Agently Branded — Vacation Rental Welcome Book Intake Form
Vacation Rental Welcome Book - Intake Form
Please fill out this form as completely as possible. The more detail you provide, the better. All fields marked with * are required.
Section 1 — Property Basics
1. What is the name of your property? *
2. What is the full property address? *
Exactly as 911 would need it — include unit or apartment number if applicable
3. What type of property is it?
Select...
Single-family home
Condo / Apartment
Townhouse
Cabin / Cottage
Villa / Estate
Beach house
Other
4. How would you describe this property to incoming guests? *
This becomes the welcome description in the guide. Write it like you're excited for them to arrive — mention the best features, the vibe, and what makes it special.
5. How many bedrooms?
6. How many bathrooms? (full and half)
7. What is the maximum guest capacity? *
Include overnight guests AND maximum including day visitors
8. Which of these does your property have? (check all that apply)
9. Any other amenities or special features worth highlighting?
Next, Bedrooms — list each bedroom separately
Add one entry per bedroom
+ Add another bedroom
Section 2 — Host Info & Contacts
10. Host name (as guests will see it) *
11. Host phone number *
12. Host email address
13. Preferred contact method from guests
14. What hours are you most responsive?
15. Backup contact name *
16. Backup contact phone number *
17. Property manager or maintenance contact name and phone (if different from host)
18. Nearest hospital name and address *
19. Nearest urgent care name, address, and hours
20. Non-emergency police number
21. Nearest pharmacy name and address
Section 3 — Arrival & Access
22. Check-in time *
23. Early arrival policy
24. Check-in method *
25. Door or lockbox code *
26. Where exactly is the lockbox or keypad located?
27. Any gate or building access codes needed before reaching the door?
28. Any quirks about entering the property?
e.g. door that sticks, lift the handle, gate that needs a firm push
29. Step-by-step arrival instructions in your own words *
Walk us through exactly what a guest should do from the moment they pull up to when they're inside
30. Where do guests park? *
31. Garage or gate code (if different from door code)
32. Any parking restrictions to note?
33. Is there EV charging available?
Section 4 — Wi-Fi, Tech & Connectivity
34. Wi-Fi network name *
35. Wi-Fi password *
36. Is there a 5GHz network for faster streaming?
37. 5GHz network name (if different from main network)
38. Where is the router located?
39. Is there a Wi-Fi extender or booster? If so, what is the network name and where is it?
40. TV brand and size in the main living area
41. Streaming device type
Select...
Roku
Apple TV
Amazon Fire Stick
Built-in Smart TV
Chromecast
PlayStation / Xbox
None
Other
42. Roku or streaming device code (or note if guests should log into their own accounts)
43. What streaming services are guests pre-logged into? (check all that apply)
44. How do guests switch TV inputs? Any quirks?
45. Bluetooth speaker — name and location?
46. Any other entertainment available?
Section 5 — How the Home Works
47. What type of thermostat do you have?
Select...
Nest
Ecobee
Standard digital
Manual dial
Other smart thermostat
48. Where is the thermostat located?
49. What temperature range should guests stay within?
50. Any quirks about the heating or cooling system guests should know?
51. Ceiling fans — how do they work?
52. Blinds or shades — how do they operate?
53. Coffee setup — what do you have and where are supplies? *
54. Stove or oven type and basic instructions
55. Dishwasher instructions
56. What other appliances are available for guests? (check all that apply)
57. Any kitchen quirks or tips guests should know?
58. Pool instructions (if applicable)
59. Hot tub instructions (if applicable)
60. Grill or BBQ instructions
61. Fire pit instructions
62. Washer and dryer location and instructions
63. Parking gate or garage opener instructions
64. Is there a doorbell camera or security system guests should know about?
Section 6 — Where Things Are
65. Extra towels — where are they?
66. Extra toilet paper — where is it?
67. Extra bedding and blankets — where are they?
68. Extra pillows — where are they?
69. Hair dryer — where is it?
70. Flat iron or curling iron — where is it?
71. Iron and ironing board — where are they?
72. Hangers — where are they?
73. What spare toiletries are provided and where?
74. First aid kit — where is it? *
75. Flashlights — where are they? *
76. Fire extinguisher — where is it? *
77. Smoke and CO detector locations *
78. Cleaning supplies — where are they?
79. Vacuum — where is it?
80. Trash bags and recycling info
81. What fun extras or bonus items do you have that guests might not find on their own?
82. Beach or pool gear available? If so, what and where?
83. Is this a pet-friendly property? If so, what pet items are provided and where?
Section 7 — House Rules
84. Smoking policy
85. Outdoor smoking area location (if applicable)
86. Quiet hours *
87. Pets allowed?
88. Events or parties allowed?
89. Commercial photography or filming policy
90. Pool or hot tub rules
91. HOA, condo, or neighborhood rules guests must follow
92. Furniture moving policy
93. Mail or package deliveries policy
94. Anything else guests must know?
Section 8 — Local Area Guide
Getting Around
95. Nearest airport name and distance or drive time
96. Ride share availability
97. Public transit options (if useful)
98. Nearest gas station name and address
99. Any special driving or navigation tips for the area?
Nearby Essentials
100. Nearest grocery store name and address
101. Nearest pharmacy name and address
102. Nearest liquor or wine store name and address
103. Nearest ATM or bank
104. Any other nearby essentials worth mentioning?
Restaurants — list each recommendation separately
+ Add another restaurant
Bars, Nightlife & Activities — list each separately
+ Add another activity or bar
Day Trips — list each recommendation separately
+ Add another day trip
Markets in the Area — list each separately
+ Add another market
Food Delivery
109. Which delivery apps work at your address? (check all that apply)
110. Best restaurants to order delivery from for a group
111. Any delivery instructions drivers need?
112. Favorite local pizza place that delivers?
Section 9 — Extra Services
113. Which add-on services do you currently offer? (check all that apply)
114. Pricing details or conditions for any add-on services offered
115. How far in advance do guests need to request add-on services?
Local Vendor Referrals — list each separately
+ Add another vendor
117. Is there anything special you want to say to guests about making their experience more elevated?
Section 10 — Checkout Instructions
118. Check-out time *
119. Is late checkout available? If so, what are the conditions or fees?
120. Where should guests leave the key, fob, or lockbox after checkout?
121. What thermostat setting should guests leave it on?
122. Dishes and kitchen expectations at checkout
123. Trash expectations at checkout
124. Towels and linens expectations at checkout
125. Pool or hot tub checkout expectations
126. Do you want guests to text you when they are leaving?
127. Any additional checkout steps specific to your property?
128. How should guests report any damage that occurred during their stay?
129. What is your lost item process?
Section 11 — Final Touches
130. How would you describe your hosting personality?
131. Is there anything special you always like to say to incoming guests?
132. Any inside tips that make you a great host that guests rarely find online?
133. Would you like a soft review request included at the end of the guide?
134. Do you have a logo or brand color you'd like used in the guide?
135. Is there a social handle or hashtag you'd like guests to use?
136. Your property website or Airbnb listing URL (optional)
137. Is there ANYTHING else you want us to know or include that we haven't asked about?
138. Best way to reach you if we have follow-up questions while building your guide?
Thank you for completing the intake form! Once submitted, we will review your answers and be in touch within 2–3 business days with your draft or any follow-up questions.
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