HomeExchange House Manual Checklist for Hosts

Home-swap guests live in your home, with more personal detail and trust involved than a standard rental stay. A clear house manual gives them the information they need without overwhelming them.

Explain the routines that make your home work: arrival, keys, pets, plants, appliances, neighbours, and the small things you would explain in person.

Start with a personal welcome

Introduce the home in a few sentences. Say what you enjoy about the neighbourhood, name the best contact during the stay, and flag anything guests need to know on arrival.

Then cover these essentials:

• Full address and arrival directions
• Keys, entry code, alarm, and building access
• Wi-Fi name and password
• Emergency contacts and the nearest urgent-care option
• Where to find the electrical panel, water shutoff, and first-aid supplies

Share active access codes securely with confirmed guests rather than putting them on a page anyone can open.

Explain the routines guests cannot infer

This is where a home-swap manual earns its place. Add the habits that a visitor cannot infer:

• Which bins go out and when
• Whether the heating needs a particular setting
• How to use the coffee machine, induction hob, washing machine, or TV
• Where to park a bike, car, or pram
• Whether shoes stay by the door
• Which rooms, cabinets, or belongings are private

Write each item as a direct instruction. “The washing machine is in the hall cupboard; use the 40° mixed-load programme” is better than “Laundry is available.”

Make pet and plant care impossible to miss

If a guest is caring for an animal or plants, separate that information from the general house guide. Use clear headings, a daily routine, and a backup contact.

For pets, include food, walks, medicines, boundaries, a vet, and what to do if the pet gets out. For plants, group them by location and add photos where watering needs differ. Do not assume a guest knows which “large plant by the window” you mean.

Include the neighbourhood like a local would

Home swaps run more smoothly when guests know how the area works. Add the nearest grocery shop, transit stop, pharmacy, playground, coffee place, and one recommendation you would give a friend.

Also mention practical local customs: recycling rules, quiet hours, parking restrictions, building etiquette, or anything that will help guests be good neighbours.

Be clear about boundaries

Clear expectations help guests respect your home. Explain what is off limits, whether guests may invite visitors, how to use shared spaces, and what to do if something breaks.

Keep the tone warm and factual so guests can follow the house rules without feeling watched.

Finish with departure

Before the swap, agree on the basics and repeat them in the manual:

• Departure time and key return
• Linen and towel plan
• Rubbish and recycling
• Thermostat, windows, and appliances to check
• What to do with leftover food
• How to report damage or a maintenance issue

Keep the manual easy to update

The details that change most often are Wi-Fi, local recommendations, plant care, and appliance instructions. A digital HomeExchange guest manual lets you update those in one place and send the same link before every swap.

If you are still deciding what form the guide should take, start with our digital guest guide overview. You can adapt the Airbnb welcome book template, then add the personal routines that make a home swap different.

Hero photo by Felipe Hueb on Pexels.