Airbnb Checkout Instructions: Free Templates & Messages

By StayScan Editorial Team · Published · Last updated

Ready-to-use Airbnb checkout instructions and checkout reminder messages. Copy, edit and send in seconds – or add them to a digital guidebook (30-day free trial).

The Checkout Balance

Checkout instructions are one of the most mismanaged parts of hosting. Hosts either ask too much ("please clean all surfaces, vacuum all floors, wash the dishes, strip all beds, and leave the place exactly as you found it") or too little, and then discover things their cleaner needed an extra hour to fix.

The right checkout list is short, specific, and reasonable. Guests will do five things cheerfully. They will resent fifteen. Here's how to land in the right place.

What to Ask For

Five tasks is the sweet spot. Here's a template you can adapt:

  1. Strip beds and leave linen on the bedroom floor
  2. Load and run the dishwasher (or wash dishes if no dishwasher)
  3. Take all rubbish to the bin outside (indicate where: "green bin on the left of the front door")
  4. Close and lock all windows
  5. Leave by 11am and leave the key in the lockbox (or whatever your key return process is)

That's it. Adjust based on your property, if you have specific bin requirements, include them. If your key return is different, adjust step five. But keep the list to five items.

What Not to Ask For

  • Deep cleaning: Your cleaning fee covers cleaning. Asking guests to clean the bathroom, mop floors, or vacuum is asking them to do the job your cleaning fee is meant to cover. Guests notice this, and some say so in reviews.
  • Rearranging furniture: "Return all furniture to its original position", unless you have a very specific reason for this, it's an unusual and slightly hostile request.
  • Washing all linen: Stripping beds is fine. Asking guests to wash and dry the linen is not appropriate for a standard booking.
  • Listing checkout separately in every communication: State checkout requirements once (in the guide), once (in the checkout reminder), and leave it there. Repeating rules creates a compliance-heavy tone.

Checkout Instructions for Different Property Types

The five-item list works for most properties, but the specific items change depending on what you're renting. Here's how to adapt checkout instructions for the three most common property types.

Apartments and Flats

Apartments have shared spaces, building rules, and neighbours on the other side of the wall. Your checkout list should account for the building, not just your unit:

  1. Strip beds and leave linen on the bedroom floor
  2. Load and run the dishwasher
  3. Take rubbish to the building's bin area (specify: "the bin room is on the ground floor, turn left out of the lift")
  4. Close and lock all windows — this matters more in apartments because of wind and noise complaints from neighbours
  5. Leave by 11am, lock the front door, and drop the key through the letterbox (or return to the lockbox in the lobby)

Apartment-specific additions: If your building has a communal area, add "please do not leave bags or personal items in the hallway." If there's a parking space, add "return the parking permit to the kitchen counter."

Houses and Standalone Properties

Houses have more systems — heating, outdoor areas, multiple entry points. The checkout list needs to cover the building envelope:

  1. Strip beds and leave linen on the bedroom floor
  2. Load and run the dishwasher
  3. Take all rubbish to the outdoor bins (specify: "green wheelie bin by the side gate")
  4. Turn the heating down to 15°C (or off in summer) — this saves energy and signals the stay is ending
  5. Close and lock ALL windows and external doors, including the back door and any ground-floor windows
  6. Leave by 11am, lock the front door, and return the key to the lockbox

Notice this is six items, not five. Houses legitimately need the extra step about heating and multiple entry points. If you have outdoor furniture, add: "return outdoor cushions to the storage box if rain is forecast."

Cabins and Remote Properties

Cabins and off-grid properties have unique checkout requirements related to fire safety, waste, and wildlife. A cabin checkout list looks different:

  1. Strip beds and leave linen on the bedroom floor
  2. Load and run the dishwasher (or wash dishes if no power)
  3. Take ALL rubbish to the bear-proof bin outside (specify: "the metal bin with the latch, 10 metres from the front door — do not leave bags on the porch, wildlife will get into them")
  4. Ensure the fireplace is fully extinguished — run the flue for 10 minutes, check for embers, close the glass door
  5. Close and lock all windows and doors
  6. Turn off the main water valve (if your property is prone to freezing, include this — specify: "valve is under the kitchen sink, turn clockwise until it stops")
  7. Leave by 11am, lock the front door, return the key to the lockbox

Cabins can justify seven items because the consequences of skipping a step are more serious — wildlife getting into rubbish, a fire risk, or frozen pipes. Frame these as safety items, not chores, and guests will comply.

Handling Keys and Lockbox Return Variations

Key return is the single most common checkout failure point. Guests lose keys, take them home, or leave them in the wrong place. Here's how to handle the four most common key return setups:

Lockbox at the Property

The simplest and most reliable. Your checkout instruction: "Leave the key in the lockbox by the front door and scramble the code." Take a photo of the lockbox for your guide so there's no ambiguity about which box and where.

Smart Lock (Code-Based)

No key to return — the guest just leaves. Your instruction: "Lock the door by pressing the lock button on the keypad as you leave. No key to return." If your smart lock auto-locks, say so: "The door locks automatically 30 seconds after closing — just pull it shut behind you."

Key Drop at a Front Desk or Concierge

Common in apartment hotels and managed buildings. Be specific: "Return the key to the front desk in the lobby. The desk is staffed 24 hours. If no one is at the desk, use the key drop box on the counter." Include the front desk hours in your guide.

Physical Key With No Lockbox

The riskiest setup — guests have to remember to leave the key somewhere specific. If you use this method, be extremely clear: "Post the key through the letterbox as you leave. Do not take the key with you — we charge a replacement fee of £50." The fee mention is reasonable and improves compliance. Better yet, install a lockbox.

Using Digital Guidebooks for Checkout

The checkout reminder message is important, but it's a one-time nudge. A digital guidebook keeps checkout instructions available at all times — guests can check the list the night before while packing, and again in the morning before they leave.

Here's how to use a digital guide for checkout:

  • Put the checkout list on its own page in the guide, not buried in a general "house info" section. Guests should be able to find it in two taps.
  • Include photos of the bin location, the lockbox, and the thermostat (if you ask them to adjust it). A photo of "the green bin on the left of the front door" eliminates the "which bin?" message.
  • Add a QR code in the bedroom pointing directly to the checkout page. Guests packing the night before will scan it and see the list without having to navigate the full guide.
  • Include the checkout time prominently — in bold, at the top of the page. "Checkout is at 11am" should be the first thing they see.

With a digital guide, your checkout reminder message can be shorter — just a link and a warm closing. The guide does the detailed work.

When to Send the Checkout Reminder

The evening before checkout, not the morning of.

Morning-of reminders arrive when guests are packing and rushing. Evening-before reminders give guests time to prepare mentally, ask any questions, and generally ensure a smoother checkout without the stress of a tight timeline message.

Template Checkout Reminder:

Hi [Name],

Hope you've had a great stay, you're set for checkout tomorrow at 11am.

Before you go:

  1. Strip beds, leave linen on the floor
  2. Load and run the dishwasher
  3. Take rubbish to the outdoor bin
  4. Close and lock all windows
  5. Leave key in the lockbox

Full details in the guest guide: [link]

I'll send your review shortly. Thank you so much for staying, it was a pleasure. Safe travels.

[Your name]

Expanded Template Variations

Short Version (For Guest Guide or Digital Manual)

Checkout: 11am

  1. Strip beds — leave linen on the bedroom floor
  2. Load and run the dishwasher
  3. Rubbish → outdoor green bin (left of front door)
  4. Close and lock all windows
  5. Key → lockbox by front door, scramble the code

Questions before you leave? Message me anytime.

Warm and Detailed Version (For Direct Bookings or Longer Stays)

Hi [Name],

It's been a pleasure hosting you — I hope you've had a wonderful stay. You're all set for checkout tomorrow at 11am.

A few things to help the transition go smoothly:

  1. Strip the beds and leave the linen on the bedroom floor — our cleaner will handle the rest
  2. Load and run the dishwasher if you've used dishes (tablets are under the sink)
  3. Take any rubbish to the green bin on the left of the front door
  4. Close and lock all windows — it keeps the property secure and weather-tight
  5. Leave the key in the lockbox by the front door and scramble the code

If you need a late checkout, message me this evening and I'll see what I can do. Otherwise, I'll send your review by the end of the day tomorrow.

Safe travels, and thank you for choosing to stay with us.

[Your name]

International Guest Checkout Considerations

International guests add a layer of complexity to checkout. They may be heading to the airport, navigating an unfamiliar city, or dealing with a language barrier. Here's what to adjust:

  • Bin and recycling rules vary by country. A guest from the US may not know that in Germany, glass is sorted by colour. In Japan, rubbish is sorted into burnable and non-burnable. If your area has specific sorting requirements, explain them simply with a photo of each bin and what goes in it.
  • Time zones and flight times. International guests often have afternoon flights and want a late checkout. State your late checkout policy clearly in the guide, and if you can offer flexibility, tell them how to request it: "If you need extra time, message me the evening before — I can often extend to 12pm if there's no same-day turnaround."
  • Key return clarity. "Post the key through the letterbox" may confuse a guest from a country where letterboxes are in the lobby, not the door. Use a photo of the letterbox or lockbox with a clear arrow pointing to it.
  • Taxi and airport info. Include in your checkout page: "The airport is 25 minutes by taxi, expect €30-40. The nearest taxi rank is outside the hotel on the corner, or order via [local app]." This eliminates the morning-of "how do I get to the airport?" message.
  • Translation. If you use a digital guidebook like StayScan, the checkout page auto-translates into 30+ languages. This is especially valuable for the bin sorting and key return instructions, which are the most likely to be misunderstood.

Handling Late Checkouts

Have a clear policy and communicate it proactively. Options:

  • Flexible: "If checkout is available to extend, message me the evening before, I'll let you know if I can accommodate"
  • Fixed with buffer: "Checkout is 11am, if you need a few extra minutes, that's fine, but please be out by 11:30 at the latest"
  • Paid late checkout: Offer it as an option with a fee, state the fee clearly

Whatever your policy, state it in the checkout reminder so guests aren't surprised.

The Review Connection

Your checkout message is the last communication guests receive before they leave a review. Ending it warmly and mentioning that you'll be leaving a review shortly does two things: it reminds guests to leave one, and it frames the interaction as the end of a two-way relationship, not just a transaction.

Don't ask for a five-star review specifically, this can feel pressure-heavy and some guests react negatively to it. A genuine "I'd love to hear how your stay was" is enough.

Frequently Asked Questions

Should checkout instructions be in the listing, the guide, or both?

Both, a brief version in the listing (so guests know before booking what's expected) and a fuller version in the guest guide. The checkout reminder message doesn't need to repeat everything; it should just surface the five key tasks at the right moment.

What if a guest clearly hasn't followed the checkout instructions?

If it results in extra cleaning time or cost, the Airbnb resolution centre exists for this. Document with photos before the cleaner starts work. For minor issues, absorb the cost and note it, if it's a pattern, review your checkout instructions for clarity.

Can I charge guests extra for not following checkout instructions?

Via the Airbnb resolution centre, yes, but only for demonstrable additional costs (extra cleaning fee for a severely uncleaned property, etc.). Minor non-compliance with checkout tasks (didn't strip the bed, left dishes in the sink) is generally absorbed as part of normal hosting costs rather than escalated to a resolution claim.

StayScan is a digital guidebook for Airbnb, VRBO, Booking.com and Agoda hosts: one QR code gives guests Wi-Fi, check-in steps, house rules and local tips in 30+ languages. Create your guidebook with a 30-day free trial, no credit card required.