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.
Copied. Paste it into your welcome book or message.
Tips
- Give a realistic number of showers rather than the tank size alone; guests understand showers, not litres.
- Set the heater at a safe temperature for guests and children; many hosts aim around 49°C (120°F) at the tap, but follow local codes and your installer's advice.
- Put a drip tray and a water leak sensor under the tank if it's in a finished area.
- Mention the slow-to-arrive tap, so guests don't think there's no hot water.
- Have the heater flushed and checked on the schedule in its manual.
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.
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https://keegix.com/house-manual/water-heater/