Welcome Package for Guests: How to Create the Perfect Home Exchange Arrival Experience

I still remember walking into my first home exchange in Lisbon seven years ago. After 14 hours of travel, dragging my suitcase up four flights of narrow stairs, I pushed open the apartment door and found... nothing. No note. No instructions. Just a set of keys on the counter and a vague text message saying "wifi password is on the fridge." Spoiler: it wasn't on the fridge.

That experience taught me everything about what a welcome package for guests should actually be. Because here's the thing—the first 30 minutes of someone's arrival sets the tone for their entire stay. Get it right, and you'll earn glowing reviews that attract more guests. Get it wrong, and you'll spend your vacation answering panicked WhatsApp messages about how to work the coffee machine.

After hosting over 40 home exchanges through SwappaHome and staying in just as many other people's homes, I've figured out exactly what makes guests feel genuinely welcomed versus what makes them feel like they're intruding in a stranger's house.

Why Your Welcome Package for Guests Actually Matters

I'll be real with you—when I first started home swapping, I thought leaving a welcome package was just a nice-to-have. Something extra. Maybe some fancy hosts did it, but surely clean sheets and a working key were enough?

Wrong.

The welcome package isn't about being fancy. It's about solving problems before they become problems. Your guests have just traveled hundreds or thousands of miles. They're probably jet-lagged, hungry, and their phone battery is at 3%. The last thing they want is to figure out which of the six remotes controls the TV, or realize at 11 PM that there's no coffee for the morning.

A thoughtful welcome package does three things. First, it eliminates friction—every question you answer in advance is one less interruption during your own vacation. Second, it builds trust—when guests see you've thought of their needs, they're more likely to treat your home with the same care. And third, it earns better reviews. On SwappaHome, reviews are everything. They're how future guests decide whether to request your home, and a well-documented welcome package is honestly the easiest way to guarantee five stars.

I learned this the hard way during a swap in Copenhagen. My hosts had left the most detailed welcome binder I'd ever seen—neighborhood restaurant recommendations with their actual orders ("get the smørrebrød, skip the soup"), instructions for the building's quirky elevator, even a note about which bakery had the best cardamom buns. I felt so taken care of that I spent extra time making sure their plants were thriving and even picked up fresh flowers before I left. That's the reciprocity a good welcome package creates.

Essential Documents: The Welcome Binder That Saves Everyone's Sanity

Let's start with the non-negotiables. Every welcome package for guests needs a physical binder or folder with essential information. Yes, physical. Don't just email a PDF—people need something they can flip through at 2 AM when they can't remember how to turn off the alarm system.

What to Include in Your Welcome Binder

Page 1: The Quick Reference Sheet

This is the page they'll look at 90% of the time. Keep it to one side of one page with your WiFi network name and password in LARGE font (I cannot stress this enough), your contact information and preferred contact method, emergency contacts including a local friend or neighbor who can help if needed, the property address for deliveries and taxis, and any alarm or building entry codes.

Pages 2-3: House Systems

This is where you explain the things that seem obvious to you but aren't. Cover how to work the heating and AC—include photos if it's not intuitive. Explain the hot water situation: is there a tank that runs out? Do they need to flip a switch? Detail garbage and recycling: which bins, which days, where to take them. Walk through laundry machine settings, especially if you're in Europe where machines have 47 mysterious symbols. And clarify TV and streaming services—are they logged into your Netflix? Is that okay?

Pages 4-5: Appliances That Need Explaining

Be honest with yourself here. That espresso machine you love? It's not intuitive. Write out coffee machine instructions step-by-step with photos. Explain the dishwasher—where does the detergent go, which cycle to use. Note any oven quirks (does it run hot? Is the broiler in a weird spot?). And don't forget smart home devices and how to use them.

Pages 6-8: The Neighborhood Guide

This is where you get to share your local knowledge. Include your nearest grocery store with hours and what they're best for, best coffee within walking distance, your favorite restaurants in three categories (quick/casual, nice dinner, special occasion), pharmacy location, public transit info with nearest stops and how to buy tickets, and the parking situation if they're driving.

Pro tip: I laminate the most-used pages of my welcome binder. After hosting a dozen guests, paper gets worn and stained. A $30 laminator from Amazon has saved me from reprinting everything constantly.

Stocking the Kitchen: What to Leave (and What Not To)

Here's where hosts tend to go one of two extremes: either they leave nothing except a crusty bottle of olive oil from 2019, or they stock the kitchen like they're preparing for a siege. Neither is ideal.

The goal is to cover the basics so your guests can have a comfortable first morning without needing to immediately find a grocery store. After that, they can shop for themselves.

The Perfect Kitchen Welcome Package

Breakfast Basics

Stock coffee and/or tea (enough for 2-3 days), milk or a non-dairy alternative (check if your guests have preferences), bread or pastries—fresh is lovely but even a good packaged option works—butter and jam, a few eggs if you have fridge space, and fresh fruit that won't spoil quickly.

Pantry Staples

Leave salt and pepper (seems obvious, but I've stayed in homes without these), olive oil or cooking oil, sugar, a few basic spices if you have them, and pasta with a jar of sauce—the universal backup meal.

The Welcome Treat

This is the thing they'll remember. It doesn't have to be expensive: a bottle of local wine ($10-15 is plenty), local chocolate or specialty snacks, or something that represents your region like maple syrup if you're in Vermont or sourdough if you're in San Francisco.

What NOT to Leave

Don't leave a fridge full of your half-eaten leftovers—clean it out! Purge expired condiments before guests arrive. Put away any alcohol you're emotionally attached to (if you don't want them drinking your good whiskey, just remove it). And don't leave so much food they feel guilty not finishing it.

I spend about $40-50 USD stocking my kitchen for guests, and I consider it part of being a good host. It's less than one night at a hotel, and it makes an enormous difference in how welcomed people feel.

Bathroom Essentials: The Often-Forgotten Details

Nothing says "we didn't really prepare for you" like a bathroom with one square of toilet paper left on the roll. Bathrooms are where guests feel most vulnerable—they're in your personal space, using your shower, and they don't want to have to text you asking where the extra towels are.

Bathroom Welcome Package Checklist

The Absolute Basics

Provide fresh towels (at least 2 per guest—bath towel and hand towel), a full toilet paper roll PLUS at least 2 extras visible and accessible, hand soap that isn't a sliver of bar soap from 2020, shampoo and conditioner (travel sizes are fine), and body wash or bar soap.

Nice to Have

Consider a hairdryer (if you don't have one, mention it in your listing), a few cotton pads and Q-tips, basic first aid items like band-aids, pain relievers, and antacids, plus sunscreen if you're in a sunny destination.

The Thoughtful Extras

A small basket with travel-size toiletries they might have forgotten goes a long way. Beach towels if you're near water. A robe—this feels incredibly luxurious and costs maybe $25.

I keep a dedicated "guest basket" in my bathroom closet that I just pull out before each swap. It has everything guests might need but feel awkward asking for: tampons, a disposable razor, makeup remover wipes, even a spare phone charger. The number of relieved "oh thank god" reactions I've gotten makes it worth the $20 investment.

The Personal Touches That Earn Five-Star Reviews

Okay, here's where we go from "adequate host" to "host people rave about." These are the details that don't cost much but create genuine emotional connection.

The Handwritten Welcome Note

I cannot overstate how powerful a handwritten note is. In an age of digital everything, a physical note feels personal in a way that a text message never will.

Your note doesn't need to be long. Something like:

"Welcome to our home! We're so excited you're here. The croissants on the counter are from our favorite bakery down the street—ask for Marie, she's the best. The sunset from the balcony is magical around 7 PM. Enjoy every moment, and don't hesitate to reach out if you need anything. — Maya & James"

That's it. Thirty seconds to write, but it transforms the arrival experience.

Local Recommendations with Personality

Don't just list restaurant names. Tell them what to order and why. "Café Luna on 5th Street—get the avocado toast but add the chili oil. Trust me." Or "Skip the tourist traps on the waterfront. Walk 10 minutes to Marina's for seafood that locals actually eat. Cash only, around $15/person." And "The farmers market on Saturday mornings is worth waking up for. The honey guy on the far end will let you sample everything."

This kind of insider knowledge is exactly why people choose home exchange over hotels. You're not just giving them a place to sleep—you're giving them access to a local's life.

A Curated Experience Box

One of my favorite things I've seen as a guest was in a home exchange in Kyoto. The hosts had put together a small box with a transit card preloaded with about $10, a map with their favorite spots marked, a small phrase card with essential Japanese, and two tickets to a local temple they loved.

Total cost was probably $30, but it made me feel like I had a friend in the city. I've adapted this for my own home in San Francisco—I leave a Clipper card with a few rides loaded, a hand-drawn map of my neighborhood, and a list of "Maya's SF Essentials" that includes everything from the best burrito spot to the secret garden in Golden Gate Park.

Technology and Connectivity: The Modern Essentials

We live in 2024. Your guests need to be connected, and they need to be able to work the TV.

WiFi Setup

I print the WiFi password on a small card and put it in three places: on the welcome binder cover, stuck to the fridge, and on the bedside table. Why three? Because people lose things, and nothing is more frustrating than hunting for the WiFi password when you're exhausted.

If your WiFi is complicated (mesh network, extenders, etc.), explain it simply. "The main network is 'SmithHome' and it works everywhere. If you're in the backyard, 'SmithHome-Ext' might be stronger."

Streaming Services

This is a judgment call. Some hosts create a guest profile on Netflix so visitors can watch without messing up their recommendations. Others just let guests use their profile. A few log out of everything.

My approach: I have a guest profile on Netflix and leave my Spotify logged in (I don't care about my recommendations getting weird). I log out of anything that has my payment info stored, like Amazon.

Whatever you decide, be clear about it in your welcome binder. "Feel free to use the Netflix guest profile. Spotify is logged in if you want music. Please don't order anything on Amazon—the account is linked to my credit card!"

Phone Charging

Leave a multi-port charger in an obvious spot with various cables (USB-C, Lightning, micro-USB). A $15 investment that solves a universal traveler problem.

Smart Home Devices

If you have smart locks, smart thermostats, or voice assistants, explain them clearly. "The thermostat is the Nest on the wall. Just tap and adjust—it's intuitive." Or "Alexa can control the lights. Say 'Alexa, living room lights on' or just use the switches." And "The front door has a code lock. Your code is 4521. Please don't share it."

And if you have cameras? Disclose them clearly and make sure none are in private spaces. This is both an ethical and legal requirement in most places.

Safety and Emergency Information: The Stuff Nobody Wants to Need

Hopefully your guests will never need this section. But if they do, they'll be incredibly grateful you prepared it.

Emergency Contacts List

Create a single page with your local emergency number (911 in the US, but different in other countries), nearest hospital address and phone, urgent care clinic (often a better option than the ER for minor issues), your personal contact info, a local friend or neighbor who can help if you're unreachable, poison control number, and building manager or landlord if applicable.

Home Safety Basics

Cover where the fire extinguisher is, how they shut off the water if there's a leak, where the circuit breaker is, any areas of the home that are off-limits, and what they should do if the smoke alarm goes off. (Ours is sensitive—opening the window usually fixes it.)

Medical Supplies

A basic first aid kit should include band-aids in various sizes, antiseptic wipes, pain relievers (ibuprofen, acetaminophen), antihistamines, antacids, a thermometer, and tweezers. I keep mine in the bathroom cabinet and note its location in the welcome binder.

Preparing Your Space: The Pre-Arrival Checklist

The welcome package is just one part of preparing for guests. Here's what I do in the 24 hours before someone arrives.

Deep Clean Focus Areas: bathroom (especially the toilet, shower, and sink), kitchen (counters, stovetop, inside the microwave), floors (vacuum/mop all areas guests will use), fresh sheets on all beds, and empty all trash cans.

Declutter and Depersonalize: clear off counters and surfaces, remove excess personal items from bathroom, create closet and drawer space for guest belongings, and put away valuables and anything you don't want used.

Stock and Prepare: set out fresh towels, stock the welcome food items, put out the welcome binder, write the welcome note, test that all lights and appliances work, and make sure the WiFi is working.

The Final Walkthrough: walk through the home as if you're arriving for the first time. Is anything confusing? Missing? Unwelcoming? Does it smell fresh? (Open windows, light a candle, use a subtle air freshener.) Would you want to stay here?

What Not to Do: Common Welcome Package Mistakes

After years of home exchanges, I've seen some... choices. Learn from other hosts' mistakes.

Don't leave a novel. Your welcome binder should be comprehensive but scannable. If it's 30 pages of dense text, no one will read it. Use bullet points, headers, and bold text.

Don't be passive-aggressive. I once stayed in a home where the welcome note included "Please don't use too much water, we're on a well" and "The neighbors complained about the last guests' noise" and "We'll know if you moved the furniture." I felt like a suspect, not a guest.

Don't leave nothing. Some hosts think guests want to be left completely alone. But there's a difference between giving space and providing no guidance. Even a minimalist welcome package should include WiFi, emergency contacts, and basic house instructions.

Don't assume knowledge. You know your home intimately. Your guests don't. That "obvious" thermostat? Explain it. The trash cans that "everyone knows" go out Tuesday? Tell them.

Don't forget to update. If your welcome binder still recommends a restaurant that closed two years ago, it undermines trust in all your other recommendations. Review and update seasonally.

The SwappaHome Advantage: Building Your Reputation

On SwappaHome, every hosting experience is an opportunity to build your reputation through reviews. The credit system means you earn 1 credit for each night you host—and those credits let you stay anywhere in the network. But the reviews you earn determine whether people want to stay with you in the first place.

A thoughtful welcome package is the single easiest way to guarantee positive reviews. When guests feel genuinely welcomed and well-prepared, they say so. And those reviews compound over time, making your home more attractive to future guests.

I've found that guests who receive a great welcome package are also more likely to leave your home in excellent condition. It creates a cycle of mutual respect that's the whole point of home exchange.

Creating Your Welcome Package: A Quick-Start Guide

Feeling overwhelmed? Start here. This is the minimum viable welcome package that covers the essentials.

Week Before Arrival: Print or update your welcome binder, stock up on pantry staples and toiletries, deep clean the space.

Day Before: Buy fresh bread, milk, fruit. Pick up a bottle of wine or local treat. Final clean and walkthrough. Write your handwritten note.

Day Of: Set out the welcome binder and note, arrange the food attractively, make sure everything is fresh and ready, send guests a quick message confirming you're ready for them.

Once you've done this a few times, it becomes second nature. I can prep my home for guests in about two hours now, and I actually enjoy the ritual of it.

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The best welcome package I ever received was in a small apartment in Porto. The hosts had left a handwritten letter, a bottle of port wine (obviously), and a hand-drawn map of their neighborhood with little notes like "best pastéis de nata" and "sunset spot" and "our friend's bookshop—tell him we sent you."

It wasn't elaborate. It probably cost them $20 and an hour of their time. But seven years later, I still remember exactly how it felt to walk into that apartment and feel immediately, genuinely welcome.

That's what you're creating with your welcome package. Not just information—a feeling. The feeling of being expected, cared for, and trusted with someone's home. Get that right, and everything else falls into place.

Frequently Asked Questions

What should I include in a welcome package for home exchange guests?

A complete welcome package for guests should include a welcome binder with WiFi password, house instructions, and emergency contacts; kitchen basics like coffee, bread, and milk for the first morning; fresh towels and toiletries in the bathroom; and a handwritten welcome note with local recommendations. Budget around $40-50 USD for consumables.

How much should I spend on a guest welcome package?

Most hosts spend between $40-60 USD on welcome package consumables including breakfast basics, a bottle of wine, and toiletries. The welcome binder and reusable items like the first aid kit are one-time investments of about $30-50. This investment typically pays off through better reviews and more booking requests.

Do I need to leave food for home exchange guests?

Yes, leaving basic breakfast items is considered standard hospitality in home exchange. At minimum, provide coffee or tea, milk, bread, and fresh fruit—enough for guests to have a comfortable first morning without immediately finding a grocery store. A welcome treat like local wine or chocolate adds a memorable personal touch.

What information should be in a home exchange welcome binder?

Your welcome binder should include: WiFi password and emergency contacts on page one; house systems instructions (heating, AC, laundry, garbage); appliance guides with photos; neighborhood recommendations for groceries, restaurants, and transit; and safety information including first aid kit location and emergency procedures.

How do I make guests feel welcome in my home exchange?

Beyond practical supplies, personal touches create genuine welcome: a handwritten note, specific local recommendations ("order the chili oil at Café Luna"), a curated experience box with transit cards and maps, and clearing space in closets for their belongings. Guests remember these thoughtful details more than expensive amenities.