Welcoming your first guest (10 steps)

Your 10-step welcome guide

1. 1

   Confirm arrival details and who will meet the guest

   A smooth arrival reduces stress for everyone — especially after travel. It also helps you avoid last‑minute confusion about times and access.

   What to do:

   • Check the booking confirmation for arrival date and expected arrival window.
   • Make sure a responsible adult will be at home to greet the guest.
   • If you will not be home, arrange an alternative agreed plan in advance (for example another adult household member).
   • If the guest is delayed, stay calm — travel delays are common. If you have concerns that the guest has not arrived, contact London Homestays for guidance.

   Helpful phrases (optional):

   • “Let me know roughly when you expect to arrive.”
   • “If your travel plans change, please send me a quick message so I know when to expect you.”
2. 2

   Prepare the bedroom and the essentials

   A clean, ready room helps guests feel safe and welcome. It also prevents awkward conversations about missing basics on the first day.

   What to do:

   • Make the room ready for the guest’s sole use for the booking (unless a twin/double share is agreed).
   • Provide clean bed linen and make towel arrangements clear (for example, provide one towel and explain when it will be changed).
   • Check basics: heating works, lights work, curtains/blinds work, and there is clear storage space.
   • Leave a simple welcome note with the Wi‑Fi password and any key information (for example rubbish/recycling day or where to leave shoes, if relevant).

   Helpful phrases (optional):

   • “Here’s the Wi‑Fi password. If it doesn’t work, tell me and we’ll sort it.”
   • “Please help yourself to the space in this drawer/wardrobe — it’s yours during your stay.”
3. 3

   Give a warm welcome and a short tour

   First impressions matter. Many guests will be tired, nervous, and unfamiliar with British routines. A friendly welcome sets the tone.

   What to do:

   • Greet the guest warmly, introduce household members, and offer a drink (and a light snack if appropriate).
   • Give a short tour: bedroom, bathroom, kitchen (if applicable), and where coats/shoes can go.
   • Show practical details: how doors lock, where keys are kept, and how to use the shower/heating controls if they are not obvious.

   Helpful phrases (optional):

   • “Welcome — we’re glad you’re here.”
   • “Let me show you around quickly, then you can rest.”
4. 4

   Do a simple check‑in: routines, boundaries and what's included

   A calm five‑to‑ten minute check‑in prevents most misunderstandings later. The aim is clarity, not ‘laying down rules’.

   What to do:

   • Optional: offer a short ‘house info’ sheet or note (Wi‑Fi, key routines, meal times if included, and anything guests often ask).
   • Explain the everyday routine: bathroom use, typical meal times (if meals are included), and quiet hours.
   • Clarify what guests can use and what they should ask before using (for example towels may be fine; personal toiletries are not).
   • Confirm the meal plan the guest has booked (self‑catering / bed & breakfast / half board) and what it means in practice.
   • If meals are included, agree typical meal times and ask about any dietary requirements (likes/dislikes, allergies, religious needs).
   • Agree laundry arrangements (typical frequency and how to request a wash).

   Helpful phrases (optional):

   • “If you’re unsure about anything in the house, please ask — we’re happy to help.”
   • “This is what your meal plan includes, and this is what you’ll arrange yourself.”
5. 5

   Agree communication and exchange contact details

   Good communication prevents small problems becoming big ones (late arrivals, misunderstandings, missed messages).

   What to do:

   • Exchange mobile numbers and agree how you will message each other for practical updates (text/calls or a messaging app).
   • Ask the guest to tell you if they change to a UK number later, so you can update your contact list.
   • For privacy, keep contact details secure and only use them for stay‑related communication.

   Helpful phrases (optional):

   • “If you get a UK number later, could you send it to me so I have the right contact details?”
   • “If you’ll be late returning, please send a quick message.”
6. 6

   Cover home security and local safety basics

   Many guests are new to London. A short, practical safety briefing reduces risk and helps them feel confident.

   What to do:

   • Show how to lock doors and windows properly, and where keys should be kept.
   • Explain any entry codes/alarm instructions if relevant (keep it simple).
   • If helpful, show how to use key household essentials the guest may need (for example microwave/kettle, washing machine settings, and where to find instructions).
   • Point out the fire escape route(s) and what to do in case of fire.
   • Remind guests to keep keys safe and to tell you promptly if a key is lost.

   Helpful phrases (optional):

   • “Please make sure the front door is fully locked when you leave.”
   • “Here’s the quickest way out if there’s a fire — hopefully you’ll never need it, but it’s good to know.”
7. 7

   Help them understand the local area and how to get to school/work

   Even simple journeys can feel difficult on day one. Local guidance is one of the biggest benefits of homestay.

   What to do:

   • Show the route to the nearest station/bus stop (a quick map screenshot is fine).
   • Explain any key local tips (for example where to buy a travel card, nearest supermarket/pharmacy).
   • If they start school/work the next day, suggest a ‘practice route’ or share the best time to leave.

   Helpful phrases (optional):

   • “The station is here — I’ll show you on the map as well.”
   • “On your first day, it can help to leave a little earlier than you think you need.”
8. 8

   Set expectations for living together (respect, privacy, and 'home from home')

   A homestay is about people as well as the room. Clear expectations help guests relax and help you protect your own household routines.

   What to do:

   • Encourage a friendly, respectful atmosphere — a quick chat in the kitchen can help guests feel included.
   • Respect privacy: knock before entering the guest’s room and ask them to do the same for yours.
   • If something feels uncomfortable (for either side), raise it early and calmly, and contact London Homestays for advice if needed.

   Helpful phrases (optional):

   • “We hope you’ll feel at home here — if you need anything, just ask.”
   • “If you’d like quiet time, that’s absolutely fine too.”
9. 9

   Make clear what guests can and cannot use your address for

   This protects you as a host. Some guests may not realise that using your address for accounts can cause problems for your household.

   What to do:

   • Explain that the guest should not use your address for opening bank or credit accounts, or registering services, without speaking to you first.
   • Using the address for essential welfare or emergency purposes (for example registering with a GP/NHS services, or providing details to their embassy) is usually fine, as long as you are aware and it has been agreed.
   • If the guest is unsure what the address can be used for, ask them to contact London Homestays for guidance.

   Helpful phrases (optional):

   • “Please don’t use this address for opening any accounts unless you speak to me first.”
   • “If you’re unsure what it can be used for, let’s check with London Homestays.”
10. 10

    Do a calm check‑out: keys, room check and next steps

    A short check‑out avoids the most common ‘after departure’ issues (keys taken abroad, items left behind, damage noticed too late).

    What to do:

    • Confirm the departure time the day before, if possible.
    • Collect all keys and any entry fobs/cards before the guest leaves.
    • Optional: ask for quick feedback on the stay (what helped, what could be improved). If they were happy, you can mention that reviews for London Homestays are appreciated (no pressure).
    • Keep a forwarding contact (email/phone) and, if needed, a follow‑on address in case the guest forgets something.
    • Quickly check the room for left items (chargers, documents) and any damage.
    • If something has been damaged, tell London Homestays promptly so it can be handled fairly. (Damages are extremely rare, but it’s best dealt with while the guest is still in the UK.)

    Helpful phrases (optional):

    • “Before you go, could we do a quick key hand‑over?”
    • “Let’s do a quick room check together so nothing gets left behind.”