Airbnb Check-In Instructions Template: Copy, Customise, and Send

Good check-in instructions are the difference between a guest who arrives relaxed and a guest who arrives frustrated. They set the tone for the entire stay, and they directly affect your reviews. A smooth, stress-free arrival almost always leads to a better review, while a confusing check-in can sour even the most beautiful property.

Below you will find a complete check-in instructions template that you can copy, customise for your property, and start using today. We will also cover best practices, common mistakes, and how to make your check-in process as smooth as possible.

Why check-in instructions matter more than you think

Check-in is the first real interaction your guest has with your property. Everything before this point has been digital: photos, messages, reviews. Now they are standing at your door, possibly tired from travelling, possibly with luggage and children, and they need to get inside quickly and easily.

Airbnb specifically rates hosts on the "check-in" category, and this score feeds into your overall rating and search ranking. Guests who struggle with check-in are significantly more likely to mention it in their review, and a low check-in score drags down your entire listing performance.

The good news is that check-in is one of the easiest things to get right. Clear instructions solve 95% of problems before they happen.

The complete check-in instructions template

Here is a template you can adapt for your property. Copy it, fill in your details, and adjust the sections that apply to your setup.

Pre-arrival message (send 24 hours before)

Subject: Your stay at [Property Name] starts tomorrow!

Hi [Guest Name],

We are looking forward to hosting you! Here is everything you need for a smooth arrival tomorrow.

Address: [Full address including postcode]

Check-in time: [Time] onwards

Access: [Key safe / smart lock / key collection details]

Getting there:

• By car: [Directions from nearest main road, parking instructions]
• By public transport: [Nearest station/bus stop, walking directions]
• By taxi: [Recommended taxi firms, approximate cost from station/airport]

Step-by-step entry:

1. [First step, e.g. "Approach the front of the building. The entrance is the blue door to the right of the cafe."]
2. [Second step, e.g. "The key safe is located to the left of the door, behind the small bush. The code is 1234."]
3. [Third step, e.g. "Use the silver key to open the front door. The flat is on the first floor, second door on the left."]
4. [Fourth step, e.g. "Use the gold key to open the flat door. Please double-lock when leaving."]

WiFi: Network: [name] / Password: [password]

Parking: [Free on-street / permit provided / dedicated space at rear of building]

If you have any questions at all, do not hesitate to get in touch. You can also scan the QR code on the kitchen counter when you arrive for instant answers to any questions about the property.

Safe travels!

Day-of reminder (send 2 hours before arrival)

Hi [Guest Name], just a quick reminder for your arrival today:

Address: [Full address]
Access code: [Code]
WiFi: [Network] / [Password]

See you soon!

Customising the template for different property types

Apartments and flats

Apartments often have the most complex check-in processes because there are multiple access points: building entrance, corridors, lifts, and the individual unit. Be explicit about every step. Mention the intercom if there is one, specify which floor (and whether to use stairs or lift), and describe the flat door clearly, especially if there are multiple doors on the same landing.

Houses

Houses are simpler but can still cause confusion. Describe the exterior clearly, especially if the house looks similar to neighbours. Mention gate access if applicable, and be specific about which door to use if there are multiple entrances (front door vs side door, for example).

Rural properties

Rural properties need extra attention to directions. Satnav can be unreliable in rural areas, so provide landmarks: "Turn left at the red post box," "The property is 200 metres past the village pub on the right." If mobile signal is poor near the property, warn guests to download directions in advance.

Key safe vs smart lock vs key handover

Each access method has pros and cons for your check-in instructions.

Key safes

Key safes are the most popular self check-in method. They are affordable, reliable, and guests are familiar with them. In your instructions, describe the exact location of the key safe (with a photo), the code, and which key opens which door. Change the code between guests if you use a combination key safe, or at least between every few guests.

Smart locks

Smart locks are increasingly popular and offer several advantages: you can set unique codes per guest, codes expire automatically, and you can see when guests check in. Your instructions should include the code, whether to press any specific button before entering the code, and what to do if the battery dies (most smart locks have a physical key backup).

In-person key handover

Some hosts prefer meeting guests in person. If you go this route, be very specific about the meeting point and time. Have a backup plan (a key safe or trusted neighbour) in case the guest is delayed or you cannot make it. Nothing frustrates a guest more than arriving and having no way to get in.

Common check-in instruction mistakes

After reviewing hundreds of host setups, here are the mistakes we see most often:

• Too vague: "The key is near the door" is not helpful. "The key safe is on the wall to the left of the front door, 1 metre from the ground, partially hidden behind the ivy" is helpful.
• No photos: Text-only instructions are harder to follow. A single photo of the entrance with an arrow pointing to the key safe eliminates most confusion.
• Assuming knowledge: Do not assume guests know what a key safe is, how your intercom works, or which direction "left" is when facing the building. Be explicit.
• Outdated codes: Forgetting to update access codes is a surprisingly common problem. Guests arrive, the code does not work, and they are stuck outside. Set a reminder to update codes between guests.
• Missing parking info: Guests driving to your property need to know where to park before they arrive, not after they have circled the block three times.

Making check-in instructions always available

Even the best instructions can get lost in a busy message thread. Guests often scroll back through dozens of messages trying to find the WiFi password or the door code while standing outside your property.

One approach that top hosts use is providing a QR code at the property entrance or in the welcome area. When linked to an AI concierge like AskYourStay, guests can scan the code and ask any question: "What is the WiFi password?", "How do I work the heating?", "Where should I park?" They get an instant answer without needing to dig through old messages or wait for you to reply.

This is especially useful for late arrivals when you might be asleep, and for guests who book through multiple platforms where message history is harder to find.

Testing your check-in process

The most important thing you can do is test your check-in instructions from scratch. Ask a friend who has never visited your property to follow your instructions with no additional help. Watch where they hesitate, where they look confused, and where they need to ask questions. Every point of confusion is a potential bad review waiting to happen.

Do this test at least twice a year, and always after making any changes to your access method, building entrance, or parking arrangements.

A polished check-in process takes a few hours to set up but pays dividends on every single booking. Your guests arrive happy, your reviews reflect it, and you spend less time fielding frantic messages from guests who cannot find the key safe.

If you want to take your check-in experience even further, try AskYourStay free for 30 days. Your property information is always available to guests on demand, and you never have to answer the same check-in question twice.