Airbnb Checkout Instructions: The Perfect Template for Your Guests (2026)

The first time a guest left me a 3-star review for "messy property", it took me a while to understand what had happened. They hadn't loaded the dishwasher because I hadn't asked them to. No bad intentions — just a miscommunication. Since then, I've written clear checkout instructions, and the problem has never come up again.

In this guide, I'm sharing everything I've learned over three years of managing my two cottages in Normandy: why well-written checkout instructions prevent disputes, what they need to include, a ready-to-copy template, and how to integrate them into your digital welcome book.

Why clear checkout instructions change everything

We often think about check-in instructions, but checkout instructions are just as strategic. A guest who leaves without knowing what's expected of them is almost guaranteed to create friction.

Conflicts start with the unspoken

"I would have thought it was obvious." That's what I used to tell myself after every incident. Dirty dishes left in the sink, bins not taken out, the French window left open. Nothing malicious — just uncommunicated expectations.

Explicit checkout instructions turn those unspoken assumptions into a clear agreement. Everyone knows what's expected, and no one can claim they weren't told.

The direct impact on your reviews

On Airbnb, if you leave a negative review for a guest because of a bad checkout, they might be tempted to leave a defensive review in return. But if your instructions are clear and reasonable from the start, guests naturally follow them — and leave with a clear conscience.

Since I formalised my checkout instructions, my "cleanliness" and "communication" ratings have improved by half a point on average. That's significant when you're aiming for Superhost status.

Protection in case of a dispute

If a guest contests a damage claim, Airbnb asks for evidence and written communications. Checkout instructions sent via an automatic message the evening before constitute solid written proof. It's a protection that few hosts think about until they actually need it.

What checkout instructions must include

Vague instructions are useless. Instructions that are too long won't be read. Here are the essential elements, in a logical order.

• Checkout time: give the exact time, not a window. "Before 11 AM" is clear. "During the morning" is not. If you have flexibility, say so.
• Linen management: should sheets and towels be folded or left in the bathtub? Placed directly in the washing machine? Be precise — it's the question guests ask most.
• Dishes and kitchen: washed and put away, or just loaded into the dishwasher? Oven and hob turned off? Leftover food thrown away? Specify each point.
• Bins: where to put them? Does checkout day coincide with bin collection? I include a small guide to which recycling goes where, because colour codes vary by area.
• Windows and doors: close all windows, lock the doors. It seems obvious, but a guest leaving early in the morning, still half-asleep, can easily forget.
• Key return: where to leave the keys? Key safe, letterbox, neighbour? Provide the code if needed.
• Heating and lights: turn everything off before leaving. Simple, but economically significant.
• A thank-you note: end your instructions on a human note. "Thank you for your stay, hope to see you again soon!" changes the guest's mindset at the moment of departure.

For more on preparing your guests for a smooth stay, check out my guest arrival checklist — the two tools work great together.

Complete checkout instructions template

Here's the template I use in my two cottages. Adapt it to your situation.

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Thank you for staying with us!

To make your departure smooth and the property ready for our next guests, here are a few steps to follow:

Checkout time: before 11 AM (if you need a little extra time, send me a message — I'll do my best).

Linen: Leave the used sheets and towels in the bathtub or shower. No need to fold them.

Kitchen:

• Wash the dishes or run a dishwasher cycle
• Throw away any leftover food in the food waste bin
• Turn off the hob and oven

Bins: Place the bags in the bins outside on the street side. Recycling: packaging in the yellow bin, glass in the green container at the end of the street.

Before leaving:

• Close all windows
• Turn off the lights and heating/air conditioning
• Lock the front door and leave the keys in the key safe (code: XXXX)

A final word: I hope you had a wonderful stay. If you enjoyed your experience, a review on Airbnb helps us enormously. See you again soon, hopefully!

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This template is simple, complete, and friendly. It takes less than 2 minutes to read and covers all the key points without being authoritarian.

How to communicate checkout instructions effectively

Having good instructions is great. Making sure they're actually read is even better. Here are the three channels to combine.

In the digital welcome book

This is the ideal place for the full text of your checkout instructions. Guests can access it at any time from their phone, without hunting for a paper document. With a tool like ScanStay, you create a dedicated "Checkout" section in your digital welcome book, visible as soon as the guest opens it.

In my experience in Normandy, guests who have access to the digital welcome book spontaneously check the "Checkout" section the evening before or the morning of checkout. The reminder becomes unnecessary.

The automatic message the evening before

Set up an Airbnb automatic message to send the evening before checkout. A few lines are enough: reminder of checkout time, link to the welcome book, and a warm note. On Airbnb, you can schedule this message in the "Scheduled messages" section of your booking settings.

This has been my strategy for two years and it works perfectly. The guest gets a reminder at exactly the right time, without me having to think about it.

The sign in the property

For guests who don't read messages or don't use the digital welcome book, a laminated A4 sign in a visible spot (kitchen or entrance) is still essential. In bold, large font: the checkout time and the 3–4 key points. Everything else in the welcome book.

Combining these three channels guarantees that 100% of your guests have access to the instructions, whatever their information habits.

What you should NOT ask

It's tempting to use checkout instructions to outsource part of the cleaning. That's a mistake. On Airbnb, excessive checkout instructions generate negative reviews — and Airbnb monitors this closely.

Absolutely avoid:

• Asking guests to vacuum or mop the floors
• Requiring a thorough clean of the oven or bathroom
• Imposing a list of more than 10 tasks
• Phrasing instructions as ultimatums ("You MUST...")
• Threatening extra charges for non-compliance

If you charge a cleaning fee, guests shouldn't feel like they're doing your job for you. Reasonable instructions create a sense of shared responsibility. Excessive instructions create resentment.

The right balance between firmness and warmth

The key is tone. Well-written checkout instructions sound like a polite request between adults, not a prison regulation.

A few principles that make the difference:

Explain the why. "Leave the keys in the key safe: the cleaning team arrives directly after your checkout and needs them." A guest who understands the reason respects the instruction better.

Offer flexibility. "If you need a little extra time, don't hesitate to send me a message." It costs nothing and creates goodwill.

Thank sincerely. A warm farewell message, even a short one, leaves a lasting good impression. That's what encourages guests to leave a great review — and to come back.

If you want to see examples of how this tone applies to reviews, have a look at my Airbnb guest review examples: friendly language is something you can work on there too.

Integrating checkout instructions into a digital welcome book

A well-structured digital welcome book is the best container for your checkout instructions. Here's how I organise the "Checkout" section in my ScanStay welcome books:

1. Visual summary: the 5 key points with icons. One glance is enough.
2. Full detail: the complete text of the instructions with each step explained.
3. Logistics: key safe location on a map, recycling guide, collection times.
4. Farewell message: personalised by season and region.

The advantage of digital is that you can update your instructions in real time if something changes (new key safe code, bin rules updated by the municipality). No need to reprint anything.

To build your own digital welcome book from scratch, check out my complete guide: how to create a welcome book for your vacation rental. It covers everything, from essential sections to the mistakes to avoid.

FAQ

Can I include extra charges if checkout instructions aren't followed?

Yes, but be very precise in your Airbnb listing. Extra charges must be clearly stated in the house rules. Airbnb can rule in your favour if you have evidence (photos, messages sent). In practice, well-written instructions reduce incidents so much that you'll almost never need to use this.

What's the maximum number of points in checkout instructions?

Aim for 5 to 8 points. Beyond that, guests switch off. Prioritise points with real impact (keys, bins, dishes, checkout time) and forget the rest.

Should checkout instructions appear in my Airbnb listing?

Yes, the essential rules (checkout time, key management) should appear in the "House rules" section of your listing. The full detail can be in the digital welcome book or an automatic message. Both levels are complementary.

How do I handle guests who leave very early and don't read messages?

That's exactly why the physical sign in the property is essential. Place it in the kitchen or at the entrance, clearly visible, with the 3 truly critical points: checkout time, keys, windows. Keep everything else in the digital welcome book for guests who have time to check it.

Can my checkout instructions be in multiple languages?

Absolutely — and it's essential if you welcome international guests. A multilingual digital welcome book lets you provide instructions in the guest's language with no extra effort on your part. It's one of the features I use most in my cottages in Normandy.

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Clear checkout instructions mean fewer disputes, less stress, and better reviews. They take an hour to write and save you dozens of hours down the line. If you want to integrate them neatly into a ready-to-use digital welcome book, try ScanStay free for 7 days: you'll have a complete, customisable "Checkout" section in minutes.