Checkout instructions template for hosts
Checkout instructions have one job: get guests out on time with the property in a state your team can turn over quickly. Too few instructions and you find dishes in the sink and keys missing. Too many and guests feel they paid to clean, which shows up in the review. Here is a template that strikes the balance, and the reasoning behind each line.
The template
Copy this, replace the text in brackets, and delete any line that does not apply to your property.
‘Hi [Name], we hope you enjoyed your stay. Checkout is tomorrow by [11 am]. Before you leave, could you please:’
- Load and start the dishwasher (or leave dishes in the sink if there is no dishwasher).
- Put rubbish and recycling in the [bins by the entrance / outside bins].
- Close the windows and turn off the [heating / air conditioning] and lights.
- Leave used towels [in the bathtub / on the bathroom floor].
- Lock the door and return the keys to [the lock box / the reception / the kitchen table].
Close the message warmly
‘Need a later checkout? Reply tonight and we will tell you if the schedule allows. Safe travels, and thank you for looking after our home. [Your name]’
Offering the late checkout question before guests have to ask feels generous, and it gives you time to say yes or no without a morning scramble.
What to include
Include only tasks that save your team real time or prevent damage: dishes, rubbish, windows, heating or cooling, and keys. Keys deserve the most precise instruction of all, because a missing key affects the next guest’s arrival. Say exactly where they go and add a photo of the spot if it is not obvious.
What to leave out
Every extra task makes the list feel longer and the cleaning fee feel unjustified. Guests mention both in reviews.
- Stripping beds and remaking them: your cleaning team will redo it anyway.
- Vacuuming, mopping or wiping surfaces: that is what the cleaning fee is for.
- Taking out bins to a distant collection point, unless you warned guests before booking.
- Threats of fees in the checkout message. Put any charges in your house rules and booking terms instead.
When to send it
Send the checkout message the evening before departure, around 6 to 7 pm local time. It is close enough to be remembered and early enough for guests to plan their morning or ask for a late checkout. Sending it at booking or on arrival means it will be forgotten; sending it on the morning itself causes a rush.
Keep the same instructions in your digital guide or welcome book, so guests can check them again in the morning without searching through messages.
Ask guests to confirm they have left
A simple ‘We have checked out’ confirmation tells your team the unit is free and the cleaning can start, without anyone knocking on the door to check. It is also a natural moment to ask one private question: ‘Anything we should know about before the next guest arrives?’ Guests mention the broken glass or the light that stopped working, and you fix it before it becomes the next guest’s complaint.
Variations by property type
The structure stays the same: time, a few useful tasks, keys, late checkout offer, thanks.
- Hotels and aparthotels: replace the task list with key card return, minibar or extras settlement, and luggage storage options.
- Properties with a host on site: add ‘leave the keys with us’ and offer help with luggage.
- Long stays: add a note on the final utilities reading or the deposit return process, if relevant.
- Pet-friendly homes: ask guests to check the garden or balcony for toys and waste.