6 Check-in Instruction Message Templates for Hosts

Check-in is one of the most important moments of the guest journey. Even a great stay can start with frustration if guests don’t know how to access the property, where to park, or what to do when they arrive.

Clear check-in instructions help prevent last-minute questions, reduce support requests, and make arrivals smoother — especially for guests travelling late or checking in independently.

Below are 6 check-in instruction message templates you can copy, personalise, and reuse for Airbnb and other OTAs.

What to include in check-in instructions

Keep it simple — guests mostly want the basics so they can get in without messaging you from the doorstep:

• Where to go: the exact address and which entrance to use
• When they can arrive: check-in time (and whether early/late is possible)
• How to get in: key pickup, lockbox location + code, or smart lock instructions
• Where to park: parking location, permits, and any restrictions
• If something goes wrong: what to do if the code doesn’t work or they can’t find the key
• Wi-Fi details (optional): network name + password, if you want everything in one message

Tip: Skip long paragraphs. A short checklist or numbered steps is easiest to follow — especially for self check-in.

Messaging placeholders for faster templates

The templates below include a few placeholders, like [Guest Name] or [Access Code], so you can quickly customise them for each booking.

If you’re using guest messaging software, placeholders are especially useful because many tools let you save templates and automatically replace these fields with real guest and booking details — so your messages stay personal without extra effort.

For example, in Your.Rentals Guest Messages, you can insert dynamic fields such as the guest’s first name or a check-in link directly into your template, and the system will fill them in when the message is sent.

Common placeholders used in the templates:

• [Guest Name]
• [Property Name]
• [Address]
• [Check-in Time]
• [Access Code]
• [Lockbox Location]
• [Host Contact]

Check-in Instruction Message Templates

Template #1: Standard check-in instructions

Hi [Guest Name],

Here are your check-in details for [Property Name]:

Address: [Address]
Check-in time: [Check-in Time]
Access: [Access Instructions]
Wi-Fi network: [Wi-Fi Name]
Password: [Wi-Fi Password]

If you have any questions or need help on arrival, just message me here.

Safe travels,
[Host Name]

Template #2: Self check-in with lockbox

Hi [Guest Name],

You can self check in at [Property Name] anytime after [Check-in Time].

The lockbox is located at [Lockbox Location]
Your code is [Access Code]
Inside you’ll find the key labeled [Key Label]

Let me know if anything is unclear — happy to help.

[Host Name]

Template #3: Smart lock / keypad entry instructions

Hi [Guest Name],

Check-in for [Property Name] is easy with keypad access.

Entry code: [Access Code]
Door location: [Entry Details]

Simply enter the code and press unlock.

Message me anytime if you have trouble getting in.

[Host Name]

Template #4: Apartment building check-in

Hi [Guest Name],

Here’s how to access [Property Name]:

Building entrance: [Entrance Details]
Apartment number: [Unit Number]
Key/pickup instructions: [Access Info]

If you arrive and need assistance, message me right away.

[Host Name]

Template #5: Parking + check-in

Hi [Guest Name],

Just a quick note before arrival at [Property Name].

Parking: [Parking Instructions]
Check-in time: [Check-in Time]
Access: [Access Instructions]

Let me know if you need directions or anything else.

[Host Name]

Template #6: Late arrival check-in message

Hi [Guest Name],

No worries if you’re arriving late — check-in at [Property Name] is self-service.

Your access code is [Access Code], and instructions are here:
[Access Instructions]

If anything comes up during arrival, message me anytime.

[Host Name]

When to send check-in instructions

Most hosts send check-in details:

• 1–2 days before arrival (so guests have time to review them)
• The day before check-in as a reminder, especially for self check-in
• A few hours before arrival for last-minute bookings or same-day reservations

Sending too early means guests may lose the message in their inbox. Sending too late can create unnecessary stress when they’re trying to arrive and access the property.

Save these templates and automate check-in messages

Copying and pasting works — but it’s easy to forget a message when you’re busy. If you want to save time and stay consistent,
you can store these messages as templates and reuse them whenever you need them.

Your.Rentals Guest Messages is a guest messaging software tool that brings all your guest conversations from channels like
Airbnb, Booking.com, Vrbo, and more into one place.

You can also schedule templates to send automatically, for example when a booking is confirmed or X hours before check-in.
This helps ensure guests receive the right instructions at the right time — without manual follow-ups.

Next step: Save these templates in Guest Messages and set up your check-in message schedule.