Free template · updated November 3, 2026

Winter arrival check-in instructions template

Winter turns a simple check-in into something guests need to plan for. The road may need winter tires, the driveway may not be cleared yet, the lockbox can freeze shut and the steps may be icy. Guests from warmer places won't know any of this unless you tell them.

This template covers checking the roads, what to expect in the driveway, where the shovel and ice melt are, how to deal with a frozen lock and how to keep the heat set while they're out. Keep it calm and practical, not alarming.

The template

Replace anything in [brackets] with your own details.

Before you set off

Check the road conditions on [Road conditions source] before you leave.
[Vehicle advice, e.g. winter tires are strongly recommended; the last hill is steep].
Please pack warm layers, a phone charger and a snow brush for the car.

1. Find the place

The address is [Address]. In winter, look for [Winter landmark, e.g. the red reflector posts at the end of the driveway].

[Photo: the driveway entrance in snow]

2. The driveway

[Snow clearing, e.g. our plow service clears the driveway after a snowfall, usually by [Time]].
If you arrive before it's cleared, you may need to shovel a path from the car to the door.
The shovel is [Shovel location, e.g. leaning beside the front door].
Ice melt or salt is [Salt location, e.g. in the bucket under the step]. Please sprinkle it on the steps if they're icy.

[Photo: the shovel and salt bucket by the door]

3. Park

Please park [Parking spot], so the plow can get past. [Photo: where to park in winter]

4. Get in

[Entry, e.g. lockbox on the porch railing, code [Lockbox code]].
If the lock or lockbox is frozen, warm it with your hands or [De-icer location]. Please don't pour hot water on it; it refreezes.

5. First things inside

Boots off at the door, please. The boot tray is [Boot tray location].
The heat is set to [Temperature]. The thermostat is [Thermostat location].
Wifi: [Network name] / [Wifi password]

6. While you're staying

Please keep the heat at least [Minimum temperature] when you go out, so the pipes don't freeze.
Please don't pile snow against [Vent location]; those are the furnace vents and need to stay clear.
Extra blankets: [Blanket location]

7. Who to call

[Host name]: [Host phone]
Snow clearing service: [Plow contact]
Emergency: [Local emergency number]

Tips

Arrange snow clearing before the season starts and tell guests roughly when it happens after a storm.
Leave the shovel and ice melt right by the door, not in a locked shed.
Mark furnace and dryer vents on outside walls and ask guests to keep snow away from them.
Set a minimum heat setting for when guests are out, to protect the pipes.
Keep a working carbon monoxide alarm on every level, especially with a furnace or wood stove.

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.

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Questions

Should hosts clear snow before guests arrive?

Yes, where you can. Arrange a plow or shovelling service and tell guests when it usually comes, and leave a shovel and ice melt by the door in case snow falls after.

What do I tell guests about winter driving?

Point them to the local road conditions service, mention if winter tires or four-wheel drive help on your road, and suggest arriving in daylight if the last stretch is hilly or unlit.

How do guests open a frozen lockbox?

Warming it with hands or a lock de-icer usually works. Advise against hot water, which refreezes and can make it worse.

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https://keegix.com/check-in-instructions/winter-arrival/