Free template · updated November 3, 2026

In-person check-in instructions template

Meeting guests yourself is friendly and lets you show them the tricky things in person, like the shower mixer or the wood stove. It only works if both sides know the timing, though. Most meet-and-greet trouble is a guest stuck in traffic and a host waiting with no word.

This template sets up the meeting: when to send an arrival time, where to meet, what the short tour covers and what happens if one of you is late. Include a self check-in backup so a delayed flight doesn't turn into a cancelled stay.

The template

Replace anything in [brackets] with your own details.

Before you arrive

We'll meet you between [Meeting window, e.g. 3 p.m. and 7 p.m.].
Please text [Host name] at [Host phone] with your arrival time by [Deadline, e.g. noon on your arrival day].
Running late? A quick message is all we need. We'll do our best to wait.

1. Find the place

The address is [Address]. Look for [Landmark, e.g. the white house with the red mailbox].

[Photo: the house from the road]

2. Park

Please park [Parking spot]. [Photo: the parking spot]

3. Meet us

About [Time, e.g. 15 minutes] before you arrive, send a text so we can head over.
We'll meet you at [Meeting point, e.g. the front porch / the lobby by the elevators].
[Host name] looks like [Short description, optional] so you'll know who to look for.

4. Your welcome tour (about [Number] minutes)

We'll show you:

How to get in and lock up, and your key or code.
Heat or air conditioning and where the thermostat is.
Wifi: [Network name] / [Wifi password]
[Tricky item, e.g. the shower tap / the wood stove / the hot tub cover]
Where the fire extinguisher and first aid kit are.

Ask anything you like. We'd rather explain now than at midnight.

5. If we can't meet

If you arrive after [Latest meeting time] or our plans change, we'll send self check-in steps instead: [Backup entry, e.g. a key in a lockbox at [Location], code sent on the day].

6. During your stay

Text [Host name] at [Host phone] any time. Backup: [Backup contact and phone].

Tips

Ask for an arrival time a day ahead, then a heads-up text when guests are close, so you're not waiting around.
Keep the tour short and focused on things guests can't figure out alone.
Always have a self check-in backup ready for late flights and traffic.
Don't ask guests to arrive in a narrow window without a plan for when they can't.
Write the tour items into your house guide too, since people forget half of what they hear on arrival.

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

Is in-person check-in better than self check-in?

Neither is better for everyone. In-person suits places with tricky appliances or guests who want a welcome, while self check-in suits late arrivals and hosts who aren't nearby. Many hosts offer both.

How long should an in-person check-in take?

A short tour of around ten to fifteen minutes is usually plenty. Cover access, heat, wifi and anything unusual, then let guests settle in.

What if the guest is very late?

Agree on a latest meeting time in advance. After that, switch to a self check-in backup so neither of you is stuck waiting.

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Copy it, change it, print it, use it with any platform. Sharing it with a host group, on a blog or in a forum? A link back to this page helps other hosts find the latest version:

https://keegix.com/check-in-instructions/in-person/