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Free template · updated November 3, 2026

Water heater instructions for guests (template)

A tank water heater holds a set amount of hot water, and a full house can use it up quickly. The most common message hosts get is 'there's no hot water' after four showers in a row.

This template tells guests how many showers the tank covers, how long it takes to recover and what not to touch. It also has a short no-hot-water check. Fill in your tank size and recovery time and where the heater is.

The template

Replace anything in [brackets] with your own details.

How much hot water there is

  • The water heater holds about [Tank size]. That's enough for roughly [Number] showers in a row.
  • Once it's used up, it takes about [Recovery time] to heat up again.
  • With a full house, spacing out showers and running the dishwasher or laundry at other times helps everyone get hot water.

Good to know

  • The water is set to [Temperature setting], so taps get hot quickly. Please test the water before getting into the shower or bathing children.
  • Hot water can take [Number] seconds to reach [Far bathroom or kitchen].
  • Please leave the temperature setting as it is.

Where it is

  • The water heater is at [Location, e.g. the closet beside the laundry]. You don't need to touch it.
  • Please don't store anything in front of or around it.

Safety

  • [Gas water heater: if you smell gas, leave the building without touching switches, and call [Gas company emergency number] from outside].
  • Carbon monoxide alarm: [Alarm location].

If you run out of hot water

  • Wait [Recovery time] and try again.
  • If it's still cold after that, check the breaker labelled [Label] at [Breaker panel location] [electric heater only].
  • Still no hot water: please text [Host name] at [Host phone]. Please don't try to relight the pilot or open the panels.

If something goes wrong

  • Water on the floor around the heater: if you can, turn the cold water valve on top of the heater [Valve location] to off, and text us right away.
  • Popping or rumbling noises are usually harmless, but please let us know.

Tips

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.

Questions

Why does my rental run out of hot water?

A tank heater holds a fixed amount, and back-to-back showers can use it up. It refills over a set recovery time, so spacing out showers helps.

What temperature should a rental's water heater be?

Hot enough to be useful but not to scald; many safety guides suggest about 49°C (120°F) at the tap. Some places have rules about tank temperature, so check local codes.

Should guests relight a gas water heater pilot?

No. Ask them to contact you so a host or technician can do it safely.

More free templates

All house manual instructions · Every free template

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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/house-manual/water-heater/