Check-in is the first real moment your guest experiences your property. Not the listing photos, not the booking confirmation — the actual moment they arrive. If they’re standing in your driveway confused about where to park, or texting you at 10 PM because they can’t find the lockbox, that first impression tanks fast. And once it tanks, it’s hard to recover.
I’ve been hosting in Long Beach for three years across two units, and the single biggest driver of smooth stays is a clear, well-timed check-in message. Not a fancy app, not a printed binder (though those help too) — just a message that answers every question before the guest even has to ask.
Here’s exactly what I put in mine.
Key Takeaways
- Send check-in instructions 48 hours before arrival, not the day of
- Cover property access, parking, WiFi, and house rules in every message
- Anticipate the questions guests ask most: “Where do I park?” and “How do I get in?”
- A second, shorter confirmation message on check-in day cuts last-minute confusion
- Your check-in instructions and your house manual are different documents — both matter
What to Include in Your Check-In Instructions
Most hosts send something. The problem is what they leave out. Here’s the full breakdown of what to cover:
1. Property address and navigation note Include the full address and a short note if GPS tends to drop guests at the wrong spot. For my Long Beach units, I add: “GPS will take you to the correct block, but park facing west — the entrance is on the north side of the building.” That one sentence cuts a dozen confused texts every month.
2. Parking instructions Be specific. “Parking is available” is not enough. Tell them exactly where: a driveway number, a street with no permit required, a specific lot. Note any restrictions — street cleaning days, permit zones, or a neighbor’s spot they absolutely cannot use.
3. How to access the property Walk through the access step by step. If you use a smart lock, give the code and tell them exactly where the keypad is. If there’s a lockbox, describe where it’s mounted. If there are multiple doors (gate, then front door), give the codes and sequence for each. Never assume a guest will figure it out.
4. Check-in time window State your standard check-in time clearly. If you allow early check-in by request, say so — but also note it’s not guaranteed. This prevents guests from arriving at noon and expecting the unit to be ready.
5. WiFi network and password Put this in the check-in message. Yes, it’s also in the house manual and on the welcome card inside. Guests want it before they walk in the door, not after they’ve already started hunting for it.
6. A brief welcome and who to contact Keep it human. One or two sentences of genuine welcome, then your contact info (or your co-host’s) for anything urgent. This goes a long way.
7. Link to your house manual or digital guidebook The check-in message is not the place for 30 house rules. Keep it focused on arrival logistics, then link to your full house manual or digital guidebook for everything else. (If you’re still pulling together all of that content in one place, my Airbnb house manual guide walks through exactly what to include.)
When to Send Your Check-In Instructions
Timing matters as much as content.
48 hours before arrival is the sweet spot. Airbnb actually releases your check-in instructions to guests 48 hours before their stay begins, which is intentional. Send your personal message at the same time so everything lands together.
Sending earlier (like right after booking) is fine for a welcome note, but the actual logistics message gets ignored when check-in is still two weeks out. Guests will forget, and you’ll get the questions anyway.
On check-in day, send a shorter follow-up. Something like: “Can’t wait to host you today! Here’s a quick reminder of the access code: [XXXX]. Text me if anything comes up.” That brief message right before arrival is what prevents the 9 PM “I can’t get in” message.
Do not send check-in instructions through a third-party tool only. Always make sure guests can also find it inside the Airbnb app under their trip details.
The Questions Guests Ask Most (That Your Instructions Should Answer)
After three years and dozens of guests, here are the questions I get most often when a check-in message is incomplete:
- “Where exactly is parking?”
- “Is there a gate code too, or just the front door code?”
- “What time can I check in?”
- “Is there a trick to the lock? It’s not working.”
- “Where’s the WiFi password?”
If your instructions answer all five of those before the guest arrives, you’ll field almost zero check-in messages. That’s not just better for the guest — it’s better for you.
Check-In Instructions vs. Your House Manual: Know the Difference
I see hosts conflate these two all the time, and it creates bloated check-in messages that guests don’t read.
Your check-in instructions cover arrival logistics: access, parking, timing, and a quick welcome. That’s it. The message should be scannable in under two minutes.
Your house manual covers everything else: how to use the appliances, trash day, noise policies, local recommendations, checkout steps. It’s a reference document guests return to throughout their stay.
Both are essential for a smooth guest experience, but they serve different moments. The check-in message is for the driveway. The house manual is for inside.
If you want to go further and give guests a truly polished experience from the moment they arrive, the Complete Airbnb Guidebook template gives you a fully designed, editable Canva template that covers everything from arrival to checkout — you just fill in your property details and it’s ready to share or print.
A Simple Check-In Message Template
Here’s a version I’ve used and refined over three years. Feel free to adapt it:
Hi [Guest Name],
We’re so excited to host you! Here are the details for your arrival:
Address: [Full Address] Parking: [Specific parking instructions] Check-in time: [Time] — text me if you need early access and I’ll let you know if it’s available.
Access: [Gate/door steps and code(s)] WiFi: Network: [Name] | Password: [Password]
Full house info: [Link to house manual or digital guidebook]
I’m reachable at [Phone Number] if you run into anything. Can’t wait for you to see the space!
[Your Name]
Keep it short. Keep it specific. Make it the kind of message that lets a guest park, walk in, and exhale.
That’s what check-in instructions are for — not legal disclaimers or an essay on your house rules. Just the right information, in the right order, at the right time. Get that right and the rest of the stay tends to follow.