The thoughtful host’s notebook

Airbnb check-in instructions template for guests

By Stayfolio · Updated

Give guests the steps they need in the order they will use them, from the street to the door. Copy the free English message below, adapt it to your property, and send personal access details privately.

Free check-in message template

Copy this message into your booking platform or download it as editable text. Replace every bracketed field with your own details. It is a starting point, not a message to send unchanged.

Download editable text

CHECK-IN INSTRUCTIONS FOR [PROPERTY NAME]

Hi [GUEST NAME], we look forward to welcoming you.

Check-in starts: [TIME AND LOCAL TIME ZONE]
Property address: [FULL ADDRESS]
Map link: [TESTED MAP LINK]

ARRIVING
1. [WHERE TO PARK OR UNLOAD, INCLUDING ANY RESTRICTIONS]
2. [VISIBLE LANDMARK AND EXACT ENTRANCE TO USE]
3. [FLOOR, UNIT OR PATH TO THE PROPERTY]
4. [HOW TO OPEN THE DOOR OR FIND THE KEY — NO PERSONAL CODE HERE]

Your reservation-specific door code or key details will be sent in your private booking message. Please save that message before travelling in case mobile data is weak at the property.

IF YOU CANNOT GET IN
[SIMPLE FIRST CHECK, SUCH AS CONFIRMING THE CORRECT DOOR]
Message or call: [HOST CONTACT METHOD]
If I am unavailable: [BACKUP CONTACT OR ARRANGEMENT]

Once inside, your guest guide has the Wi-Fi, house notes and local recommendations: [GUEST GUIDE LINK]

Host checklist: Replace every bracketed field, test the route yourself, confirm the instructions match your booking listing, and send any personal access code only to the booked guest through a private channel.

Keep reservation-specific entry codes out of a public guide or QR page. Send them privately to the booked guest. The QR card inside the property cannot be the only way to find the entrance.

A filled example guests can follow

This fictional note shows how a landmark, parking space and fallback contact make arrival easier than “use the side door.”

Welcome to Ocean Breeze Apartment. Check-in starts at 3 PM Miami time. Use the side gate beside the blue planters, then follow the path to the door marked Ocean Breeze. Park in the space marked OB; please keep the neighboring driveway clear.

Your personal door code is in your private booking message. Save that message before arrival. If the door does not open, first check you are at the Ocean Breeze entrance, then message me through the booking app. If I do not reply, call the backup number in your booking details.

An actual host should replace every example detail, including the time zone, landmark and backup contact. Never copy a fictional address or contact method into a real guest message.

Test the instructions from the street

  1. Follow the map link on a phone. Does it stop at the correct entrance?
  2. Identify the first visible landmark and the exact door or gate.
  3. Confirm where a guest can unload or park without blocking anyone.
  4. Walk every step in order and remove directions that assume local knowledge.
  5. Test the contact and backup plan before your next guest arrives.

Send arrival details before they are needed

Send the essentials in your booking platform before travel so guests can save them for a low-signal arrival. Keep any reservation-specific access details in a private message. A digital guest guide can then hold reusable details such as Wi-Fi, parking, house notes and local recommendations, but it should not replace the pre-arrival message.

Need a full guide as well? Use the free welcome book template, then preview a mobile guest guide before making your own.

Put it into practice.

Create a free guide with the essentials your guests need.

Create your free guideSee an example →