Airbnb Check-In Instructions: What to Include + Examples
Clear check-in instructions can make the difference between a smooth arrival and a stressful start to a guest stay.
Guests may be arriving in an unfamiliar area, after a long journey, with luggage, children or limited mobile signal. The information that feels obvious to a host may not be obvious to someone seeing the property for the first time.
Good Airbnb check-in instructions explain exactly what guests need to do, in the order they need to do it.
They should answer questions such as:
- What time can I check in?
- How do I find the property?
- Where can I park?
- How do I enter the building?
- Where are the keys?
- What is the access code?
- Which apartment or door is mine?
- What should I do if I cannot get in?
- Who should I contact if something goes wrong?
This guide explains what to include in holiday rental check-in instructions, how to organise them and how to write them clearly.
What Are Airbnb Check-In Instructions?
Airbnb check-in instructions are the practical arrival details guests need to find, access and enter a holiday rental.
They may include:
- property address
- check-in time
- directions
- parking information
- building-access instructions
- key collection
- lockbox details
- smart-lock instructions
- apartment or room number
- lift or stair information
- host contact details
- troubleshooting guidance
The exact information depends on the property.
A countryside cottage with a key safe may need very different instructions from a serviced apartment inside a secured residential building.
The goal is simple:
A guest who has never visited the property before should be able to follow the instructions without guessing what to do next.
What Should Airbnb Check-In Instructions Include?
A complete set of check-in instructions will usually include the following information.
1. Check-In Time
Always state when the property will be ready.
Example
Check-in: From 3:00 pm
If early arrival is sometimes possible, avoid promising it unless it has been confirmed.
You might say:
If you would like to arrive earlier, please contact us in advance. Early check-in depends on availability and cannot always be guaranteed.
This prevents guests from assuming they can access the property before cleaning or preparation is complete.
2. Full Property Address
Provide the exact address guests need for navigation.
Example
Property address:
24 Example Street
Cascais
2750-000
Portugal
If GPS regularly directs guests to the wrong entrance, explain that clearly.
For example:
Navigation apps may direct you to the rear of the building. Please use the entrance on Example Street beside the pharmacy.
Specific information is more useful than simply repeating the postcode.
3. Arrival Directions
Directions are particularly useful when the property is:
- difficult to locate
- inside a large development
- accessed from a side road
- in a rural area
- within a pedestrian zone
- part of a complex with several entrances
Example
When you reach Example Street, continue past the supermarket and turn left immediately after the blue gate. The property is the second building on the right.
Use recognisable landmarks carefully and update them if businesses or signage change.
4. Parking Information
If parking is available, explain exactly where guests should park.
Example
Parking: One private parking space is available in the underground garage.
Enter through the vehicle gate and use space B14, marked with the property number.
If no private parking is available:
There is no private parking at the property. Public parking is available along Example Street and in the municipal car park approximately five minutes' walk away.
Mention any restrictions guests need to know, such as:
- permits
- height limits
- paid parking
- time restrictions
- reserved spaces
Self Check-In Instructions Example
Self check-in is convenient only when the instructions are genuinely clear.
A typical self check-in sequence might look like this:
Example
Self Check-In
Check-in from: 3:00 pm
- Arrive at 24 Example Street.
- Enter through the black gate beside the main entrance.
- The key lockbox is attached to the wall on your right.
- Enter code [0000].
- Pull the small lever down to open the box.
- Remove the property key.
- Close the lockbox securely and change the numbers.
- Enter the building using the main door.
- The apartment is Number 4, on the second floor.
If you have difficulty accessing the property, please contact:
[Host/Manager Name]
[Telephone Number]
The important detail is the order.
Do not make guests jump between several messages to understand the process.
Lockbox Check-In Instructions Example
Lockboxes are common, but they are not all operated in the same way.
Explain the exact mechanism if it is not obvious.
Example
Key Collection
The key is stored in a lockbox beside the front door.
Lockbox code: [0000]
To open:
- Slide down the protective cover.
- Enter the four-digit code.
- Press the release button.
- Remove the key.
- Close the lockbox firmly.
- Change the numbers after closing it.
Please return the key to the same lockbox when checking out.
If your lockbox has an unusual design, a simple photograph can make the instructions much easier to follow.
Smart Lock Check-In Instructions Example
Smart locks need especially clear instructions because guests may not be familiar with the model you use.
Example
Door Access
Your temporary access code is:
[123456]
To unlock the door:
- Touch the keypad to activate it.
- Enter your six-digit access code.
- Press the ✓ button.
- Wait for the lock to release.
- Turn the handle and enter.
To lock the door when leaving:
- Close the door fully.
- Press the lock symbol.
- Check that the door is secure before leaving.
Your code will remain active for the duration of your stay.
Do not state that a code automatically expires unless your system is actually configured that way.
Key Collection from a Host Example
Some properties still use an in-person handover.
Example
Key Collection
We will meet you at the property at your agreed arrival time.
Please send us a message approximately 30 minutes before arrival so we can make sure someone is available to welcome you.
If your travel plans change significantly, let us know as soon as possible.
This avoids leaving guests uncertain about whether someone will be waiting.
Reception or Front Desk Check-In Example
Example
Reception Check-In
Check-in is available from 3:00 pm.
When you arrive, please visit the reception desk in the main lobby and provide:
- booking name
- property/apartment number
- identification where required
Reception will provide your access key and directions to the accommodation.
Reception hours: [times]
If you expect to arrive outside these hours, contact us in advance so alternative access can be arranged.
Only request identification where appropriate to your operating arrangements and applicable requirements.
Apartment Building Check-In Instructions
Apartment buildings often involve several separate access stages.
For example:
- enter the development
- access the building
- use lift or stairs
- locate the apartment
- unlock the apartment
Write these separately.
Example
Finding the Apartment
After entering the building:
- Take the lift to the third floor.
- Turn right when you leave the lift.
- Apartment 3B is the second door on the left.
The apartment number is displayed beside the door.
Avoid assuming guests will recognise the correct floor or entrance.
Rural Holiday Rental Check-In Example
Rural properties may require more detailed directions because addresses and GPS coordinates can be less reliable.
Example
Arrival Directions
The property is located approximately 4 km outside [Village Name].
From the village centre:
- Follow signs towards [Location].
- Continue for approximately 2 km.
- Turn right beside the stone church.
- Follow the narrow lane for approximately 1 km.
- The property entrance is marked by a wooden gate with the name [Property Name].
We recommend downloading the directions before travelling because mobile signal can be limited in the area.
Only mention poor signal if that is actually relevant to your location.
Late Check-In Instructions Example
If guests can arrive late, make the process clear.
Example
Late Arrival
Self check-in is available at any time after 3:00 pm.
If you expect to arrive after 10:00 pm, please keep noise to a minimum when entering the building out of consideration for neighbouring residents.
Your access instructions remain the same regardless of arrival time.
If late arrival requires a different process, explain that before guests travel.
Early Check-In Wording Example
Hosts often receive requests for early access.
A clear response might be:
Standard check-in begins at 3:00 pm. If the property is ready earlier, we will be happy to let you know. Early access depends on the previous booking and turnover schedule, so it cannot be guaranteed in advance.
That is clearer than simply saying:
Early check-in subject to availability.
What Information Should Be Sent Before Arrival?
Guests should not have to wait until they reach the property to discover how to get inside.
Essential arrival information is normally best provided in advance.
This may include:
- check-in time
- address
- parking
- access method
- key collection
- building entrance
- contact details
Sensitive access information, such as temporary codes, may be sent closer to arrival depending on your security setup.
A welcome book can provide additional property information, but it should not be the only place guests can find essential arrival instructions.
For a broader overview of guest information, see what to include in an Airbnb welcome book.
How Far in Advance Should You Send Check-In Instructions?
There is no universal timing that works for every property.
The important point is that guests receive enough information to plan their journey before they travel.
Many hosts provide general arrival information several days before the stay and confirm access details closer to check-in.
The timing may depend on:
- how access codes are generated
- whether the previous guest is still staying
- whether keys are collected in person
- security considerations
- platform messaging systems
Do not delay basic information such as address, parking or arrival time unnecessarily.
Airbnb Check-In Message Example
Here is a simple pre-arrival message that can accompany your full instructions.
Example
Hi [Guest Name],
We’re looking forward to welcoming you to [Property Name].
Check-in is available from 3:00 pm on [date].
Address: [Full Address]
Your full arrival and access instructions are included below. Please take a moment to review them before travelling so everything is straightforward when you arrive.
If you have any questions before your stay, please let us know.
Safe travels,
[Host Name]
Keep this message concise.
The detailed instructions can follow underneath or be provided through the appropriate guest communication system.
Airbnb Check-In Instructions Checklist
Before sending your check-in information, confirm that it answers these questions:
Arrival
- What is the property address?
- What time can guests arrive?
- Are directions needed?
- Is there anything GPS may get wrong?
Parking
- Is parking available?
- Where exactly is it?
- Is a permit required?
- Are there restrictions?
Property Access
- Which entrance should guests use?
- Is there a gate?
- Is there an entry code?
- Is a key required?
- Is there a lockbox?
- Is there a smart lock?
Inside the Building
- Which floor?
- Which apartment?
- Lift or stairs?
- Are there multiple doors or corridors?
Problems
- Who should guests contact?
- What number should they call?
- What should they do if the lockbox or smart lock does not work?
If any of these answers are unclear, revise the instructions before sending them.
Should You Include Photos in Check-In Instructions?
Yes, when they genuinely make the process easier.
Useful photographs might show:
- the correct building
- entrance gate
- parking space
- lockbox location
- keypad
- apartment door
- route through a complex
Photos are especially valuable when several entrances look similar.
However, avoid sharing security-sensitive images publicly.
Arrival photographs should be given to confirmed guests through an appropriate communication method where needed.
Should You Include a Map?
A map can be useful when:
- GPS is unreliable
- parking is separate from the property
- guests must walk through a complex
- the entrance is difficult to locate
- the accommodation is on a large site
Keep it simple.
Guests should not need to interpret a complicated site plan after travelling for several hours.
Common Airbnb Check-In Instruction Mistakes
Sending Too Little Information
“Keys are in the box by the door” may make perfect sense to the host but may leave a guest wondering:
- Which door?
- Which box?
- What code?
- How does it open?
Be specific.
Sending Too Much Information at Once
A very long paragraph containing directions, rules, Wi-Fi, restaurants and check-out instructions makes arrival information harder to find.
Keep check-in focused on arrival and access.
Other information belongs elsewhere.
Hiding the Most Important Details
Check-in time, address and access instructions should be clearly labelled.
Do not bury them in the middle of several paragraphs.
Assuming Guests Know the Property
Instructions such as:
Use the side entrance.
are only useful if the guest knows which side you mean.
Write from the perspective of someone arriving for the first time.
Forgetting Parking
Guests arriving by car may need parking information before they reach the property.
Do not wait until check-in to explain restrictions or allocated spaces.
Outdated Access Codes
Any change to:
- lockbox codes
- door codes
- key locations
- gate access
should be updated everywhere the information appears.
No Backup Plan
Technology can fail.
If you use smart locks, keypads or remote entry systems, decide what guests should do if the normal access method does not work.
Check-In Instructions vs Welcome Book
These two resources have different purposes.
Check-in instructions should focus on helping guests:
- find the property
- park
- access the building
- collect keys
- enter the accommodation
A welcome book provides the wider information they need once they are settled, including:
- Wi-Fi
- appliances
- heating
- house rules
- emergency information
- local recommendations
- check-out guidance
The two should support each other rather than duplicate large amounts of information.
If you're building a complete guest guide, see how to create an Airbnb welcome book step by step.
If you want a ready-made structure for organising arrival information alongside the rest of your guest guide, explore our editable Airbnb welcome book templates.
Where Should Check-In Information Be Stored?
Depending on how you manage bookings, instructions may appear in:
- booking-platform messages
- automated guest messages
- digital guest guides
- welcome books
- property-management systems
Keep one accurate master version so updates can be made consistently.
If you change the parking instructions or access process, review every place where those details appear.
Should Check-In Instructions Include Wi-Fi?
Usually only if guests genuinely need Wi-Fi immediately on arrival.
For example, guests may need it if:
- mobile reception is poor
- a smart-home system requires Wi-Fi
- you want guests to connect immediately
Otherwise, Wi-Fi details can remain in the welcome book or on a visible Wi-Fi sign inside the property.
Keeping check-in instructions concise makes the essential arrival steps easier to follow.
Should You Include House Rules in Check-In Instructions?
Usually not in full.
Check-in instructions are for access.
If there is one rule that is immediately relevant to arrival — for example, quiet entry after a certain time — it can be included.
The complete rules are better placed in:
- the booking listing
- booking terms
- the welcome book
- a house-rules sign
This keeps each type of information organised according to its purpose.
Check-In Instructions for International Guests
International visitors may be unfamiliar with:
- local road layouts
- parking systems
- building access
- key safes
- terminology
- transport arrangements
Use simple language and avoid unexplained abbreviations.
For example, instead of:
Park in residents' bay B14.
use:
Enter the underground garage and park in space B14. The space number is painted on the floor.
Clear wording is more important than sounding formal.
Accessible Check-In Instructions
If your property offers accessibility features, arrival instructions should explain them accurately.
Information may include:
- step-free entrance
- lift access
- distance from parking to the entrance
- stairs
- door widths
- accessible parking
- alternative entrances
Do not describe a property as accessible without understanding what that claim means for the people who may rely on it.
Provide objective details wherever possible.
Airbnb Check-In Instructions Example Template
Here is a simple structure you can adapt.
Welcome to [Property Name]
We’re looking forward to welcoming you.
Check-In
Available from: [Time]
Address
[Full Address]
Parking
[Parking instructions]
Property Access
- [Step one]
- [Step two]
- [Step three]
- [Step four]
Key / Access Code
[Details]
Finding Your Accommodation
[Floor, apartment number, door description]
If You Need Help
Contact: [Name]
Telephone: [Number]
Please review these instructions before travelling and keep them available when you arrive.
Frequently Asked Questions About Airbnb Check-In Instructions
What should Airbnb check-in instructions include?
They should include the property address, check-in time, directions where needed, parking information, property access instructions, key or lockbox details and a contact number for problems.
When should I send Airbnb check-in instructions?
Guests should receive enough information before travelling to understand where they are going and how arrival works. Sensitive access details may be provided closer to check-in depending on the security system used.
How do I write clear self check-in instructions?
Write the process in chronological steps, beginning with arriving at the property and ending with entering the accommodation. Avoid assuming the guest already understands the building or access system.
Should check-in instructions include the Wi-Fi password?
They can, but it is not always necessary. If guests do not need Wi-Fi to access the property, the details can be provided in the welcome book or displayed inside the accommodation.
Should I include photos in Airbnb check-in instructions?
Photos can be very helpful for identifying entrances, parking spaces, lockboxes and apartment doors, particularly when the property is difficult to locate.
What should I do if guests arrive late?
Explain whether late self check-in is available and whether the access procedure changes. If late arrival requires advance notice, state that clearly before the guest travels.
Should check-in instructions include house rules?
Usually only rules directly relevant to arrival. Complete house rules are better communicated separately through the listing, booking terms, welcome book or in-property signage.
How long should check-in instructions be?
There is no fixed length. They should contain all the information needed to access the property while remaining easy to scan and follow.
What is the difference between check-in instructions and a welcome book?
Check-in instructions focus on arrival and property access. A welcome book contains broader information about the accommodation, facilities, house rules, local area and departure.
Make Arrival as Simple as Possible
The best check-in instructions remove uncertainty.
A guest should know where to go, where to park, how to enter and who to contact without having to interpret vague directions or search through several messages.
Write instructions in the order the guest will experience them.
Use short steps.
Add photographs when they genuinely help.
Review the information whenever your access system, parking arrangements or property details change.
Clear arrival information is a small part of hosting, but it can make the beginning of the stay considerably easier for both guests and hosts.
For more guidance on organising guest information, visit our Welcome Books resource hub.
If you're setting up a new holiday rental, our Holiday Rental Launch Planner can also help you organise guest arrival, property preparation and other pre-launch systems.
