Vacation home guest information: what to tell guests (template)
Your cousin is borrowing the lake house for a long weekend. At 9 pm you get a call: they can't find the driveway, the lockbox won't open, and once they're inside, nobody can figure out the thermostat. None of it is hard to explain. It just lives in your head, because you've been going there for 30 years.
A good guest information sheet fixes that. It's one page that answers the questions guests would otherwise call you about, and it works just as well for a brother-in-law on his first visit as for friends using your week. Here is what to put in it, sorted by when guests need it, plus a template you can copy.
Before they leave home
Send this part a few days ahead. Some cabins have weak cell service, so ask guests to save it on their phones before they drive up.
- The exact address, and a note if map apps get it wrong. "Ignore the GPS after the bridge; turn left at the green mailbox" has saved many a late arrival.
- Road conditions. Is the last mile gravel, steep or unplowed in winter? Do they need four-wheel drive or chains?
- Parking. Where to park, how many cars fit, and whether a neighbor's driveway is off limits.
- Arrival and departure times, especially if another family comes in right after them.
- What's already there and what to bring. Linens and towels are the classic surprise. Say so clearly, and mention the nearest grocery store and when it closes. If you keep a supplies list, this part is easy.
- How to get in. Where the key or lockbox is. Send the code privately, and only to the people staying.
When they arrive
This is the part that gets used most. Keep it short and put it where nobody can miss it, such as on the kitchen counter or inside a cupboard door.
- Wi-Fi name and password, or a clear note if there's no Wi-Fi or cell coverage.
- Heating and cooling. Where the thermostat is, a sensible setting, and how the wood stove works if guests may use it. Follow the manufacturer's instructions, and if you'd rather guests leave the stove alone, say so.
- Water. Where the main shutoff is, how to turn the water on if it's off between visits, and whether the tap water is fine to drink.
- Power. Where the breaker panel is, and which switch does what if the labels are poor.
- Appliances with quirks. The oven that runs hot, the dishwasher door that needs a push, the TV with two remotes.
- Septic or well. If the house has a septic system, tell guests what mustn't go down the toilet.
During the stay
- Trash and recycling. Pickup day, where the bins go, or where the nearest dump is. In bear or raccoon country, explain how to store trash.
- House rules. Pets, smoking, quiet hours and shoes. Don't write them all out again; link or attach your family cabin rules.
- Boats, grills and other equipment. What guests may use, where life jackets are kept, and how to start the grill. Be just as clear about what's off limits.
- Nearby essentials. Closest hospital or urgent care, pharmacy, hardware store and gas station.
- Who to call. A family contact, a nearby neighbor, the plumber or caretaker, and what counts as worth calling about.
- Safety. The full street address for emergency calls, where the fire extinguisher and first aid kit are, and how to shut off the water and power.
Before they leave
Guests usually want to leave the place nicely but don't know your standard. A short list removes the guesswork.
- Strip the beds, or leave them made, and say which you prefer.
- Run the dishwasher and take out the trash.
- Empty the fridge of anything that will spoil.
- Note anything that broke or ran out.
- Set the heat, close the windows and lock up. In winter, follow any instructions you've been given for water and heating.
- Put the key back and tell the family you've left.
A template you can copy
Fill this in once, and you're done for years.
| Topic | Your details |
|---|---|
| Address and directions | Street address; last turn; where GPS goes wrong |
| Parking | Where to park; how many cars |
| Getting in | Lockbox location (send code separately) |
| Check-in and checkout | Arrive after ___; leave by ___ |
| Wi-Fi and coverage | Network, password; where cell service works |
| Heating | Thermostat location and setting; wood stove yes/no |
| Water and power | Main shutoff; breaker panel; drinking water |
| Trash | Pickup day or dump location; storage |
| Bring with you | Linens, towels, food, firewood? |
| Rules | Pets, smoking, quiet hours, equipment |
| Nearby | Grocery, pharmacy, urgent care, hospital |
| Contacts | Family contact, neighbor, plumber or caretaker |
| Before leaving | Short checkout list |
Where to keep it
The best setup is two copies with the same content. Put a printed copy in a clear sleeve at the cabin, because that's what works when the internet doesn't. Keep a digital copy for sending ahead and updating. When the Wi-Fi password changes, the printed page is out of date until the next visit, so put the date at the bottom and leave sensitive details off it.
For a family that shares the house, the same information also needs a home everyone can reach. In FamilyHut, cabin info keeps the address, Wi-Fi password and lockbox code in one place, so family members can look it up instead of texting you. Arrival and departure routines go in shared checklists, and a guest's stay can go on the same calendar as everyone else's, so nobody turns up to find the house occupied. That matters if friends are borrowing a week; our guide to sharing a family cabin with a schedule covers how to fit those stays in.