Airbnb Check-In Instructions: What to Send, When, and a Copy-Paste Template

Airbnb check-in instructions are the message guests read in the car: where to park, how to open the door, and what to do in the first five minutes inside. Get them wrong and you get lockout texts at midnight. Get them right and check-in is quiet.

This post covers what to include in Airbnb check-in instructions, when and how Airbnb sends them (and what you still need to send yourself), a copy-paste check-in template, common mistakes, and how one digital guide link keeps everything in one place. For the full welcome book structure—not just arrival—see the Airbnb welcome book template.

What guests need before they touch the door

Check-in instructions are not your listing story. They are operational. A good set answers these questions in order:

1. Address and unit — Street, building name, unit number, and a tap-to-open map link if you can.
2. Parking — Driveway, garage level, street permit, or “no on-site parking; use lot on Oak St.”
3. Arrival window — Check-in time from the reservation, plus what to do if they are early (wait, café nearby, no entry before time).
4. Access method — Lockbox location and photo, smart lock code timing, keypad steps, front desk, or key handoff.
5. WiFi — Network name and password (guests ask for this before they unpack).
6. First steps inside — Alarm code, thermostat, shoes off, trash, anything that prevents a mistake in minute one.
7. Who to contact — Your phone or WhatsApp, and when to call vs message.

If you only send a door code with no parking line, you will still get “Where do I park?” from the driveway. If you only send parking, you will get “What’s the WiFi?” before they sit down.

House rules belong in check-in flow too, but keep them short. Link to a fuller house rules template in your guide if needed; do not paste a full legal block into the arrival message.

When does Airbnb send check-in instructions?

Airbnb automatically shares the detailed check-in instructions you enter in your listing's Arrival guide 48 hours before check-in.

Listing and reservation details. Guests see your check-in method (smart lock, keypad, lockbox) right away; the detailed check-in instructions unlock 48 hours before arrival.

Scheduled messages. If you use Airbnb’s messaging tools or a connected scheduler, you can trigger a message before check-in. Timing is whatever you set—common choices are 24–48 hours before arrival and a short reminder on check-in day.

Your manual message. Most hosts still send (or confirm) door codes and parking in the inbox the day before or morning of check-in, especially for smart locks that activate at a specific time.

Third-party tools. PMS and inbox automations can send a template; the content still has to be accurate and mobile-friendly.

Bottom line: guests see your check-in method right away; detailed check-in instructions unlock 48 hours before arrival.

How to send check-in instructions on Airbnb

Use the inbox, not only the House Manual field. Airbnb’s House Manual is a single text box—fine for a backup summary, weak as the only source. Your primary channel should be a short message with a link or the essentials in the first lines.

Lead with the link or the code. First sentence: “Your check-in guide: [link]” or “Lockbox code: 4821 (active after 3 PM).” Paragraph four is too late for tired travelers.

Send twice if needed. Once 24–48 hours before check-in (so they can plan parking), and a one-line reminder on arrival day if codes change at check-in time.

Keep formatting scannable. Numbered steps beat paragraphs. Bold labels help on a phone.

Platform-neutral link. Same instructions work for Vrbo or direct bookings—one guest guide URL avoids rewriting per channel.

Airbnb check-in instructions template (copy and edit)

Copy the block below into your message, Notion, or guest guide. Replace bracketed text. Delete lines that do not apply.

CHECK-IN — [PROPERTY NAME]
[Full address, unit #]
Map: [Google Maps link]

ARRIVAL
• Check-in: [Day, after 3:00 PM] (per your reservation)
• Early arrival: [Not before check-in / Bags only at café on Main St.]
• Parking: [Driveway fits 2 cars / Permit in glove box / Garage level B, spot 12]

ACCESS
1. [Lockbox on the left of the front door — see photo in guide link]
2. Code: [####] — active from check-in time
3. [Smart lock: code works at 3:00 PM exactly / Key in lockbox]
4. Inside: [Alarm off within 30 sec — code 1234 / Lock door behind you]

WIFI
Network: [NetworkName]
Password: [password-here]

FIRST MINUTES INSIDE
• Thermostat: [Hallway dial / Set to 68°F]
• Trash: [Under sink if full / Chute on floor 3]
• Questions: [Your name] — [Phone / WhatsApp]

Full guide (photos, rules, checkout): [your guide link]

That is an Airbnb check-in instructions sample you can shrink for SMS (“Code 4821 after 3 PM, guide: [link]”) or expand with lockbox photos in a digital page.

Example: short Airbnb message with instructions

Hi [Guest name]—your stay at [Property] starts [date]. Check-in is after [time].
Everything is here: [link]. Door code, parking, and WiFi are at the top.
Save the link on your phone. Text [phone] if the code does not work at check-in time.

Common check-in instruction mistakes

Code sent too early. Smart locks that activate at check-in time look “broken” at 2:30 PM. Say when the code works.

No unit number in multi-unit buildings. Guests open the wrong door often. Put the unit in line one.

Parking as an afterthought. Urban stays live or die on parking clarity.

WiFi missing from check-in. Guests search messages for “WiFi” before they search for “coffee.”

PDF only. PDFs zoom badly on phones; passwords are hard to copy. See why PDF welcome books fail.

Different instructions in chat vs welcome book. One source of truth. Update the link once when the router password changes.

No photo for lockbox or keypad. A single image prevents “which box?” texts at night.

Check-in by access type (quick notes)

Access type	What to spell out
Lockbox	Side of door, color, code, return key on checkout
Keypad	Code, whether # is required, what to do if it beeps
Smart lock	App or code, exact activation time, backup phone number
Building fob	Where to pick up fob, elevator, unit floor
Host meet-and-greet	Meeting spot, late-flight plan, backup if flight is delayed

These rows are not a substitute for your template—add one line each for your property.

Keep check-in instructions in one link with Guest Guide

Check-in is only part of the stay. WiFi, rules, appliances, and checkout belong in the same place guests already bookmarked.

With Guest Guide you publish one mobile link per property: check-in at the top, house rules and checkout below. Edit once; the URL stays the same for every future guest.

1. Sign up.
2. Paste your listing details (or describe the property) to prefill name, address, and check-in time.
3. Add door code, parking, WiFi, and paste the template sections from this post.
4. Share the link in Airbnb chat 24–48 hours before arrival.

Solo is $49 once for one property; Pro is $99 once for unlimited guides (pricing).

FAQ

What should Airbnb check-in instructions include?
Address, parking, check-in time, access steps, WiFi, first steps inside, and host contact. Optional: lockbox photo and link to full house rules.

Is there a free Airbnb check-in instructions template?
Yes—the copy-paste block on this page is free to use in your messages or guest guide.

When should I send check-in instructions to Airbnb guests?
Send a full guide link 24–48 hours before check-in; confirm codes on arrival day if they activate at check-in time.

Does Airbnb send check-in instructions automatically?
Yes. Guests see your check-in method (smart lock, keypad, lockbox) right away; detailed check-in instructions from your Arrival guide appear 48 hours before check-in.

How is this different from a welcome book?
Check-in instructions are the arrival slice. A welcome book adds appliances, local tips, and checkout—often in the same link.

Related reading

• Airbnb welcome book template — full stay structure beyond check-in
• Digital guidebook examples — before/after check-in rewrites
• How to make a digital guidebook — step-by-step setup

Create your check-in guide link → · See pricing