Free template · updated November 3, 2026

Pre-arrival message template for Airbnb hosts

Send the pre-arrival message a few days before check-in, when guests start planning the trip. It should cover what they need before they leave home: the address and directions, parking, what to bring and when the door code is coming.

Hold back the code itself until arrival day. Plans change, and a code sent a week early can end up forwarded or screenshotted. Tell guests exactly when to expect it instead, so nobody worries.

The template

Replace anything in [brackets] with your own details.

Short version

Hi [Guest first name],

Your stay at [Property name] is coming up on [Check-in date]! A few quick things:

Address: [Address]
Parking: [Parking details]
Check-in from [Check-in time]

I'll send your door code and check-in steps on [Day and time the code is sent]. Safe travels, and message me here if you need anything.

[Host first name]

Detailed version

Hi [Guest first name],

We're looking forward to welcoming you on [Check-in date]. Here's what you need to plan your trip.

Getting here:

Address: [Address]
[Directions tip, e.g. GPS may send you down the back lane; use the main road]
Nearest grocery store: [Store name], [Distance] away

Parking:

[Parking details, e.g. one spot in the driveway, street parking free after 6 p.m.]

What to bring:

[Item, e.g. water shoes for the rocky beach]
[Item, e.g. bug spray in June]

Check-in:

Check-in is from [Check-in time]. If you'll arrive after [Late arrival time], please let me know.
I'll send your door code and step-by-step check-in on [Day and time the code is sent].

The house guide is here: [Link to your house guide].

Could you reply with your rough arrival time? Then I'll know when to expect you.

[Host first name]

Tips

Send it three to five days before arrival, when guests are actually planning the trip.
Leave the door code out; say the exact day and time it will arrive instead.
If GPS gets your address wrong, say so plainly and give a landmark.
Ask for an arrival time so you know when to expect them.
Mention any seasonal road issue, like a steep gravel driveway or winter tires.

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 many days before check-in should I send a pre-arrival message?

Three to five days before works for most stays. For long drives or remote places, a week ahead gives guests more time to plan.

Should the pre-arrival message include the wifi password?

It's not needed yet. Put wifi in your house guide or the check-in-day message, where guests look for it once they're inside.

What if the guest doesn't reply to the pre-arrival message?

That's common and usually fine. Send the check-in-day message as planned, and keep everything in the platform messages so they can find it.

More free templates

All guest message templates · Every free template

Free to use

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/guest-messages/pre-arrival/