Airbnb Check-In Instructions: Templates, Tips, and Best Practices

Airbnb guests often seek a more personal stay than hotels, and check-in is their first real impression. Clear and timely Airbnb check-in instructions not only ease your guests’ arrival but also set a professional tone for the rest of their stay.

In this article, we’ll cover templates, tips, and best practices to help you create a smooth and stress-free check-in process for every guest.

Hostex makes this easier by automatically sending clean, well-structured check-in instructions to your guests. Even better, its powerful automation features can save you over 70% of repetitive daily tasks—starting at just $ 4.90 per month.

What Makes Great Airbnb Check-In Instructions?

Clear Airbnb check-in instructions are essential for creating a seamless and stress-free arrival experience. Beyond simply sending guests the check-in time and location, a well-crafted message ensures they feel informed, welcomed, and confident from the moment they arrive.

Here’s what to include in effective Airbnb check-in instructions:

Check-In Time
Remind guests of their check-in date and the allowed check-in window. If early or late check-in isn’t possible, let them know in advance so they can plan accordingly.

Accurate Address
Always provide the exact address along with recognizable landmarks or directions. This makes it easier for guests to locate your property, especially if they’re new to the area.

Transportation Tips
Share helpful details such as public transit routes, nearby stations, approximate fares, parking availability, and any known traffic issues. These tips can reduce stress for guests traveling without a car.

Smart Lock or Door Code
If your Airbnb uses a smart lock or digital keypad, generate a unique access code for each guest and share it clearly. This allows for flexible, self-service check-in—an increasingly expected feature.

Règlement intérieur
Réitérer règles de la maison such as noise policies, smoking restrictions, and instructions for returning the key or tidying up before checkout. This keeps expectations clear and protects your property.

Security Deposit Info
If you require a dépôt de garantie, mention it in your check-in instructions. Guests should know when it’s collected and how it will be refunded if there’s no damage after checkout.

Additional Local Info
Go the extra mile by including useful details like upcoming weather, local customs, quiet hours, and parking regulations. These personal touches make guests feel supported and respected.

Thoughtfully written check-in instructions do more than deliver logistics—they show that you care about your guest’s experience, which can lead to better reviews and repeat bookings.

How to Deliver Airbnb Check-In Instructions?

Let’s face it — no guest wants to scroll through a wall of text in an email or message just to find the Wi-Fi password or the door code. A well-structured, easy-to-navigate check-in page is far more guest-friendly and helps highlight the key info that matters most.

That’s where the Check-In Guide feature arrive.

With just a few simple steps, you can set up a personalized check-in page for each reservation, and the system will automatically send it to your guests before arrival. No more manual messages, no more confusion.

Voici comment cela fonctionne :

1. Set Up Your Property’s Check-In Info

• Log in to the Hostex Workplace
• Aller à la Guide d'enregistrement section
• Select the property
• Fill in the check-in details (address, time, door code, etc.)
• Cliquez Sauvegarder

2. Create an Automated Message Rule

• Head to the Automation section
• Cliquez sur le ＋ to create a new rule
• Choose “Before Check-In Date” as the trigger
• Insert the shortcode for the check-in guide link
• Save and activate your rule

That’s it — Hostex will take care of the rest. Your guests will receive everything they need at the perfect time, and you’ll never have to copy-paste another check-in message again.

Best Airbnb Check-In Message Templates

Here are a few message templates you can customize and use:

Template 1:

Hi [Guest Name],
Just a quick reminder — your check-in day is almost here!
To make things easier, we’ve created a personalized check-in guide for you:
👉 [Check-in Guide Link]
It has everything you need for a smooth arrival. Let me know if you have any questions!

Template 2:

Hi [Guest Name],
Welcome to [Property Name]!
You can find your full check-in instructions, door code, and other details in the guide below:
👉 [Check-in Guide Link]
Safe travels, and let me know once you’ve arrived!

Template 3:

Hello [Guest Name],
Your stay at [Property Name] is coming up soon!
To help you check in smoothly, please review your guide here:
👉 [Check-in Guide Link]
Feel free to message me if anything’s unclear. Looking forward to hosting you!

Template 4:

Hi [Guest Name],
Just checking in before your arrival tomorrow.
Here’s your check-in guide with all the details you’ll need:
👉 [Check-in Guide Link]
We’ve made it super easy for you to access the property and settle in. Can’t wait to host you!

More Ways to Enhance the Airbnb Guest Check-In Experience

Beyond clear instructions, thoughtful touches and operational upgrades can make your guests feel more welcome, and make your hosting easier. Here are several effective ways to improve the Airbnb check-in experience:

1. Offer Smooth Self-Check-In Options

Self-check-in gives guests the freedom to arrive on their schedule, without needing face-to-face contact. This is especially appealing to modern travelers seeking convenience and privacy.

To implement it effectively:

• Use reliable serrures intelligentes or key boxes
• Share clear entry codes and instructions in advance
• Test your self-check-in process to avoid errors

Avec Hostex’s Check-in Guide, you can automatically generate a personalized link containing all necessary info — from door codes to ID verification — sent directly before check-in. This not only ensures a seamless arrival for guests but also saves hosts significant time.

2. Allow Flexible Check-In Times

Travel delays happen. Offering guests flexibility with arrival times can greatly improve their experience.

Here’s what you can do:

• Allow check-in time within a wider range
• Offer early bag drop-off or luggage storage
• Clearly communicate availability and access

These small gestures make guests feel welcomed and cared for, especially after a long trip.

3. Add a Personal Touch with Warm Hospitality

Even in self-check-in rentals, a bit of human warmth goes a long way. Consider these ideas to make guests feel extra welcome:

• Leave a welcome basket with bottled water, snacks, or a small local gift
• Include items like universal phone chargers or maps of local attractions
• Provide a clear FAQ sheet or appliance instructions
• Suggest favorite local activities or hidden gems nearby

These thoughtful touches show you care — and often lead to glowing reviews.

4. Maintain High Standards of Cleaning and Scheduling

Cleanliness is non-negotiable. Use Airbnb’s 5-step cleaning process and go the extra mile:

• Sanitize high-touch areas like doorknobs, remotes, and switches
• Check for overlooked spots, such as under sofas or floor drains
• Regularly inspect appliances and amenities

For back-to-back bookings, Hostex helps you stay ahead with automated task scheduling. It assigns cleaning jobs based on guest check-in/out times, reducing miscommunication and keeping your turnover process smooth and stress-free.

Réflexions finales

Providing clear, well-structured Airbnb check-in instructions is more than just a routine task — it’s your first opportunity to show professionalism and care. A smooth check-in experience can ease travel fatigue, reduce unnecessary questions, and build trust from the moment your guests arrive.

Whether you’re managing one listing or several across multiple platforms, automating your check-in communication can save you hours each week. Tools like Hostex allow you to create fully customized check-in guides, automate message delivery, and even manage cleaning schedules — all from one dashboard.

Start streamlining your guest experience today with Hostex — and get back more time to focus on what truly matters. Plans start from just $4.9/month.