Airbnb Check-In Instructions: Templates and Best Practices
How to write Airbnb check-in instructions that guests actually follow—covering what to include, when to send them, and templates for self check-in and key handoffs.
Check-in is the moment that sets the tone for an entire stay. A guest who arrives without clear instructions, spends 15 minutes trying to find the lockbox, and has to text you for the Wi-Fi password has already had a slightly negative experience before they've sat down. A guest who follows your clear, detailed instructions, finds the welcome basket on the counter, and connects to Wi-Fi within 30 seconds feels like they're in good hands.
The difference between these two experiences is almost entirely in the quality of your check-in instructions. This guide covers what to include, how to structure it, when to send it, and what to do when guests inevitably miss a detail.
What Every Check-In Message Must Include
A complete check-in message answers these questions before the guest has to ask:
- Address and how to find it. The exact address with any unit number, gate codes, or building instructions. In urban areas or complex properties, include landmarks or navigation tips—"enter via the alley on Smith St, not the main building entrance."
- Parking. Where to park, cost (if any), permit requirements, and any restrictions (time-limited street parking, reserved spots, etc.). Even for guests who aren't driving, confirming there's no parking to worry about is helpful.
- Check-in time window and early arrival policy. What time check-in opens, whether early check-in is possible and how to request it.
- How to enter. Lockbox location and combination, smart lock code, key pickup location, or meet-and-greet instructions. Be specific and include a backup ("if the code doesn't work on the first try, try it once more and then text me").
- Wi-Fi network name and password. Put this prominently—it's the first thing most guests look for.
- Brief house essentials. How the heating/cooling works, where to find extra towels and linens, how the TV or streaming works, and any quirks of the space (the door sticks, the hot water takes 45 seconds).
- How to reach you. Your preferred contact method and response time expectations.
- Checkout time and process. A brief mention of checkout time and key drop-off instructions, even though you'll send a separate checkout message.
Check-In Message Template: Self Check-In with Lockbox
Hi [Name], excited to host you! Here's everything you need to check in smoothly.
Address: 123 Maple Street, Unit 4B. Enter the building through the side entrance on Oak Ave (the main door on Maple doesn't open from outside).
Parking: Free street parking on Oak Ave. No permit required. Spots are usually available within half a block.
Check-in from 3pm. If you arrive earlier and would like to drop your bags, just let me know and I'll see what I can arrange.
Entry: Lockbox is on the right side of the door, about waist height. Code is 4832. Turn the dial clockwise twice to reset after taking the key.
Wi-Fi: Network: MapleApt4B | Password: SunnyDays2026
A few things: The heating thermostat is in the hallway. Extra blankets are in the closet by the front door. The TV remote is on the coffee table— press Input to switch to HDMI for the Roku.
Checkout is by 11am. Just leave the key in the lockbox and you're all set.
Text me at [number] if anything comes up. Have a wonderful stay!
When to Send Check-In Instructions
Send check-in instructions 2–3 days before arrival—not at booking, and not the morning of. Sending too early means guests forget the details. Sending the morning of arrival creates anxiety if they're already traveling.
Airbnb's scheduled messaging feature lets you automate this. Set it to deliver 48–72 hours before check-in. For bookings made within that window (last-minute bookings), send it immediately after the booking is confirmed.
For guests with long trips or complex itineraries, a brief confirmation message the morning of check-in day ("All ready for your arrival today—looking forward to hosting you!") is a nice touch that also prompts them to re-read the instructions.
Self Check-In Best Practices
Self check-in (lockbox, smart lock, or key exchange) is strongly preferred by guests— it removes the pressure of coordinating exact arrival times and is a factor in Airbnb's search algorithm. If you don't offer self check-in, consider whether you can.
For smart locks: use a unique code for each guest (most smart locks support this) and change it after checkout. Include instructions for what to do if the code fails—technology isn't perfect, and a guest locked out at midnight needs a backup plan.
For lockboxes: test the combination yourself before every check-in to ensure it works correctly. Replace the combination regularly. Consider a backup key with a neighbor or in a secondary location for emergencies.
Common Check-In Failures and How to Prevent Them
The most common check-in problems:
- Guests can't find the lockbox. Fix: Include a photo of the lockbox location in your check-in message. Airbnb allows photo attachments in messages.
- Smart lock code doesn't work. Fix: Always have a backup entry method and state it explicitly. "If the code doesn't work, call me immediately at [number] and I can reset it remotely."
- Guests arrive before check-in and the space isn't ready. Fix: State your check-in time clearly and offer a bag storage option if possible ("if you arrive early, I can arrange a bag drop").
- Guests can't find parking. Fix: Be extremely specific about parking in your instructions, including what to do if the usual spots are full.
The check-in subcategory rating in Airbnb's review system is specifically influenced by the smoothness of arrival. Hosts who receive high marks on check-in consistently have detailed, proactive instructions and a clear backup plan.
Frequently Asked Questions
When should I send check-in instructions?
The optimal window is 48–72 hours before the guest's arrival date. This gives guests time to read and save the information before they're in transit. Sending instructions at the time of booking (weeks in advance) means guests forget the details. Sending the morning of arrival creates stress if they're already traveling without reliable internet. Automate the send time using Airbnb's scheduled messaging feature for consistency.
How detailed should check-in instructions be?
Detailed enough that a guest arriving for the first time, possibly after a long travel day and with tired children, can find the property, park, enter, and connect to Wi-Fi without any friction. This usually means 200–400 words covering address, parking, entry method, Wi-Fi, and key house essentials. More detail is better than less—the cost of being thorough is low; the cost of a confused guest at 10 PM is high.
What if a guest can't find the property or get in?
Have your phone on and responsive on check-in days—ideally with the Airbnb notification sound enabled. Respond to any check-in distress message immediately, within minutes if possible. Include your phone number explicitly in check-in instructions for emergencies. A guest who reaches you quickly and gets the issue resolved in 5 minutes typically writes a positive review about your responsiveness. A guest who waits 40 minutes writes about the ordeal.
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