For simplicity's sake, when we talk about a pre-arrival folder, we're referring to the folder of information you will send your guest prior to his arrival as well as the house copy you will leave inside the property for easy reference - most of the documents are the same.
A fun way to put this folder together is to put yourself in your guest's shoes (or flip flops!) and do a virtual trip to your property.
So let the journey begin! Getting there safely! Now that the legal paperwork is behind you both, you'll want your guest's pre-arrival folder to have a warm and welcoming tone - so start with a welcome letter - and why not find an attractive title for your folder such as "Robert Cole welcomes you to Casa Genista" or "Casa Genista - your urban oasis awaits you".
Your next job is to steer your guest safely to destination.
When providing directions, repeating your exact street address is a start, mentioning a few key landmarks is better, and adding mileage and approximate travel times is even better.
You can use Google Map to help you propose driving directions and point out your property location from various airports, city closest to your location, access from the north or south, etc.
The idea is to do whatever you can to avoid frustration - there's nothing worse, on your first day of vacation, than getting lost and driving around in circles! This may mean you should include detailed directions from local airports or trains.
Remember to give indications that will help your guest know if he's shot past his mark and missed your property, and don't forget to mention those aggravating one-way streets.
And why not go the extra mile and suggest routes with the least heavy traffic during certain hours or best road conditions? Make sure you keep informed about any road construction going on in your district.
Taking possession of the property So your guest has finally pulled up in front of the address you provided - remember that your pre-arrival folder should reiterate the check-in date and time and the fact that early check-in is not allowed.
But his pain is not over yet, he must be able to access your property easily.
Some owners include a photo of the front entrance of the property, building or condo - this helps when folks arrive after dark.
If the property is located within a complex, tell your guest how to find your condo once inside the building - provide gate codes, building and unit number, floor, landmarks, elevator and stairwell locations, turn left, turn right, where to find luggage carts, etc.
And once the little family has downloaded its gear, make sure your guest knows where to park and where to pick up the parking pass.
Tell your guest everything he needs to know about keys: where to pick them up, how to use your door lock, where to locate the lockbox, what code to use (choose an easy-to-remember one!), how to use it.
You might want to include a photo of your lockbox for folks who have never used one before.
To be continued in Is Your "Guest Pre-Arrival Folder" Warm, Helpful And Crystal-Clear? - Part 2 References 1.
Christine Hrib Karpinski, How to Rent Vacation Property by Owner, 2nd edition (Kinney Press Pollack, 2008)