Free template · updated November 3, 2026

Gated community check-in instructions template

In a gated community, the house door is the easy part. Guests first have to find the right gate, get past a call box or a guard, and then navigate streets that all look the same. Map apps often send drivers to a service gate or a locked side entrance.

This template names the right gate, explains the code or guard check, covers visitor passes and the community's driving rules, and gives landmark-based directions from the gate to your door. Add a photo of the house so guests know they've found it.

The template

Replace anything in [brackets] with your own details.

Before you arrive

Check-in is from [Check-in time].
Please register your car with us by [Deadline]: make, colour and licence plate.
Your gate details will arrive by [Day and time details are sent].

1. Use the right gate

Please enter through [Gate name, e.g. the main gate on Lakeshore Road].
Map apps sometimes send you to [Wrong gate], which is [Why, e.g. residents only and has no call box].

[Photo: the main gate from the road]

2. Get through the gate

[Choose the one that fits:]

Call box: enter [Gate code] and wait for the gate to open fully before driving through.
Guard house: tell the guard you're staying at [House number and street] with [Host name]. Your name is on the visitor list.

3. Visitor pass

[Pass details, e.g. the guard will give you a pass; please keep it on the dashboard for your whole stay].

4. Drive to the house

[Turn-by-turn directions with landmarks, e.g. second right after the pond, then left at the tennis courts].
The speed limit inside is [Speed limit], and children and walkers are often on the roads.
Look for [House landmark, e.g. the grey house with the white garage door, number on the lamp post].

[Photo: the house from the street]

5. Park and get in

Park [Parking spot]. [Street parking rule, e.g. overnight street parking isn't allowed].
[Door entry, e.g. lockbox on the left of the garage, code [Lockbox code]].

6. Community amenities

[Amenities guests can use, e.g. the pool, with the pass in the kitchen drawer].
[Community rules, e.g. pool closes at 9 p.m.].

7. First things inside

Wifi: [Network name] / [Wifi password]
Thermostat: [Thermostat location]

8. Who to call

[Host name]: [Host phone]. Gate or guard house: [Gate phone].

Tips

Drive in through the gate your guests should use and note any map app wrong turns along the way.
Register guest cars with security ahead of time if your community requires it.
Check your community's rules on short-term rentals before listing.
Give a turn count or landmarks inside, since street signs in gated areas are often small or missing.
Tell guests about strict community rules, such as parking or noise, before they book.

Put it on one guest page instead of a binder

Keegix turns your welcome book into one link and a QR sign by the door. Upload the binder you already have and AI drafts the page in about a minute, or paste this template in. Free forever for one property.

Upload my binder, free See a sample guest page

Questions

How do I give guests access to a gated community?

Most communities let you share a gate code, add guests to a visitor list at the guard house, or issue a temporary pass. Ask your association how it works and set it up before arrival.

Why do guests end up at the wrong gate?

Map apps often pick the nearest gate, which may be a service or residents-only entrance. Name the right gate and show a photo of it in your instructions.

Can short-term guests use the community pool?

It depends on the community's rules. Some allow it with a pass, others limit amenities to owners, so check before promising it in your listing.

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https://keegix.com/check-in-instructions/gated-community/