Free template · updated November 3, 2026

Window AC instructions for guests (template)

A window or portable air conditioner is often the only cooling in a summer rental, so guests want it working the minute they arrive. They need to know where the controls are, how long it takes to cool a room and what's normal, like dripping water outside.

This template covers the buttons, a sensible setting, how to keep the cool air in and what to do if it stops or freezes up. Fill in each unit's room and model details.

The template

Replace anything in [brackets] with your own details.

Where the air conditioners are

[Rooms with units, e.g. living room and main bedroom].
Remotes: [Remote location, e.g. on top of each unit].

Turning it on

Press [Power button].
Press [Mode button] until you see Cool. [Fan only and Dry modes are there too if you'd like them].
Set the temperature with the arrows. We suggest [23–24°C / 74–76°F].
Fan speed: [Auto / Low, Medium, High].

Cooling the room faster

Please close the windows and doors in that room while it's running.
Close the blinds or curtains on the sunny side during the day.
A room usually takes [20–30] minutes to cool down.
Timer and sleep mode: [How to set them, if your unit has them].

What's normal

Water dripping outside the window is normal on a window unit.
The compressor turns on and off by itself while the fan keeps running.
[Portable unit: the hose must stay in the window panel, and the water tank light means it's full: how to empty, or text us].

Safety

Please don't open the front panel, take the unit out of the window, or move it.
Keep curtains and furniture from blocking the front of the unit.
Please don't plug it into an extension cord. It stays plugged into [Outlet].

When you leave

Please turn the units off.

If something goes wrong

It's not cooling: check the mode is Cool, then turn it off for 5 minutes and back on.
Ice on the front, a burning smell or loud rattling: turn it off and text [Host name] at [Host phone].
It trips a breaker: the panel is at [Breaker panel location]; please text us before resetting it more than once.

Tips

Clean or replace the filter between stays in summer; a dirty filter is the top cause of poor cooling.
Check that each unit is securely installed and supported, especially upper-floor windows.
Plug units straight into the wall, not into extension cords or power bars.
Leave fans as a backup for rooms without air conditioning.
Say how long a room takes to cool so guests don't panic in the first ten minutes.

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

Why is my window AC dripping water?

Window units remove moisture from the air and drain it outside, so dripping outside is normal. Water dripping inside the room isn't, and should be checked.

Why is my air conditioner freezing up?

Usually a dirty filter, blocked airflow or running it very cold for a long time. Turning it off to thaw and cleaning the filter often fixes it.

Can I ask guests to turn off the AC at checkout?

Yes. Turning off air conditioning is one of the checkout asks Airbnb allows.

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