The Complete Guide to Airbnb Check-In Instructions: Templates and Best Practices

Why Check-In Instructions Matter More Than You Think

Check-in is the single most stressful moment of any guest's stay. They've been traveling for hours, they're tired, and they just want to get inside your property and relax. If your check-in instructions are unclear, incomplete, or hard to find, you are starting their entire experience on a bad note.

I have hosted hundreds of guests across multiple properties, and I can tell you with absolute certainty that the quality of your check-in instructions directly affects your reviews. A guest who struggles to get in the door is already primed to notice every other small issue during their stay. A guest who breezes through check-in starts with a positive impression that carries through to checkout.

The good news is that writing great check-in instructions is not hard. It just requires thinking like a guest who has never been to your property, your neighborhood, or possibly even your city before.

What Every Check-In Message Needs

Regardless of your property type, every check-in instruction should cover these five essentials:

1. Exact address with context. Do not just give the street address. Add landmarks and context. "123 Main St, the blue house on the corner with a white fence" is infinitely better than just "123 Main St." GPS is not always reliable, especially in rural areas or large apartment complexes.

2. Parking instructions. Where exactly should they park? Is parking free or do they need a permit? Can they fit an SUV? Is there a specific spot number? Include a photo if the parking situation is anything other than an obvious driveway.

3. Access method and codes. Whether it is a smart lock, lockbox, key under the mat (please do not do this), or in-person handoff, spell it out step by step. Include the exact code, where to find the lock or lockbox, and what to do if it does not work on the first try.

4. First steps inside. Where is the light switch? Where should they put their luggage? Where is the WiFi password posted? These first 60 seconds inside set the tone for the entire stay.

5. Your contact info and backup plan. What should they do if the code does not work? What if they cannot find the place? Give them a phone number and set expectations about response time.

Template: Apartment with Smart Lock

Here is a template I have refined over dozens of stays. Feel free to adapt it for your property:

Subject: Check-In Instructions for [Property Name]

Hi [Guest Name]! We are excited to host you. Here is everything you need to arrive smoothly:

Address: [Full address]. We are in the [describe building - color, floor, which side]. Look for [landmark] when you arrive.

Parking: [Free street parking / designated spot #X / parking garage on level Y]. [Add any restrictions like time limits or permits needed].

Getting In: The front door code is [XXXX]. Press each number firmly, then turn the handle. The deadbolt unlocks automatically. If the keypad does not light up, press any button first to wake it.

Once Inside: Light switch is on the right wall. WiFi info is on the card on the kitchen counter. Make yourself at home!

Need help? Call or text me at [number]. I typically respond within 15 minutes.

This template works because it follows the exact sequence a guest experiences: find the place, park, get in, get settled.

Template: House with Lockbox

Houses with lockboxes require a bit more detail since guests need to physically locate and operate the lockbox:

Getting Your Key: There is a lockbox mounted on the [left/right] side of the front door, about waist height on the [railing/wall/post]. The combination is [X-X-X-X]. Push the bottom of the lockbox down after entering the code to open it. The key inside opens the front door deadbolt.

Important: Please return the key to the lockbox and scramble the code after opening the door. You will need the key again at checkout.

I always recommend including a photo of the lockbox location. Even "on the left side of the door" can be confusing if there is a side entrance or screen door. A simple photo eliminates all ambiguity.

Template: Multi-Unit Property or Complex

Properties in larger complexes need extra navigation help:

Finding Us: Enter the complex through the main gate on [Street Name]. Our building is the [second on the left / building C / the one with the red trim]. We are unit [number], on the [first/second/ third] floor. Take the [stairs/elevator] to the [direction].

Gate Code: The gate code is [XXXX]. Pull up to the keypad and enter the code, then wait for the gate to open fully before driving through.

For complex properties, I recommend creating a step-by-step photo guide. Take 4-5 photos showing: the entrance, the turn to your building, the building entrance, the hallway/stairs, and your door. This sounds like overkill until you get zero "where are you?" messages.

Handling Early and Late Arrivals

Early and late arrivals are among the most common special requests. Having a clear policy saves you from making one-off decisions constantly.

Early Arrivals

Be upfront about what you can and cannot offer. If you have a cleaner who finishes by noon and your check-in is 3pm, you might say:

"Our standard check-in time is 3:00 PM. If the property is ready earlier, I am happy to let you know—just ask! If you arrive before the property is ready, [name nearby coffee shop] is a great spot to wait, just a 2-minute walk away. You can also leave luggage [in the entryway / on the porch / in the garage] if you would like to explore the area first."

Late Arrivals

Self-check-in is the best gift you can give late arrivals. If you use smart locks or lockboxes, emphasize this in your instructions:

"Arriving late? No problem at all. Our self-check-in works 24/7. Just use the code provided and let yourself in. The porch light is on a timer and will be on until midnight. If you arrive after midnight, use your phone flashlight to find the keypad—it is right next to the door handle."

The key here is to address potential anxiety before it becomes a question. A guest flying in at 11pm does not want to wonder if they can actually get into your property.

Common Mistakes Hosts Make with Check-In Instructions

After years of hosting and talking to other hosts, I see the same mistakes repeated:

Sending instructions too late. If you send check-in details an hour before arrival, your guest may already be driving and unable to read a long message. Send instructions 24 hours before check-in, and then a brief reminder with just the access code a few hours before.

Writing a wall of text. Your check-in message should not include house rules, restaurant recommendations, and checkout procedures all jumbled together. Keep check-in instructions focused on getting in the door. Everything else belongs in your guidebook.

Assuming guests know your area. What seems obvious to you—like "park on the street"—might be confusing to someone from a different city who worries about permits, meters, or whether their car will be towed.

Not including photos. Text descriptions of lockbox locations, parking spots, and building entrances are fine. Text descriptions with photos are excellent. The difference in guest questions is dramatic.

Forgetting the backup plan. What if the smart lock battery dies? What if the lockbox jams? Always give guests a plan B and your phone number.

Put Your Check-In Instructions in a Digital Guidebook

Here is the thing about sending check-in instructions as a message: guests have to scroll through their conversation to find them again. And they will need to find them again—when they are standing outside your door trying to remember the code.

A digital guidebook solves this permanently. Your check-in instructions live at a fixed URL that guests can bookmark, save, and access anytime. No more scrolling through messages while standing in the rain.

With Stay Pilot, you can create a dedicated check-in section in your guidebook that includes photos, step-by-step instructions, and even your WiFi details—all accessible from the guest's phone in seconds. You still send a message with the link and the access code, but all the supporting details are in one easy-to-find place.

Better yet, if you have AI Chat enabled on your guidebook, guests can simply ask "What is the door code?" or "Where do I park?" and get an instant answer without searching through anything.

Great check-in instructions are not about being thorough to the point of overwhelm. They are about giving the right information, in the right order, at the right time. Nail that, and you will notice a real difference in your first-night messages and your reviews.