What Is a Check-In Guide?

A check-in guide is an information sheet that compiles everything guests need to know so they can settle into their stay smoothly upon arrival. It clearly lays out essential details such as the property’s location, how to receive the key, Wi-Fi information, and parking details. This is especially important for unmanned short-term rentals, since there’s no front desk staff to assist guests in person. Be sure to send the guide before check-in and have guests review its contents in advance.

Information Your Check-In Guide Should Include

1. The Property’s Address

To help guests reach their destination without getting lost, be sure to prepare the following three items.

• The full official address, including postal code and building number
• A Google Maps URL
• A photo of the building’s exterior

Attaching a Google Maps URL allows guests to easily confirm the exact location. However, if a simple address search doesn’t lead them accurately to the spot, make sure to note this clearly and include an easy-to-follow map or landmark. Adding a photo of the exterior will give guests extra peace of mind.

2. Directions from the Nearest Station

Clearly describe the route from the nearest station to the property. Including the following details will make things much easier for your guests:

• Name of the nearest station and exit number
  Example: JR Osaka Station, South Exit
• Walking route (approximate time and easy-to-follow directions)
  Example: Exit through the South Exit and turn left at the FamilyMart on your right. Continue straight for 5 minutes, and you’ll see a building with a blue sign on your left.
• Public transportation information
  Example: Access from the bus stop, or an estimated taxi fare if guests choose to take a cab.
• Directions with photos or illustrations
  Adding visual information reduces the risk of guests getting lost.

3. How to Get and Use the Key

How to receive the key and unlock the door is one of the most critical parts of any check-in guide. Be sure to cover the following points.

• How to use a key box
  • Show the key box’s location with a photo.
  • Explain how to enter the passcode (be specific about the sequence and direction of numbers).
  • Describe the steps after unlocking (how to open the lid and remove the key).
• How to use a remote lock
  • The name of the smart lock app and a download link.
  • Steps to get started (app pairing and how to enter the passcode).
  • What to do if the battery dies (emergency contact information and details on a spare key).

Use photos and illustrations alongside your instructions to help guests operate the key smoothly and without confusion.

4. Check-In and Check-Out Times

Since these times directly affect your cleaning schedule and preparation for the next guest, be sure to state check-in and check-out times clearly.

• Example:
  • Check-in: After 3:00 PM
  • Check-out: By 10:00 AM

To encourage guests to follow these rules, make the time information stand out visually, and add a note about arrivals or departures during early morning or late-night hours.

5. Wi-Fi Information

Wi-Fi details are also essential. Be sure to include the following in your guide.

• Wi-Fi SSID (network name)
• Password
• Location of the router
• What to do if the connection is unstable

Since Wi-Fi information needs to be updated whenever equipment changes, make sure it always stays current.

Boost Guest Satisfaction with a Thoughtful Check-In Guide

A check-in guide is a powerful tool for boosting guest satisfaction. Be sure to clearly present all essential information—the address, access details, how to receive the key, Wi-Fi information, and more. Incorporating photos and illustrations will help you create a guide that’s easy to understand at a glance.

At Stay Buddy Inc., we provide comprehensive support for short-term rental management—from creating the check-in guides you need, all the way through ongoing property management services. If you’re struggling to put together a guide, or if you’re looking to take your rental operations to the next level, please don’t hesitate to reach out. We’re fully committed to supporting you every step of the way.