Airbnb Check-In Instructions: 7 Free Templates & Examples

By StayScan Editorial Team · Published · Last updated

What to put in your Airbnb check-in message: address, access codes, Wi-Fi, parking and house rules. Copy-ready templates and timing tips.

The Most Important Message You Send

Most hosts treat the check-in message as a formality, something to send the night before arrival, copying and pasting the same thing they always send. That's a missed opportunity.

Your pre-arrival check-in message is often the last thing a guest reads before they arrive at your property. It sets their expectations for the entire stay. A good one prevents ten follow-up messages. A bad one generates confusion that shows up in reviews.

When to Send It (Timing Matters More Than You Think)

The common advice is "send it the night before." This is wrong for most guests.

The night before arrival, most guests are busy, packing, finishing work, sorting out family logistics. They skim the message, miss crucial details, and then text you from your driveway at 4pm asking for the entry code.

Send your detailed check-in message 48 hours before arrival. This gives guests time to actually read it while they're still at home and have the mental space to absorb the details.

Then send a brief reminder morning-of: "You're all set for today, key info is in the message I sent you. See you soon!" This prompts them to re-read without you having to repeat everything.

What to Include

The Non-Negotiables

  1. Full address, the complete address with postcode, not just the street. Format it so it's copy-paste ready for Google Maps or Apple Maps.
  2. Entry instructions, exact lockbox code or smart lock instructions. If there are multiple steps, number them. Don't assume anything is obvious.
  3. Parking, where exactly, any permit requirements, what to do if that spot is taken.
  4. Check-in time, confirmed, not just referring back to the booking. "Check-in is from 3pm, I'll have everything ready for you" is more reassuring than "as per the listing."
  5. Link to your guest guide, one link that contains everything else. Don't try to fit the entire guide into the message.
  6. Your phone number, for genuine arrival emergencies. Make clear you're responsive.

What to Leave Out

This is where most hosts go wrong. The check-in message is not the place for:

  • Your full house rules (those are in the listing and your guide)
  • A lecture about noise, parties, or other rules (trust your guests until you have reason not to)
  • Long pleasantries and disclaimers
  • Information about checkout (they'll receive a separate message)
  • Upsell offers for "local experiences" (you can do this, but separately)

Every sentence that isn't entry/navigation information reduces the chance that guests will actually read the entry/navigation information.

The Template

Here's the template I use, adapted for every booking:

Hi [Name],

Looking forward to welcoming you to [Property Name] on [Date].

Address: [Full address with postcode]

Parking: [Specific instructions]

Entry: [Exact lockbox location and code, or key collection instructions]

Check-in from: 3pm (late checkout not possible, we have cleaners in most mornings)

Everything you need during your stay is in the guest guide: [link]

My number is [X] if anything doesn't work on arrival. I'm quick to respond.

Have a great trip, see you [day].

[Your name]

That's it. Adjust the details, keep it that short. The guest guide does the rest of the work.

Self Check-In vs Hosted Check-In: Different Messages

The message you send for a self check-in property is fundamentally different from one where you meet the guest in person. Using the wrong template creates confusion.

Self Check-In Message

The self check-in message needs to be completely self-sufficient. The guest will arrive, let themselves in, and figure everything out without you. Every detail must be in the message or the linked guide:

Hi [Name],

Looking forward to having you at [Property Name]. You're set for self check-in any time after 3pm.

Address: 14 Elm Street, Bristol, BS1 4AB

Entry: Lockbox mounted on the railing to the left of the front door. Code: 4827. Turn the dial left to clear, enter the code, pull down the latch.

Parking: Bay 4 in the driveway (on your left as you enter). Do not park on Mill Street — permit only before 6pm.

Everything you need during your stay — Wi-Fi, appliances, local tips, checkout — is in the guest guide: [link]

If anything doesn't work on arrival, call or text me at [number]. I respond within 15 minutes.

Have a great trip, [Your name]

Hosted Check-In Message

When you're meeting the guest, the message is shorter — you'll cover the details in person. Focus on arrival logistics and your meeting time:

Hi [Name],

Looking forward to welcoming you to [Property Name] on [Date]. I'll meet you at the property at [time] to show you around and get you settled.

Address: 14 Elm Street, Bristol, BS1 4AB

Parking: Bay 4 in the driveway. If that's taken, street parking on Elm Street is free after 6pm.

If you're running early or late, just message me — I'm flexible within reason.

See you [day], [Your name]

Notice the hosted version doesn't include the entry code or the guest guide link — you'll hand them the guide in person and walk them through the property. The message just gets them to the door.

Handling Late Arrivals

Late arrivals — anything after 9pm — need a different approach. Guests arriving late are often tired, stressed from travel delays, and operating in low light. Your message should anticipate this and make arrival as frictionless as possible.

For Self Check-In Late Arrivals

Add these details to your standard self check-in message:

  • Lighting: "The porch light is on a sensor and will come on as you approach the door. The hallway light switch is on the left wall, just inside the door."
  • Noise note: "If you arrive after 10pm, please keep noise to a minimum in the entryway — the upstairs neighbours are light sleepers."
  • Reassurance: "If the lockbox is tricky in the dark, shine your phone torch on it — the code is 4827. Call me at [number] if you get stuck, I don't mind late calls."

For Hosted Check-In Late Arrivals

Decide your policy in advance. Options:

  • Meet for late arrivals up to a cutoff (e.g., 10pm) and switch to self check-in after that: "If you arrive after 10pm, I'll leave the key in the lockbox for you — code 4827, on the railing left of the door. I'll check in with you in the morning."
  • Self check-in for all late arrivals with a follow-up the next morning: "For arrivals after 9pm, I use self check-in to keep things simple. I'll come by at 10am tomorrow to show you around and answer any questions."
  • Late arrival fee for very late check-ins (after midnight): only if you're paying someone to meet the guest. State this clearly before booking, not as a surprise.

The key principle: never make a late-arriving guest wait or feel guilty. Self check-in solves almost every late arrival problem. If your property doesn't have a lockbox or smart lock, installing one is the single highest-ROI upgrade you can make.

Check-In Messages for Unique Property Types

Standard check-in templates assume a standard property: a house or apartment in a city, easy to find, easy to access. If your property is unusual, your check-in message needs to compensate.

Remote Cabins and Off-Grid Properties

Remote properties have three challenges: GPS is unreliable, cell service may be spotty, and the last stretch of road can be confusing. Your check-in message needs more detail:

Hi [Name],

Looking forward to having you at Cedar Cabin. A few things to know before you drive up:

Address: [Full address] — but note that GPS often takes you to the wrong entrance. Use these directions instead: [detailed turn-by-turn directions from the nearest main road]

Cell service: Drops out about 2 miles before the cabin. Download offline maps before you leave [nearest town]. Save my number: [number].

Last fuel: The gas station in [town name] is the last one for 30 miles. Fill up there.

Entry: Key is in the lockbox on the front porch. Code: 4827. The porch light is on a sensor.

Road conditions: The last mile is a gravel road. Any car can manage it in dry conditions. In winter, check the forecast — 4WD is recommended after snow.

The full guide — heating, water, fire pit, everything — is here: [link]. Download it before you lose signal.

Call me at [number] if you get lost or anything doesn't work. Safe travels, [Your name]

Apartments With Tricky Access

City apartments in older buildings often have confusing entry sequences: a street door code, then a lift, then a floor code, then the apartment. Number every step and include photos:

Hi [Name],

Looking forward to having you at the apartment. The building has a few access steps — here's the sequence:

  1. Street door: Enter code 4471 on the keypad to the right of the green door (see photo 1)
  2. Lift: Take the lift to the 3rd floor (press "3", the lift requires the key fob — it's in the lockbox inside the street door, on the left wall)
  3. Apartment: Apartment 3B, turn left out of the lift, second door on the right. Key in the lockbox mounted on the door frame. Code: 4827.

Parking: The building car park is accessed from the rear lane off Mill Street. Take a ticket at the barrier, park in any visitor space, and I'll reimburse you. Do not park on the street — permit only.

If any code doesn't work, call me at [number]. Full guest guide: [link]

[Your name]

Multi-Unit Buildings

If you rent one unit in a building with multiple units — or multiple units in the same building — the biggest risk is guests entering the wrong unit. Be explicit:

Hi [Name],

You're staying in Unit 2 — the ground floor unit with the blue door. Do not enter Unit 1 (the white door on the left) or Unit 3 (upstairs). Unit 2 is clearly labelled on the door.

Entry: Lockbox on the door frame of Unit 2. Code: 4827.

[rest of details]

Expanded Template Variations

Minimal Template (For Frequent Travellers and Short Stays)

Hi [Name], all set for your arrival at [Property Name] tomorrow.

Address: [full address]
Entry: Lockbox on front railing, code 4827
Parking: Bay 4 in the drive
Check-in from 3pm

Guest guide with everything else: [link]
My number: [number] if anything comes up.

See you tomorrow, [Your name]

Detailed Template (For First-Time Airbnb Guests or International Arrivals)

Hi [Name],

Looking forward to welcoming you to [Property Name] on [Date]. Here's everything you need for a smooth arrival:

Address: [Full address] — this is copy-paste ready for Google Maps or Apple Maps.

Getting here: If you're coming from the airport, the taxi rank is outside arrivals — expect about €25 and 20 minutes. The nearest train station is [station], a 10-minute walk.

Parking: Bay 4 in the driveway, on your left as you enter. If that's taken, street parking on Elm Street is free after 6pm.

Entry (step by step):

  1. Walk to the front door (red door, top of the stairs)
  2. Lockbox is mounted on the railing to the left of the door
  3. Code: 4827 (turn left to clear, enter the code, pull down the latch)
  4. Key opens the deadbolt — turn fully to the right

Check-in from: 3pm. If you arrive earlier, there's a café called The Daily Grind 2 minutes away on foot — great place to wait.

Everything you need during your stay — Wi-Fi, appliances, local recommendations, checkout — is in the guest guide: [link]

My number is [number] if anything doesn't work on arrival. I respond quickly.

Have a great trip, [Your name]

Using Digital Guidebooks to Reduce Check-In Message Length

The biggest mistake hosts make with check-in messages is trying to include everything. Wi-Fi passwords, appliance instructions, local restaurant recommendations, house rules — all crammed into a message that guests skim and forget. The result: a 400-word message where the critical entry code is buried at line 12.

A digital guidebook solves this by offloading everything except the essentials. Here's the principle:

The check-in message contains only what the guest needs to get through the door. Everything else lives in the guide, accessible via a single link.

Before a digital guide, my check-in messages were 350-400 words. After, they're 100-150 words. The reduction comes from moving these sections to the guide:

  • Wi-Fi credentials → guide, section 1
  • Appliance instructions → guide, room-by-room section
  • House rules → guide, rules section
  • Local recommendations → guide, neighbourhood section
  • Checkout instructions → guide, checkout page
  • Emergency contacts → guide, pinned section

What stays in the message: address, parking, entry instructions, check-in time, your phone number, and the guide link. That's it. Six items, scannable in 15 seconds, and the guest has the rest at their fingertips the moment they need it.

This also means you never have to choose between "too short" and "too long." The message is always short. The guide is always comprehensive. And because the guide is digital, it auto-translates for international guests and updates instantly if anything changes — no need to resend a message because you changed the Wi-Fi password.

Personalisation: The Details That Make the Difference

Look at what guests tell you in their booking message or profile. Celebrating a birthday? Mention it, "hope you have a wonderful celebration." Bringing a baby? "I've left the travel cot set up in the second bedroom." Visiting for work? "The desk has good light and the Wi-Fi handles video calls well."

One personal detail transforms your message from a form letter into a welcome. It takes 20 seconds and it shows up in reviews.

A Note on Airbnb's Messaging System

Airbnb allows you to save message templates and schedule them to send automatically at a set time before arrival. Use this for the structure, but review and personalise each message before it goes out. Fully automated generic messages have a noticeable tone that guests pick up on.

Frequently Asked Questions

Should I send a check-in message if the guest hasn't responded to my welcome message?

Yes, always. The check-in message is functional, it contains information the guest needs regardless of whether they've replied. Send it, and if you're concerned they haven't seen it, a short follow-up (via Airbnb and as a text to their registered number) is appropriate within 12 hours of arrival.

What if a guest arrives early and my check-in time hasn't passed?

Set expectations clearly in the check-in message. If early check-in isn't possible, say so warmly: "Check-in is from 3pm, if you arrive earlier, there's secure luggage storage at [X]." If it is possible sometimes, let them know how to ask: "Message me the morning of, if the property's ready earlier, I'll get you in."

Is it unprofessional to include my personal phone number?

No. Including your number for genuine arrival emergencies is a sign of professionalism, not the opposite. Guests rarely call; knowing the number is available is itself reassuring.

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.