Clear check-in messages are the difference between a 5-star arrival and a 1am "I can't get in" phone call. Below are five free, copy-paste templates for every stage of an Airbnb self check-in — plus how to send them automatically so you never type them again.
Self check-in is now the norm for short-term rentals: guests want to arrive on their own schedule, and hosts don't want to drive over with a key. But "self" check-in only works if your messages are clear, timely and impossible to misread. Get them wrong and you'll spend the evening fielding messages about the door code; get them right and guests barely notice the handover happened.
Use the templates below as-is, or tweak them to match your property. Replace anything in [square brackets] with your details.
1. Booking confirmation (send immediately)
Set the tone and answer the first question every guest has: "Did it go through, and what happens next?"
2. Pre-arrival details (send the day before)
This is the message that prevents 90% of arrival-day problems. Include directions, parking and what to expect — everything except the code itself.
3. Check-in day: door code & WiFi (send the morning of arrival)
Send the access details on the day, not earlier — it keeps the code secure and fresh in the guest's mind. Spell out the entry steps; never assume the lock is obvious.
4. House rules & quick reminders
Keep rules short and friendly. A wall of text gets ignored; three or four clear points get read.
5. Checkout message (send the evening before checkout)
When to send each message
Timing matters as much as wording. A simple, reliable schedule:
- At booking — confirmation (message 1)
- Day before arrival — directions & parking (message 2)
- Morning of check-in — door code & WiFi (message 3) and house rules (message 4)
- Evening before checkout — checkout reminder (message 5)
Sending the door code on the morning of arrival — not days early — keeps it secure and stops guests scrolling back through old messages to find it.
The catch with doing this manually
These templates work brilliantly… until you have three properties and ten check-ins a week, all at different times, some in different languages. Then you're copy-pasting at 7am, double-checking you sent the right code to the right guest, and hoping nobody opens the message a day late.
This is exactly where automation earns its keep. With a WhatsApp self check-in flow, each message goes out at the right moment automatically — and the door code is only released after the guest has confirmed their details and accepted your house rules. Guests get instructions on WhatsApp (which they actually open on arrival day), in their own language, and you get your evenings back. If you also field a lot of pre-booking questions, an AI chat receptionist can answer those 24/7 so you're not the bottleneck.
Frequently asked questions
When should I send Airbnb check-in instructions?
Send a warm welcome at booking, full directions and parking the day before arrival, and the door code plus WiFi on the morning of check-in. Sending the code too early risks it being forgotten or shared; sending it on the day keeps it fresh and secure.
What should an Airbnb self check-in message include?
The full address and a map link, parking guidance, the exact door or lockbox code with step-by-step entry instructions, the WiFi name and password, key house rules, and a contact for problems.
Can Airbnb check-in messages be sent automatically?
Yes — scheduled messages and automation tools send each message at the right time without you lifting a finger. A WhatsApp self check-in flow can also verify the guest and release the door code only once they've accepted the house rules.
Is it better to message guests on Airbnb or WhatsApp?
Airbnb messaging is fine at booking stage, but guests open WhatsApp far more reliably on arrival day. Many hosts confirm the booking on Airbnb and move check-in-day instructions to WhatsApp so the door code is actually seen.