Good check-in instructions answer the next question before a guest has to ask it. A street address alone may not identify a rear cottage, shared driveway, or upstairs apartment. The useful test is whether someone who has never visited can reach the right door using only your message.

The practical takeaway

Write the arrival journey in the order a tired guest experiences it: find the building, park, identify the correct entrance, unlock the door, and get help if needed.

1. Walk the route as a first-time guest

Start at the point where navigation usually ends. Is the house number visible at night? Does the map pin stop at a different gate? Can guests tell which driveway belongs to the property? Describe the physical clues they will actually see.

Take an entrance photo from the approach guests use. A beautiful living-room photo cannot tell someone which side of a duplex to enter. If the building has multiple units, include the unit designation in the private directions and label the correct entrance clearly.

  • Confirm the address and map pin match the guest entrance.
  • Show the parking space and any height or vehicle restrictions.
  • Describe stairs, gates, and the route from parking to the door.
  • Check lighting and whether a house number is readable after dark.

2. Keep access details in the right place

Use Airbnb’s Arrival guide for the detailed instructions attached to an Airbnb stay. Its help page explains how to add the check-in method and directions, and when guests can see them. Check the guest-facing version after editing.

Keep door codes, lockbox combinations, and private access instructions out of public listing photos, your blog, and publicly shared QR pages. Give each stay appropriate access through your lock system and confirm the activation window. A property website can explain the general arrival experience without exposing the keys to it.

Official reference: Airbnb: adding check-in and checkout instructions.

3. Use a short arrival message

Adapt the following draft to the property and the confirmed reservation. Replace every bracketed field before sending. Keep the first message focused on getting inside; appliance instructions can wait until the guest is settled.

A template to adapt

Hi [first name], we’re looking forward to welcoming you on [date]. Check-in begins at [time, property’s local time]. Please go to [confirmed address and unit]. Park in [specific space]. The entrance is [visible landmark]; see the attached entrance photo. Your entry method is [keypad / lockbox / in-person greeting]. [Private access instructions]. Access begins at [approved time]. If the door or route does not match these directions, please stop and message us here before trying another entrance. For an urgent arrival issue, use [approved contact method].

4. Handle exceptions before arrival

Write down any approved early arrival in the reservation conversation and update the actual lock schedule to match. “You can arrive early” is incomplete; “You can enter from noon local time” is actionable. Make sure anyone covering for you knows about the exception.

If the guest arrives before access is available, offer only options you can support, such as a nearby café or an agreed luggage arrangement. Do not send them into a property that is still being prepared. See our early check-in guide for acceptance and refusal templates.

Test your instructions before the next stay

Ask someone unfamiliar with the property to read the directions and explain the route back to you. Their questions reveal missing details. Repeat the check after changes to locks, landscaping, parking, or building access.

  • The arrival message uses the correct property and reservation date.
  • Entrance and parking photos match the current setup.
  • The lock works, and its time zone and access window are correct.
  • A backup contact is available during the expected arrival window.
  • No public page or photo reveals a working access code.

Make the rest of the stay easier to understand

Keep the public basics—photos, amenities, availability, and contact options—together on your property page. JustStay provides a page you can share with independently acquired guests. Private arrival instructions still belong in the confirmed guest’s booking communication.

When you receive the same arrival question twice, improve the instructions at the source. A clear guide should reduce uncertainty while leaving guests comfortable asking for help.

Written by the JustStay team. Official references checked on October 16, 2026. Platform policies and features can change; consult the linked guidance when making a decision. JustStay is independent of Airbnb and Vrbo.