Vacation rental check-in instructions template

Hello [guest name],

Here are the arrival details for [property name].
Address: [full address and postcode].
Check-in: from [time] on [date], in [time zone].
Please tell us your expected arrival time through [booking message thread].

GETTING HERE
Follow [verified route or map link]. At [landmark], take [turn or entrance].
Park in [allocated space]. Please keep [shared drive or access route] clear.
The entrance is [description matching the arrival photo].

OPENING THE DOOR
Use [key safe / smart lock / in-person handover].
We will send your access details through [agreed private channel] at [confirmed time].
Follow these steps: [short, tested sequence for your actual lock].
If the door does not open, contact [host contact] through [backup contact method].

YOUR FIRST FEW MINUTES
1. Find the lights at [location].
2. Open [guest guide link] for Wi-Fi and heating instructions.
3. Check [essential property-specific detail].

HELP DURING YOUR STAY
Message [contact] through [channel]. Support hours: [hours and time zone].
For an arrival outside those hours, use [agreed out-of-hours contact].
Check-out is by [time and time zone] on [date]. The departure checklist is in [guide section].

We look forward to welcoming you,
[host name]

EXAMPLE ONLY — fictional Willow Cottage

Welcome to Willow Cottage. Check-in is from 4 pm, UK local time, on your arrival date.
We will confirm the full address and your arrival date in your booking message thread.

From the village green, follow Mill Lane to the wooden sign marked Willow Cottage.
Use the gravel entrance immediately after the sign. The entrance photo in your guide
shows the correct turning. Park in the space marked Willow beside the front gate;
please leave the lane clear for neighbouring homes.

The front door is the green door facing the parking space. Your key-safe details
will arrive in the booking message thread before your agreed check-in time.
Follow the key-safe steps supplied with those details and close the safe after use.

The porch light switch is inside the front door on the left. Open the guest guide
for Wi-Fi and the heating controls. Save the route before travelling: mobile reception
on the final lane can be unreliable in this fictional example.

If you cannot find the entrance or open the door, use the host contact and backup
number confirmed in your booking thread. Please tell us which step you have reached.
Departure is by 10 am, UK local time; use the Check-out section in your guide.

EXAMPLE ONLY — fictional Olive Terrace Villa

Welcome to Olive Terrace Villa. Check-in is from 3 pm, local property time.
Use the full address and map pin confirmed in your booking message thread.

At the stone sign marked Olive Terrace, take the lower driveway to the guest gate.
The upper driveway serves a neighbouring property. Park in the two marked spaces
on the right; the pedestrian entrance is beside them. See the gate photo in the guide.

Use the pedestrian gate and then the front door facing the terrace.
We will send the gate and door instructions privately for your confirmed stay.
Please close the gate after entering. If access fails, contact the host through the
booking thread or use the backup contact supplied there.

Inside, the light switches are beside the entrance. Wi-Fi and air-conditioning
instructions are in the guest guide. Read the Pool section before using that area;
it contains the property-specific arrangements, restrictions and supervision guidance.

Please confirm your expected arrival time in the booking thread. For a late arrival,
ask us to confirm the out-of-hours contact before you travel.
Check-out is by 11 am, local property time. Follow the guide's departure checklist.