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HOTEL OPERATIONS · TEMPLATE

Hotel Guest Directory Template: 12 Sections Guests Actually Read

At a glance

Suggested order of guest directory sections by how often guests askWi-Fi10Breakfast9Checkout8Parking7Pool / gym6Requests6Dining5
Illustrative priority (10 = put first), based on common front-desk questions. Rank yours using your own call log.

The 12-section template

Copy this structure
SectionWhat to includeExample wording
1. WelcomeHotel name, one-line welcome, how to reach the desk“Welcome to The Harbor Inn. Need anything? Dial 0 or scan the room QR.”
2. Wi-FiNetwork, password, help“Network: HarborGuest · Password on your key sleeve”
3. BreakfastHours, location, what’s included“6:30–10:00 a.m. weekdays, 7:00–11:00 weekends, Lobby Café”
4. Check-in / checkoutTimes, late checkout process, express checkout“Checkout 11 a.m. Late checkout on request, subject to availability”
5. Requesting itemsTowels, pillows, toiletries, irons, cribs: how to ask“Scan the room QR → Requests, or dial 0”
6. HousekeepingSchedule, opt-out, DND policy“Daily refresh on request. Hang the card or tap ‘Housekeeping’”
7. Dining & room serviceHours, menu link, fees“In-room dining 5–11 p.m.; delivery fee applies”
8. FacilitiesPool, gym, spa, business center, laundry, with hours and location“Pool 7 a.m.–9 p.m., Level 3. Towels at the gate”
9. Parking & transportRates, EV charging, shuttle times“Valet $X/night; shuttle to airport hourly 5 a.m.–11 p.m.”
10. SafetyEmergency number, evacuation map, defibrillator, first aid“In an emergency dial 911, then the desk”
11. Local guidePharmacy, grocery, 3–5 favorite restaurants, attractionsShort, honest recommendations, not ads
12. House rules & policiesSmoking, pets, quiet hours, damageShort and friendly

Example wording is illustrative. Replace with your property details and check local legal requirements (emergency info, accessibility).

Printed binder vs. digital directory

Choosing a format
FactorPrinted binderDigital (QR) directory
Update speedReprint every changeEdit once, live everywhere
Temporary closures (“pool closed today”)Hard to communicateCan show closure notice
Hygiene & wearGets dog-eared, goes missingNothing to handle
Guests without smartphonesWorksKeep a printed one-page summary
AccessibilityFixed font sizePhone zoom and screen readers work
Can guests act on it?No, they still have to callCan link straight to requests or ordering

How DigitalRoomService handles this

If you’d rather not maintain a PDF, the digital hotel compendium lets you publish facilities with category, description, location, weekly hours and temporary closures. Guests see them on the home screen after scanning the room QR, next to the services they can request. The glossary entry explains the term if your team calls it something else.

Writing tips that make directories useful

  • Lead with numbers and times. Guests scan, they don’t read.
  • Use the same names as your signage (“Lobby Café,” not “F&B outlet 1”).
  • One idea per line; no paragraphs over three lines.
  • Translate the top 5 sections if many guests share a language other than English.
  • Say what’s not available (“no room service after 11 p.m.; vending on Level 2”).
  • Add a “last updated” date so staff know it’s current.

Monthly upkeep checklist

  • ☐ Hours still correct for breakfast, pool, gym, shuttle?
  • ☐ Seasonal changes added (holiday hours, pool winter closure)?
  • ☐ Prices current (parking, room service fees)?
  • ☐ Local recommendations still open?
  • ☐ Emergency info and maps verified?
  • ☐ Front desk call log reviewed: anything people keep asking that isn’t in the directory?

That last step is the most valuable. See how to reduce front desk phone calls for how to use your call log.

Frequently asked questions

What is a hotel guest directory?

An in-room guide, printed or digital, covering hotel services, hours, policies, dining, safety and local information.

What is the difference between a guest directory and a compendium?

None in practice. “Compendium” is common in the UK and Europe, “guest directory” or “room directory” in the US.

How long should a hotel guest directory be?

As short as possible while answering the top questions. A one-page summary plus detailed sections works well.

Should a hotel guest directory be digital?

Digital is easier to keep current and can link to requests, but keep a printed summary for guests who prefer paper.

How do I make a digital directory accessible?

Use real text (not images of text), good contrast and clear headings so phone zoom and screen readers work.

Sources and further reading

  1. ADA.gov — Guidance on web accessibility and the ADA
  2. Hotel Tech Report — 2026 State of Hotel Guest Tech Report (Mar 2026)

External sources were checked on October 24, 2026. Figures belong to their publishers. DigitalRoomService examples describe product behavior and are not performance guarantees.

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