host Info Sheet for Airbnb & Vacation Rentals, Word, No Canva

Download a free pre arrival guest information template for your Airbnb, VRBO or vacation rental. Guests arrive with the same handful of questions: where do I park, how do I get in and what time can I check in. This one-page info sheet answers them all before they have to ask.

The page has fields for the guest's name, arrival date, expected arrival time and departure date, then clear blocks for getting here, how to get in, a house rules reminder and a good-to-know box. A questions box at the bottom lets guests write down requests. Type your own details over the [brackets], then email, message or print the page. Letter and A4 versions are both included.

What you get

• A one-page pre-arrival information sheet in the Welcome Desk Co. style
• Fields for guest name, arrival date, expected arrival time and departure date
• Getting here: address, directions and parking
• How to get in: access method, code timing, check-in time and a help line
• A house rules reminder, a good-to-know box and a questions box
• US Letter and A4 versions, editable DOCX plus print-ready PDF

Files in the download

• Free-Pre-Arrival-Info-Page-Letter.docx + .pdf (US Letter, 1 page)
• Free-Pre-Arrival-Info-Page-A4.docx + .pdf (A4, 1 page)
• START-HERE-How-to-Edit.pdf

How to edit it (no Canva needed)

1. Download the ZIP and unzip it.
2. Open the editable file in Word, Google Docs (free) or Pages. No Canva account and no subscription are needed.
3. Click the text and type your own details over the [brackets].
4. Export a PDF and send it with your pre-arrival message, or print it for your welcome book.

The START-HERE guide in the ZIP walks you through each app step by step and explains how to print at the right size.

Want the full version?

This free template is a sample of the Guest Questionnaire Template. The full pack is a guest questionnaire and special-requests form set: preferences, accessibility needs, a grocery pre-stock order and a host prep summary, so you know what each guest needs before they arrive. Running several listings or want everything at once? The Host Mega Bundle includes every paid Welcome Desk Co. template in one download.

FAQ

Is it really free? Yes. Add it to your cart, complete the free checkout and download the ZIP.

Do I need Canva? No. The file opens in Word, Google Docs (free) or Pages.

Can I change the wording, colors and fonts? Yes. Every word is real, editable text, and you can change colors and fonts like in any other document.

Is this a questionnaire? No. It is an information sheet that you send to the guest. A questionnaire to collect guest preferences is part of the paid pack.

When should I send it? A few days before arrival works well. Export a PDF and attach it to your pre-arrival message, or print it for the welcome book.

License

Free for personal use on your own rental property. You may edit, print and share the finished pages with your guests. Please do not resell or redistribute the template files. Airbnb, VRBO and Booking.com are trademarks of their respective owners; Welcome Desk Co. is not affiliated with Airbnb, VRBO or Booking.com and this template is not endorsed by them.