Presentation Tips for Information Documents

When your guests have booked and paid their deposit, what do you send them?  Is it just a rental agreement and statement of account, or do you then deliver a comprehensive pre-arrival document so they can plan their stay?  I would go for the latter because for many people the anticipation of and the planning for a journey can be the most important and enjoyable part of the vacation.

Leaving the details about where they can go and what they can do until nearer the time is like trying to make a dish from a recipe book with no photograph of what the end product might look like.  It’s hard to imagine what the experience is going to be like without some details to help the planning.  You could include:
  • Information on where they can rent a vehicle (if most of your guests fly in )
     
  • Links to local tourism websites
     
  • A brief description of local hiking and biking trails
     
  • Bike and boat rental outlets so guests can book in advance
     
  • Local restaurants with opening hours and reservation details
     
  • Opening hours for grocery and liquor stores (particularly important if guests are flying in and need to stock up on food and beer on the day of arrival)
     
  • Inventory of child amenities (highchair, playpen, etc) is useful for parent planning
     
  • Availability of on-site services such as catering, massage, maid service etc with details for pre-booking
     
  • Golf courses in the vicinity with telephone number for booking tee-times
 
Great presentation creates confidence
 
It’s easy to rattle off a document with lots of text giving all directions, key access, bed configuration etc. and providing it is well detailed and contains all the relevant information it may be sufficient.   However, giving some thought and time to the presentation of the material can result in less supplementary questions coming your way.  In fact, the way a document is presented can say a lot about the owner, the property and the attention to detail a guest can expect. 
 
Use color, graphics, photos and even embedded video to create a dynamic pre-arrival document .