Welcome Your Tenant, House Sitter, or Home Exchanger with a Personalized Guest Notebook
One of the easiest ways to make your tenant, house sitter, or fellow home exchanger feel at home right away is to prepare a simple notebook that tells the “story” of your home. Think of it as a friendly guide that helps them understand how everything works, where to find things, and what to explore nearby — all the little details that make a stay more seamless and enjoyable.
Getting Started with a Guest Notebook
To help you get started, we’ve created a downloadable Guest Notebook Template you can easily customize for your own home. Use these guidelines as a foundation and tailor them to suit your guests’ needs and your local area.
You can complete the fillable PDF, email it to guests before their arrival, or print a copy to keep in the home. Some members like to use a physical notebook divided into sections, with pocket dividers for pamphlets, printed instructions, or local menus. Others maintain a shared digital document that can be updated for each stay.
👉 Download your Guest Notebook Template
What to Include in Your Guest Notebook
The categories below serve as a helpful starting point. Feel free to add or remove sections to match your home and neighborhood. Many SabbaticalHomes members even include a “Guest Journal,” inviting each visitor to record memories of their trip and tips for future guests — a fun way to build a shared story of your home over time.
Homeowner Information and Contact Details
Start with the essentials. Introduce yourself and provide your full contact details, including a reliable phone number and email address. Clearly list the property’s address for deliveries and navigation. Include Wi-Fi network information and passwords, and note any alarm or gate codes for security access. It’s also helpful to mention local contacts, such as trusted neighbors, a property manager, or nearby service providers like a plumber, electrician, or handyman.
Emergency and Safety Information
Provide your guests with everything they need to feel safe and prepared. List emergency numbers for local fire, police, and ambulance services. Identify the locations of fire extinguishers, smoke detectors, and first aid kits. If your area is prone to natural events (like power outages or storms), include clear evacuation or safety instructions. A short note about how often you check smoke and carbon monoxide detectors adds extra reassurance.
Home Systems and Appliance Instructions
Every home is unique, so take a few minutes to explain how your systems and appliances work. Describe how to operate the heating and cooling systems, laundry machines, and kitchen appliances. If you have a fireplace, BBQ, pool, or spa, outline safe usage and maintenance steps. These notes save guests time and prevent accidental damage while ensuring they can enjoy the amenities of your home with confidence.
Local Amenities and Transportation
Help your guests settle into the neighborhood by listing nearby conveniences. Include grocery stores, pharmacies, and ATMs for daily needs, as well as recommendations for local parks, walking trails, and public transport routes. If parking can be tricky, clarify where guests can safely park or how to use local rideshare services. This local insight helps them feel like part of the community from day one.
Dining and Entertainment Options
Guests will love your insider tips! Suggest a few favorite restaurants, cafés, or markets in the area — including any that cater to dietary preferences or feature local specialties. You can also highlight nearby museums, theaters, or music venues to help them make the most of their time. For guests staying on sabbatical or extended research visits, these suggestions create a welcome balance between work and relaxation.
Childcare and Health Services
For families, this section can be invaluable. Include contact details for local childcare centers, playgrounds, or family-friendly attractions. List the closest hospital, urgent care center, and pharmacy, noting their hours and addresses. Having this information on hand helps guests feel secure and supported during their stay.
Departure Checklist and Guest Journal
Before your guests leave, a short checklist helps ensure a smooth transition. Remind them to clean the kitchen, empty the fridge, take out trash and recycling, and return keys or garage remotes. Encourage them to double-check drawers and closets before departure. Finally, invite them to leave a note in your Guest Journal — sharing their experiences, favorite discoveries, and travel reflections for future guests to enjoy.
Create a Warm Welcome That Lasts Beyond the Stay
A thoughtful Guest Notebook not only helps guests navigate your home easily, it reflects the warmth and hospitality that make SabbaticalHomes members so special. Whether your visitors are researchers, professors, writers, or traveling families, these small details help them feel comfortable and connected — so they can focus on what brought them to your home in the first place.
Related: Checklist to Prepare your Home for your Tenant or Guest
Updated by the SabbaticalHomes Team and originally written by Sara Pritzkat. Let us know what you think! Connect with us on Twitter, LinkedIn, Facebook, Instagram, YouTube and Pinterest.
