Check-in instructions template: Clear arrival guidance for guests
Clear check-in instructions prevent confusion and late-night calls. Include parking, key access, entry codes, and step-by-step directions with photos for smooth arrivals.
Key takeaways
- •Send check-in instructions 24–48 hours before arrival.
- •Include photos of parking, entrance, and key locations.
- •Provide a backup contact method in case guests get stuck.
Use your check-in instructions with Booking.com automation
Whether you are building a check-in instructions or refining an existing one, you can connect it to Booking.com and use the same guide link in automated messages. Guests get consistent answers and you get fewer repeat questions, no matter which channel they booked on.
Common problems hosts face
- •Guests can't find parking or the property entrance
- •Late-night calls asking for entry codes or key locations
- •Check-in instructions are too long or confusing
- •No photos to help guests visualize the process
What good solutions should include
- •Step-by-step check-in instructions with photos
- •Clear parking information and directions to the entrance
- •Entry codes and key locations clearly labeled
- •Backup contact information for support
Practical tips from experienced hosts
- Number your steps: "1. Park in spot #3. 2. Walk to the blue door. 3. Enter code 1234."
- Include photos of the parking area, property entrance, and lockbox location.
- Test your instructions by having someone unfamiliar with the property follow them.
- Send instructions 24 hours before check-in so guests can review them early.
Action step: Pick one practice from this guide to implement this week. Test it with your next booking and measure the impact on guest questions and reviews.
Options compared
Choose the approach that fits your needs.| Option | Best for | Why it works / doesn't |
|---|---|---|
| Text-only instructions | Basic | Hard to follow, especially at night or in unfamiliar areas. |
| Long paragraph | Overwhelming | Guests skip reading, still have questions. |
| Step-by-step with photos | Ideal | Easy to follow, visual guidance, reduces questions. |
Where Host Pilot fits
- •Create photo-guided check-in instructions in your guest guide.
- •Include parking, entry codes, and step-by-step directions all in one place.
- •Update instructions instantly if check-in process changes.
FAQ
How detailed should check-in instructions be?+
Very detailed. Assume guests have never seen your property. Include parking, walking directions, entry method, and what to do if something doesn't work.
Should I include the entry code in check-in instructions?+
Yes, include it in both your guest guide and a separate check-in message for redundancy. Some guests don't open the guide until they arrive.
When should I send check-in instructions?+
Send them 24–48 hours before check-in. This gives guests time to review them and ask questions before arrival.
Related guides
Ready to create your guest guide?
Use this guide to build an effective guest guide for your property. When you're ready, Host Pilot can help you create mobile-friendly guides with QR codes, local recommendations, and easy updates.
