The check-in message every guest needs

A good Airbnb check-in message gives the guest everything they need to get from the street to the sofa in one place: the address with a map pin, how to get in, check-in time, parking, Wi-Fi and your number. Send it the day before arrival, keep it short, and add photos for anything that's hard to find.

Check-in is one of the six things guests rate on Airbnb, and it's the first impression of the stay. A guest standing at a gate at night, scrolling for a code, starts the stay annoyed. A guest who walks straight in starts it happy.

When to send it

The day before arrival is the sweet spot. The guest knows their travel plans by then, and there's still time to ask questions.

Two smaller messages make it work even better:

1. A few days before: ask for the arrival time, so you know when to expect them.
2. On arrival day: a one-line "safe travels, the house is ready" with a reminder of where the check-in details are.

Airbnb lets you save the check-in message as a quick reply and schedule it, for example for the day before check-in, with the guest's name and dates filled in. If you're in touch with the guest on WhatsApp, send it there too: it's the app most guests open first.

What to include

Use this checklist. Not every home needs every line.

1. Greeting with the guest's name and the home's name.
2. Address, written out, plus a map pin or link.
3. Directions for the last 100 metres: the gate colour, the building entrance, which floor. This is where most guests get lost.
4. Check-in time and what to do if they're early.
5. How to get in: key box and code, smart lock code, or who will meet them.
6. Parking: where, and whether it's free.
7. Wi-Fi name and password.
8. House basics: hot water, AC remotes, anything that isn't obvious.
9. Checkout time, so it's in the same place.
10. Your number and who to call if you're unreachable.

Add a photo or two: the entrance, the key box, the parking spot. One photo answers questions that three sentences can't.

The main template

Hi {name}, we're looking forward to welcoming you to {home} tomorrow!

Address: {full address} Map: {map link} Finding us: {e.g. the white gate next to the bakery; we're on the 2nd floor, flat 204}

Check-in: from {time}. If you arrive earlier, you're welcome to leave your bags {where}. Getting in: {key box / smart lock / meeting} instructions below. Parking: {where} Wi-Fi: {network} / {password}

Good to know: {hot water / AC / anything not obvious} Checkout: by {time} on {date}.

Any questions, message me here or call {number}. Safe travels! {your name}

Versions for different check-ins

Key box

Getting in: The key box is on the wall to the right of the front door (photo attached). The code is {code}. Please put the key back in the box and close it when you leave.

Smart lock

Getting in: Enter {code} on the keypad, then press the lock button. The code works from {time} on your arrival day until checkout. To lock from inside, turn the knob.

Meeting in person

Getting in: {Name} will meet you at the gate. Please message us about 30 minutes before you arrive so they're ready. Their number is {number}.

Apartment building

Getting in: Show the security desk your booking and say you're staying in flat {number}. The flat key is in the key box by the door (code {code}). The lift is on the left of the lobby.

Late arrival

We know you're arriving late, so everything's set for self check-in. The outside light will be on, and the key box is lit. If anything goes wrong, call {number}, any time.

The arrival-time message

Hi {name}, looking forward to hosting you on {date}! What time do you expect to arrive? That helps us have everything ready for you.

The arrival-day message

Hi {name}, the house is ready for you! Your check-in details are in my message from yesterday. Safe travels, and message me when you're in.

After they arrive

A few hours after check-in, send one more short message:

Hi {name}, hope you found everything easily! Is everything working as it should? Anything you need, just message me.

This catches small problems (a missing towel, a confusing remote) while you can still fix them, which matters far more for your review than any welcome basket. See how to get more Airbnb reviews for what to send after checkout.

Questions guests ask on arrival day

If you keep getting the same question, the answer belongs in your check-in message. The usual ones:

• "Can we check in early?" Say in the message what's possible: bags only, or early check-in when the home is ready.
• "Where do we park?" Give the exact spot, and whether the gate needs opening.
• "The code isn't working." Add a line on how the lock works (press the lock button, wait for the light) and a number to call.
• "How does the hot water work?" One sentence and a photo of the switch.
• "Is there food nearby?" Two or three places you'd recommend, with a map link.

Tips that make check-in smoother

• Test your own instructions. Follow them once as if you'd never been there, ideally at night.
• Name landmarks, not just street names. "Opposite the pharmacy" is easier than a house number on a dark street.
• Light the way. An outside light on a timer helps late arrivals more than any message.
• Keep one source of truth. Keep the same details in your Airbnb listing's check-in instructions, your quick reply and your WhatsApp message, and update all three when something changes.
• Write it in plain language. Many guests read in their second language. Short sentences and numbers travel well.
• Change codes between guests if your lock allows it.

How Prohostings helps

Prohostings sends your check-in details on WhatsApp the day before arrival, with the map pin and your home's own instructions, asks for the arrival time a few days before, and checks in a few hours after the guest arrives. Its AI agent answers the questions that come up ("where do we park?", "how does the hot water work?") from your home's details, at any hour. Start with the free listing report.

Sources

• Airbnb Help Centre: create and send quick replies