Host Guides › Airbnb Check-In Message Templates: 5 Messages to Copy, From Booking to First Night
Airbnb Check-In Message Templates: 5 Messages to Copy, From Booking to First Night
Check-in is where most guest messages come from: "What's the address again?" "Where do we park?" "The code isn't working." Every one of those questions can be answered before it's asked, if the right message arrives at the right time.
Below are five check-in message templates you can copy, with the timing for each and how to schedule them in Airbnb so they send themselves. They also work on Vrbo and for direct bookings with small edits.
How Airbnb handles check-in information
Two Airbnb features matter here:
- Check-in instructions in your Arrival guide. In the listing editor, you choose a check-in method (smart lock, keypad, lockbox, building staff, in-person greeting or other) and write instructions. Guests see the method before booking, but Airbnb says they won't see the detailed instructions until 48 hours before check-in (Airbnb Help: check-in and checkout instructions).
- Scheduled quick replies. These are message templates that send automatically based on triggers like booking, check-in and checkout. They can include "details," placeholders such as the guest's first name, check-in time, address, Wi-Fi name and password, which Airbnb fills in from your listing and the reservation (Airbnb Help: scheduled quick replies).
One setting to know: for last-minute bookings and short stays, Airbnb skips some scheduled messages by default. There's a toggle, Send for last minute bookings and short stays, which sends pre-check-in messages immediately at booking if the normal trigger time has already passed. Turn it on for your check-in messages, or a same-day guest may never get them.
In the templates below, square brackets like [Guest first name] are where you'd insert Airbnb's details or your own text.
Message 1: Booking confirmation
When: Immediately after booking (scheduled quick reply, trigger: booking confirmed)
Goal: Warm welcome, set expectations, and tell the guest when the important information will arrive.
Hi [Guest first name], thank you for booking [Home name]! We're looking forward to hosting you on [check-in date].
A few quick things:
• Check-in is any time after [check-in time], and checkout is by [checkout time].
• You'll get full arrival instructions, including your door code, [2 days] before check-in.
• Please take a quick look at the house rules. The main ones are: max [4] guests, no parties, and quiet hours from [10 PM].If you have any questions before then, just message us here. We usually reply within [30 minutes] during the day.
[Your name]
Why this works: it answers the first anxious question ("when will I get the details?") before the guest asks it, and it puts the three rules that matter most in front of them early.
Message 2: Pre-arrival instructions
When: 2 to 3 days before check-in, mid-morning (trigger: before check-in)
Goal: Everything the guest needs to plan the trip, in one scannable message.
Hi [Guest first name], your stay at [Home name] is almost here! Here's everything you need:
📍 Address: [full address]
🚗 Parking: [Driveway, room for 2 cars. Please don't park on the grass.]
🔑 Getting in: [Keypad on the side door under the porch light.] Your code will be in a message on the morning of [check-in date]. Your check-in instructions in the Airbnb app will also show the steps.
📶 Wi-Fi: [Wi-Fi name] / [Wi-Fi password]
🕒 Check-in: after [check-in time] · Checkout: by [checkout time]
🛒 Groceries nearby: [Store name], [8 minutes] awayOur welcome book in the kitchen has the TV, thermostat and local tips. Anything else you need before you arrive?
[Your name]
Why this works: it's the "trip planning" message. Guests read it when they're figuring out logistics, so lead with address and parking, not the welcome book.
Message 3: Arrival day
When: Morning of check-in (for example 9 AM, trigger: day of check-in)
Goal: The code and the three steps to get inside, and nothing else.
Good morning [Guest first name]! Today's the day.
Your door code is [code].
- Park [in the driveway].
- Go to the [side door under the porch light].
- Touch the keypad to wake it, enter [code] and press [✓]. The door locks automatically behind you.
Check-in is from [check-in time]. If anything doesn't work, message us here or call [phone] and we'll sort it out right away.
Safe travels!
Why this works: short and impossible to misread. A guest standing at the door with bags doesn't want to scroll past a welcome paragraph to find the code. If your lock generates a unique code per guest, this is where it goes.
Message 4: First-night check-in
When: 2 to 3 hours after check-in time (trigger: after check-in)
Goal: Catch small problems while they're still small, before they turn into a review.
Hi [Guest first name], just checking that you got in OK and that everything's as expected. Is there anything you need or anything we can fix tonight?
Extra towels and blankets are in [the hall closet], and the welcome book on the counter has the TV and thermostat instructions.
Enjoy your evening!
Why this works: it invites the guest to tell you about the slow drain or missing coffee filters now, rather than in a review later. Keep it to one question so it doesn't feel like a survey.
Message 5: Lockout reply (save this one, don't schedule it)
When: Immediately, any time a guest says they can't get in
Goal: Calm, specific steps, and a promise of a human.
I'm so sorry, [Guest first name]! Let's fix this right now:
- Touch the keypad screen to wake it, then enter [code] slowly and press [✓].
- If the keypad doesn't light up, the battery may be low. The backup key is in the lockbox at [location], code [lockbox code].
- If neither works, call me at [phone] and I'll stay on the line until you're inside.
Save this as a quick reply (not scheduled), so it's two taps away at 11 PM. Make sure the backup plan is real: test the lockbox code and the keypad batteries at every turnover.
Timing summary
| Message | When to send | Scheduled or saved? |
|---|---|---|
| Booking confirmation | Right after booking | Scheduled |
| Pre-arrival instructions | 2–3 days before check-in | Scheduled (turn on the last-minute toggle) |
| Arrival day with code | Morning of check-in | Scheduled (turn on the last-minute toggle) |
| First-night check | 2–3 hours after check-in | Scheduled |
| Lockout reply | When needed | Saved quick reply |
Rules to keep check-in messages safe and on-platform
- Keep communication and payments on the platform. Airbnb's policies don't allow asking guests to pay outside Airbnb. Keeping messages in the app also gives you a record if anything goes wrong.
- Don't send the code too early if your codes are permanent. Airbnb itself releases detailed check-in instructions 48 hours before check-in. Arrival-day delivery is a common choice for the code itself.
- Change codes between guests if your lock allows it. Many smart locks can generate a code per reservation.
- Match the listing. If the message says "side door" but your listing photos show the front door, fix one of them.
- Re-read your templates each season. Daylight, parking rules and road conditions change, and so should your arrival message.
Frequently asked questions
When should I send check-in instructions to Airbnb guests?
A common pattern is a full arrival message 2 to 3 days before check-in and the door code on the morning of arrival. Airbnb releases the detailed check-in instructions from your Arrival guide to guests 48 hours before check-in.
Can I automate Airbnb check-in messages?
Yes. Airbnb's scheduled quick replies send templates automatically based on triggers like booking, check-in and checkout, and they can insert details such as the guest's name, check-in time and Wi-Fi password.
What if a guest books the same day?
Turn on "Send for last minute bookings and short stays" on your scheduled messages. Pre-check-in messages will then send immediately at booking instead of being skipped.
Should I send the Wi-Fi password before arrival?
Many hosts include it in the pre-arrival message so guests can connect the moment they walk in. It's also worth printing it, or a Wi-Fi QR code, in the welcome book.
Get all 36 scripts
These five messages come from the Key & Kit Guest Message Scripts pack: 36 scripts from first inquiry to review reply, including early check-in, late checkout, noise complaints, damage reports, parties, cancellations and weather alerts. Every script is tagged AUTOMATE or SAVED REPLY, with exact timing, in Word, Google Docs and PDF.
See the 36 Guest Message Scripts →
Pair them with a welcome book so guests find answers on their own, and start with our free one-page Apartment Turnover Card for your cleaner.
Key & Kit isn't affiliated with Airbnb, Vrbo or Booking.com. Platform features change; check Airbnb's Help Center for the current options in your account.