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How to Write Check-in Instructions for Short-Term Rental?


Ensuring a smooth and hassle-free check-in process is essential for providing a positive guest experience in your serviced accommodations. Clear and detailed check-in instructions can help guests easily navigate their arrival, minimizing stress and uncertainty. In this guide, we’ll explore how to add check-in instructions to your serviced accommodations to streamline arrivals and delight your guests.

1. Understand Your Guests’ Needs

Before creating check-in instructions for your serviced accommodations, take some time to understand the needs and preferences of your guests. Consider factors such as:

Arrival time: Are guests likely to arrive during normal business hours, or do you need to accommodate late-night arrivals?

Mode of transportation: Will guests be arriving by car, public transportation, or another mode of transport?

Language barriers: Do you need to provide instructions in multiple languages to cater to international guests?

By considering these factors, you can tailor your check-in instructions to meet the specific needs of your guests and ensure a seamless arrival experience.

2. Provide Clear and Detailed Instructions

  • When creating check-in instructions, aim for clarity and detail to guide guests through the process step by step. Include essential information such as:
  • Location: Provide the address of your serviced accommodations and any relevant landmarks or points of interest to help guests locate the property.
  • Access: Specify how guests will access the accommodations, whether it’s through a keyless entry system, lockbox, or in-person check-in with a staff member.
  • Parking: If parking is available, provide instructions on where guests can park their vehicles, including any fees or restrictions.
  • Contact information: Offer multiple contact methods, such as phone, email, or messaging apps, for guests to reach out with questions or concerns.
  • Check-in procedures: Outline the check-in process in detail, including any required documentation or identification, key pickup instructions, and emergency contact information.

3. Customize Instructions for Different Scenarios

Consider tailoring your check-in instructions to accommodate different scenarios and guest preferences. For example:

Late-night arrivals: Provide detailed instructions for guests arriving outside of normal business hours, including how to access the accommodations and who to contact for assistance.

Self-check-in: If guests are checking in without assistance from staff, provide clear directions and any necessary access codes or keys to facilitate a smooth arrival.

Personalized touches: Consider adding personalized touches to your check-in instructions, such as a welcome message or recommendations for local attractions and restaurants, to make guests feel valued and appreciated.

4. Communicate Proactively

Make sure your check-in instructions are easily accessible to guests before their arrival. Send the instructions via email or messaging app shortly after the booking is confirmed, and provide a printed copy within the accommodations for easy reference during the stay. Encourage guests to reach out with any questions or concerns and respond promptly to ensure a positive experience.

5. Gather Feedback and Iterate

After guests check in, gather feedback on their arrival experience and use it to improve your check-in instructions for future guests. Pay attention to common questions or issues that arise and make adjustments to your instructions accordingly. By continuously iterating and improving your check-in process, you can provide an exceptional arrival experience for your guests and set the stage for a memorable stay.

Adding clear and detailed check-in instructions to your serviced accommodations is essential for ensuring a seamless and stress-free arrival experience for your guests. By understanding your guests’ needs, providing clear and detailed instructions, customizing for different scenarios, communicating proactively, and gathering feedback, you can streamline the check-in process and delight your guests from the moment they arrive.

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