Airbnb Check-out Instructions: A Thorough Guide for Hosts (Plus 3 Free Templates)

When guests wrap up their stay at an Airbnb, a great host’s final task is to send them the check-out instructions. This is your last chance to connect with your guests and a wonderful opportunity to leave them with a positive impression.

In this blog post, we’ll provide a detailed guide on crafting Airbnb check-out instructions, along with various practical templates to make the process easier for you.

Why Do Airbnb Hosts Need Check-out Instructions?

Check-out instructions play a vital role in enhancing your guests’ experience. They help ensure a smooth check-out process. As a professional host, you should know the many benefits these instructions bring.

• Streamline Turnover: Clear instructions encourage guests to leave the space as they arrive at it, which lightens your cleaning load. By clearly stating the check-out time and where to return the keys, you avoid any last-minute confusion. This way, your Airbnb is ready for the next guest right on time!
• Leave a Good Impression: A friendly farewell shows your guests that you genuinely care about their experience. Well-crafted check-out instructions reflect your attention to detail and commitment to your property. This thoughtful touch can leave a lasting impression, helping guests end their stay on a high note and encouraging them to book with you again.
• Clarify Responsibilities: Without clear information, guests might feel a bit lost about the check-out process, leading to unnecessary back-and-forth. By providing straightforward instructions, you enhance their overall experience and make sure they know what’s expected of them.
• Encourage Positive Reviews: Don’t forget to remind guests to leave a review in your check-out instructions. Positive feedback helps build your reputation and attract future bookings. After all, happy guests are the key to a successful listing!

When to Send Airbnb Check-out Instructions?

Timing is crucial when it comes to sending Airbnb check-out instructions. For the best results, consider sending reminders multiple times to prevent any oversights.

1. Before Booking: The best practice is to set expectations early. Simply add your check-out instructions to your Airbnb listing descriptions. This way, guests can see the instructions before they even book. Plus, they’ll have easy access to this information during their stay.
2. At Check-in: Another great opportunity to remind guests is when they arrive. Include detailed check-out information in your welcome letter or guidebook. This creates an invisible agreement between you and your guests, reinforcing the importance of the instructions.
3. Before Check-out: A timely reminder before check-out can be very effective. You can use automation tools to set up reminders at the perfect time. This way, you ensure guests are well-informed just before they leave.

Some hosts may reach out to guests at various points, which can become quite a workload. To simplify this, consider using vacation rental software to automate all communication about check-in and check-out instructions.

For instance, Hostex allows hosts to set up triggered automatic messages. This lets you set it and forget it, while the software handles heavy lifting.

How to Craft Effective Airbnb Check-out Instructions?

Crafting effective check-out instructions can significantly enhance guest satisfaction. Here are some key tips to keep in mind:

• Be Simple and Clear: Your check-out instructions should be straightforward and easy to understand. Avoid ambiguity by clearly explaining each step. Use simple, direct language to prevent any confusion.
• Include All Necessary Information: Ensure your instructions cover everything guests need to know before leaving, such as check-out time, key return method, and any other relevant details. Think of it as guiding your guests—double-check that your instructions are comprehensive.
• Verify Accuracy: After completing your instructions, take the time to proofread them carefully. Check for spelling errors and ensure all information is correct. Incorrect details can lead to confusion and frustration, negatively affecting your guests’ experience and reviews.
• Maintain a Polite and Friendly Tone: Use a courteous and friendly tone in your instructions. This helps guests feel valued and welcome. Consider adding a small gesture, like a thank-you note or a discount for their next stay, to boost their satisfaction.

What to Include in Your Airbnb Check-out Instructions?

Well-crafted check-out instructions reduce potential misunderstandings and ensure your property is ready for the next guests. They can leave a lasting positive impression, encouraging future bookings. Here’s what to include:

1. Check-out Time: Clearly state the check-out date and time, as this is crucial information for your guests. To avoid any delays due to miscommunication, suggest a time window, such as “Please check out by 11 AM, ideally between 10 AM and 11 AM.” You might also explain the importance of checking out on time, perhaps mentioning when the cleaning staff will arrive.
2. Locking Up and Safety: Remind guests to close all windows and lock the doors before leaving to ensure the property’s security. This is especially important, as unlocked doors and windows can pose safety risks. If you or your staff will be present in the home, you can relax this requirement a bit but still emphasize the importance of safety.
3. Key Return: If your vacation rental uses physical keys, make sure to inform guests where to leave them, such as, “Please return the keys to the lockbox on the porch; there are sets for both the front and back doors.” If you use a smart lock, you can simplify this by letting guests know to ensure the door is closed and locked and remind them that their temporary access code will expire after check-out.
4. Cleaning and Tidying Up: The extent of cleaning you ask from guests depends on your cleaning fee. If the fee is low or not charged, it’s reasonable to request some simple tasks, such as:
   • Taking out the trash
   • Washing dishes
   • Clearing out food from the fridge
   • Placing used linens in the laundry basket
5. Turning Off Appliances: Remind guests to turn off energy-consuming devices before they leave to avoid unnecessary expenses. Include:
   • Lights
   • Electronics, like TVs
   • Heating/Air Conditioning
   • Gas/Electric fireplaces
6. Final Check for Belongings: Guests often forget items, so adding a reminder in your check-out instructions is wise. This helps reduce the hassle of lost belongings and enhances guest satisfaction.
7. Review Request: Politely ask guests to leave a review in your check-out instructions, emphasizing how important feedback is for your business. We previously wrote a detailed article on how to get more positive reviews, which you may find helpful.
8. Contact Information: Lastly, make sure to include your contact information so guests can easily reach you with any questions after they check out. This is also a great opportunity to share your direct booking site, encouraging guests to return.

How to Deliver Check-out Instructions to Your Guests?

1. Sending via Airbnb

Airbnb has introduced a feature that automatically sends check-out reminders to guests. This notification will be sent to guests’ mobile devices at 5:00 PM (in their local time) the day before check-out. Here’s how to add your check-out instructions to your listing on the desktop version of Airbnb:

• Click Listings and select the listing you want to change
• Under Listing editor, click Arrival guide
• Click Checkout instructions, then click Add instructions
• Make your selections and click Save

Please note:

• Guests must download the Airbnb app and enable push notifications to receive this reminder.
• You can only add up to 140 characters of optional details.

2. Displaying in Your Home

Providing check-out instructions visibly in your home is also a smart move.

• Create a Clear Sign: Design a simple, readable sign outlining key check-out procedures, like check-out time and key return instructions.
• Choose Strategic Locations: Place the sign in high-traffic areas, such as the kitchen or near the front door, to ensure guests see it.
• Add a Personal Touch: Consider leaving a handwritten note thanking guests for their stay. This adds warmth and encourages positive feedback.
• Use a Checklist: If there are multiple tasks, a checklist format can help guests easily track what they need to do before leaving.

3. Using Vacation Rental Software

If you list your property on multiple OTA platforms, using centralized management software will simplify this task.

Hostex’s automation tools let you create custom Automated message templates. They’ll automatically send messages to guests on each platform before check-out. So you won’t need to log in to each platform to manage your check-out instructions, which greatly reduces your workload.

1. Click on Automated Messaging in the Automation section.
2. Click the + button to create a new rule.
3. Create a Reservation or Check-in Info trigger.
4. Save your rule.

With this solution, you can easily set up automated messages for every scenario you can think of, covering all stages of your guests’ stay—from booking confirmation to check-out and beyond.

Best Airbnb Check-out Instructions Templates

Now that you understand the basics of check-out instructions, here are some complete free templates you can customize for your messages.

Template 1: Clear and Direct

Dear [guest name],

Thank you for staying with us at our Airbnb! We hope you had a wonderful time. 

Your stay will end on [check-out date]. To ensure a smooth check-out, please follow these instructions:

· Please check out by 11 AM to allow us to prepare for the next guest.
· Return all keys to the lockbox outside.
· Put back anything you moved during your stay.
· Turn off all lights and appliances to conserve energy.
· Close and lock all doors and windows for safety.

Thank you for following these instructions. 
We look forward to your next visit!

Template 2: Concise and Clear

Hi [guest name],

Thank you for staying with us! Just a reminder that your check-out time is tomorrow at 11 AM. 

Before you leave, please wash your dishes and return anything you moved during your visit. Make sure to lock the door when you leave.

Hope you had a great time, and we look forward to your next visit!

Safe travels!

Template 3: Friendly Reminder

Hello [guest name],

Your time with us is coming to an end. We hope you have created lovely memories during your stay!
To ensure a smooth departure, here are your check-out details:

Check-out Time:  
Your scheduled check-out is between 10 AM and 11 AM to allow our cleaning staff to prepare for the next guest. 
If you have any questions or need a later check-out, please contact us at [host phone number], and we’ll do our best to accommodate you.

Check-out Preparation:  
Before you leave, please:
· Dispose of trash in the large bin outside.
· Strip beds and put linens in the laundry basket.
· Place used towels in the laundry basket.
· Return any moved furniture to its original position.
· Leave dirty dishes in the kitchen; our cleaners will take care of them.
· Turn off all lights and appliances (except the fridge).
· Check each room for any belongings you may have left behind.
· Empty the fridge of food.
· Ensure all windows are closed.
· Lock the front and back doors and return the keys to the lockbox.

Other Notes:  
If you accidentally damaged any items during your stay, please let us know. We’ll inform you if any repair or replacement costs will be deducted from your deposit.

We’d love your feedback, whether positive or constructive, to help us improve for future guests. If you enjoyed your stay, please consider leaving a review on the booking platform; it helps our business grow!

Thank you again for choosing our Airbnb! As a token of our appreciation, we have prepared a small gift for you. We also invite you to visit our booking site [booking site]—hope to see you again soon!

Safe travels,  
[your name]

FAQs about Check-out Instructions

How to Ensure Guests Follow Check-out Guidelines?

• Clear Communication: Clearly convey check-out information in the booking confirmation and before check-in, ensuring guests know the check-out time and procedures.
• Visual Reminders: Place visible signs on the property to remind guests of the check-out details.
• Advance Reminder: Message guests the day before check-out to reinforce their commitment to the guidelines.
• Friendly Interaction: Engage with guests in a friendly manner, making them feel welcome and comfortable.
• Small Rewards: Consider offering small rewards, such as discount coupons, for guests who follow the guidelines, and encourage them to provide feedback on their experience.

Recommended Tools for Managing the Check-out Process

Hostex is a popular Airbnb management software that provides comprehensive management features to help hosts optimize the check-out process:

• Automated Messaging: Set up automated messages to remind guests of check-out times and procedures, reducing manual intervention and ensuring timely communication.
• Calendar Syncing: Offers calendar syncing to view booking statuses in real time, preventing check-out delays from affecting the next guest’s arrival.
• Task Management: Create and assign tasks to cleaning staff automatically to ensure rooms are quickly prepared after guest departures, with automatic tracking of task progress for improved efficiency.
• Reviews Management: Includes features for sending reviews to your guests after check-out automatically, and allowing you to obtain and reply to guest reviews to help improve your service.