Crafting Airbnb Checkout Instructions That Earn 5-Star Reviews

Clear Airbnb checkout instructions are the final, critical touchpoint that shapes a guest’s lasting impression. Think of them not as a chore list, but as the last chapter of a great stay—one that ensures a smooth departure and paves the way for a glowing review.

Why Your Final Impression Matters Most

After hosting for over a decade—from our family home in DC to beach properties in the Riviera Maya—we’ve learned one thing for sure: a guest’s final interaction is what truly sticks. A chaotic, confusing, or demanding checkout process can sour an otherwise perfect stay. It’s the last memory they have of your hospitality, and it heavily influences their review.

A thoughtful checkout process is your secret weapon for earning 5-star reviews and encouraging repeat bookings. It's about more than a list of tasks; it’s about making a guest's departure feel as respected and seamless as their arrival. Getting this right prevents last-minute stress for them and cuts down on those post-stay messages for you.

The Shift in Guest Expectations

Guests today expect transparency. This became especially clear after Airbnb's 2023 Summer Release, which introduced upfront checkout instructions that guests can see before they even book. This was a game-changer. An analysis of internal Airbnb data showed that hosts who added these instructions saw a 5% reduction in reservation-related issues in the first 90 days, without any negative impact on their occupancy rates.

This shift means clear, reasonable instructions are now a baseline expectation. A well-crafted checkout list shows professionalism and reinforces the caring hospitality that sets you apart. A crucial part of leaving a positive final impression is ensuring your guests are delighted, often leading to excellent reviews. For tips on achieving this, explore these Secrets to Positive Online Feedback.

We once had a guest leave a 4-star review, mentioning "checkout was a bit stressful." It was a wake-up call. We simplified our list, clarified the wording, and saw an immediate improvement. That single experience taught us that the final hour of a stay can define the entire trip in a guest's mind.

Ultimately, a smooth checkout process is an investment in your reputation. It’s the final handshake that communicates respect and appreciation, making guests eager to return.

Building Your Perfect Checkout Checklist

Alright, let’s get into the heart of it: building a checkout list that works for you but still feels fair to your guests. The goal is to create a simple, respectful checklist that helps your cleaners without making your guests feel like they’re doing the turnover themselves. It’s a delicate balance, and one we’ve spent years refining across our own properties.

Staying on top of Airbnb's official policies is the first step. They’ve been cracking down on excessive guest chores, so keeping your requests reasonable isn’t just good practice—it’s essential for staying in their good graces.

This decision tree shows how staying current with Airbnb's updates leads to transparent rules and better reviews.

As you can see, adapting to platform changes like upfront checkout rules directly reduces guest stress and improves their overall experience, which almost always translates to better reviews.

Start with the Non-Negotiables

First, let's cover the absolute must-haves. These are the tasks directly tied to the security and basic upkeep of your property. Guests almost universally see these as reasonable requests, and they form the foundation of your checkout instructions. What’s worked for us is keeping this list short and sweet.

• Keys and Access: Be crystal clear about where guests should leave keys, keycards, or garage door openers. Don't be vague. Instead of "leave the keys," say, "Please leave the keys on the kitchen counter and lock the door behind you."

• Doors and Windows: A simple reminder to close and lock all windows and doors is crucial for security. It's an easy win and protects your property.

• Trash and Recycling: Asking guests to gather their trash and put it in the designated bins is perfectly fine. Just make sure you tell them exactly where those bins are located—is it the can by the side of the house or the big roller at the curb?

These items are all about securing the property and preventing immediate issues like pests or weather damage. They're straightforward and take just a few minutes for a guest to complete before they head out.

Reasonable vs Unreasonable Checkout Task Examples

This is where many hosts get into trouble. There’s a fine line between a helpful request and an unreasonable chore. The key is to remember that guests have already paid a cleaning fee. Your instructions should reflect respect for their time and money.

Here's a table breaking down what flies and what's likely to backfire, based on what we've found works best for us and keeps guests happy.

The takeaway is simple: frame requests as helpful suggestions, not commands. This approach ensures guests leave feeling appreciated, not exploited.

The 'Nice-to-Have' Requests (And How to Frame Them)

Beyond the basics, you might have a few things that help your cleaning team get a head start. The secret here is all in the phrasing. Turn a demand into a polite, optional suggestion.

Believe it or not, principles from web form design best practices apply here. Keeping instructions simple, clear, and intuitive is just as important in a printed checklist as it is on a website. Less is more.

What worked for us: We used to ask guests to strip the beds. After some lukewarm feedback, we changed the wording to: "If you have a moment, our cleaning team greatly appreciates it if you can place used towels in the laundry basket." That small shift from a command to a polite, optional request made a huge difference in how it was perceived.

Here’s how you can rephrase common requests:

• Dishes: Instead of "You must wash all dishes," try "We'd be grateful if you could load any dirty dishes into the dishwasher and start a cycle."

• Linens: Instead of "Strip all beds," consider "Please leave used towels in a pile in the bathroom." It’s less work and still helps the cleaners identify what needs washing.

• Thermostat: A simple, friendly request like, "Please set the thermostat to 75°F before you leave," helps you manage utility costs without feeling like a strict rule.

Your checkout instructions should be the final, friendly handshake of a great stay. Keep them light, respectful, and focused on securing the property. This approach ensures guests leave feeling happy and ready to give you that glowing 5-star review.

Mastering a Friendly and Appreciative Tone

How you say something in your checkout instructions is just as critical as what you say. The right tone can transform a list of chores into a friendly, collaborative wrap-up of a fantastic stay. It’s the difference between making guests feel like valued partners or renters who just need to clean up before they leave.

We’ve learned over the years that a warm, appreciative, and professional voice reinforces the positive experience guests have had in your home. This approach isn't just about being nice; it’s a strategy. It encourages cooperation and helps lock in those coveted 5-star reviews. Think of it as your last chance to show them you’re a thoughtful host who cares about their entire journey.

Lead with Gratitude

Always start and end your checkout message with a genuine thank you. This simple act immediately sets a positive, cooperative tone and shows guests you see them as people who chose your home, not just another booking number.

A warm opening makes people much more receptive to the instructions that follow. Instead of jumping straight into a list of tasks, kick things off with something that acknowledges their stay and expresses your appreciation.

Our Pro Tip: We always begin our checkout message with, "We hope you had a wonderful time making memories here! As you prepare for your departure, here are a few simple steps to help us get ready for our next guests." This small gesture frames the whole process as a shared effort.

Use Collaborative and Trusting Language

Phrasing is everything. You'll want to avoid words that sound demanding or accusatory. Swapping out bossy commands for softer, more collaborative language can dramatically change how your requests are received, building goodwill instead of resentment.

Here are a few simple swaps that have worked wonders for us:

• Instead of: "You must lock the door."

• Try: "Please remember to lock the door behind you."

• Instead of: "Take out the trash."

• Try: "We'd be so grateful if you could take the trash to the bins outside."

• Instead of: "Failure to follow rules will result in a fee."

• Try: "Following these steps helps us ensure a smooth turnover for everyone."

This approach conveys trust and makes guests feel like they are helping you out, rather than just following a strict set of rules.

Keep It Positive and Forward-Looking

Your closing lines should be just as warm as your opening. This is your final opportunity to leave a lasting positive impression. End your message by wishing them safe travels and, if you'd have them back, inviting them to return.

A simple, friendly closing reinforces your hospitality and subtly encourages a positive review. Phrases like, "Safe travels home, and we’d love to host you again!" end the conversation on a high note. It leaves guests with a warm feeling about their stay—and about you as a host—ensuring they remember their trip for all the right reasons.

Sharing Instructions at the Right Time and Place

Even the most perfect checkout instructions are useless if your guests never see them. The real trick is getting the right information in front of them at the right time, without being annoying. After years of tweaking our own process, we've landed on a simple blend of physical and digital reminders that just works.

A laminated card on the refrigerator or a small, framed note by the door is a great starting point. It's a constant, gentle reminder that's there when guests need it but doesn't feel like a list of demands. This is perfect for the absolute essentials: Wi-Fi password, emergency contacts, and a quick summary of checkout. It’s a classic for a reason.

This dual approach means that whether a guest prefers a quick digital glance or a physical checklist, they have what they need.

Finding the Sweet Spot for Digital Reminders

While physical notes are solid, a well-timed digital message is your most powerful tool. Send it too early, and it'll get buried in their inbox. Send it too late, and they might already be asleep or in a frantic rush to pack.

Through trial and error across our own properties, we’ve found the sweet spot: send an automated message the evening before departure, around 7 PM. This timing is golden. Guests are usually back at the property, winding down from their day, and just starting to think about leaving in the morning. It gives them plenty of time to read through your short list without feeling pressured.

For a deeper dive into scheduling, check out our guide on automated Airbnb messages.

Leveraging Airbnb’s Checkout Tasks Feature

Airbnb has finally made it easier to be upfront about your expectations. You can now add your checkout tasks directly to your listing, which guests see before they even book. We can't recommend using this native feature enough.

Here’s why it’s a game-changer:

• It sets clear expectations early on, so there are no surprises or feelings of being nickel-and-dimed at the last minute.

• It builds trust by showing you’re an organized and transparent host from the get-go.

• It pre-screens guests who might not be a good fit, saving you a potential headache down the line.

With Airbnb projecting over 300 million guest arrivals in 2023, this level of clear, early communication is essential for managing a diverse range of guest expectations. As the platform keeps growing, the most successful hosts are the ones who make their process as simple and transparent as possible.

We added our checkout list to our listings the day the feature launched. Not only did our review scores for communication go up, but we also got fewer questions and our turnovers became much smoother. Guests really appreciate knowing exactly what to expect.

Ultimately, a digital guidebook can tie this all together beautifully. With a tool like SmoothStay, you can house all your instructions in one professional, mobile-friendly place and use QR codes or links to direct guests right to it. It keeps everything organized and accessible, ensuring you leave a perfect, stress-free final impression every time.

Copy-and-Paste Checkout Instruction Templates

We know just how hectic hosting can get. To help you reclaim some of your time, we're sharing four ready-to-use checkout templates straight from our own playbook. We’ve used variations of these for years across our own properties, from our D.C. home to our places in the Riviera Maya, and they're designed to be clear, friendly, and effective.

Feel free to copy, paste, and tweak them to fit your unique property and hosting style. Think of them as a solid starting point for crafting your own perfect Airbnb checkout instructions.

Template 1: The Minimalist

This one is perfect for hosts who want to keep things incredibly simple and put full trust in their guests. It’s ideal for properties where the turnover is straightforward and you only need guests to handle the absolute basics before they head out.

Subject: A quick note before you check out!

Hi [Guest Name],

We hope you had a fantastic stay! As you prepare to leave, here are just a couple of quick things to do before checkout at [Checkout Time]:

• Please leave the keys on the kitchen counter.

• Lock the front door behind you.

That's it! Safe travels, and we hope to host you again someday.

Best,
[Your Name]

Template 2: The Standard

This is our go-to template for most of our properties. It hits all the common bases—trash, keys, and security—without ever feeling overwhelming for the guest. It strikes that perfect balance between being helpful to our cleaning team and respecting our guest's time on their last day.

Subject: Your checkout at [Property Name]

Hi [Guest Name],

We've loved having you and hope you made some wonderful memories! Checkout is tomorrow at [Checkout Time]. To help us prepare for our next guests, we'd appreciate it if you could:

• Please gather any trash and place it in the outdoor bin.

• Load any dirty dishes into the dishwasher. No need to run it!

• Ensure all windows and doors are closed and locked.

• Leave the keys on the hook by the door.

Thank you so much for being a wonderful guest. We wish you a safe and easy journey home!

Cheers,
[Your Name]

Template 3: Self-Checkout with a Security Focus

We designed this template for our properties that use smart locks or keypads, where confirming the property is secure is the top priority. It gives that extra bit of reassurance for both you and the guest, which is especially important when you're hosting from a distance.

Subject: Easy self-checkout instructions for tomorrow

Hi [Guest Name],

Just a friendly reminder that checkout is tomorrow at [Checkout Time]. We hope you enjoyed your stay! Here’s how to complete our simple self-checkout process:

1. Secure the Property: Please ensure all windows are closed and locked.

2. Lock the Door: As you leave, please press the lock icon on the keypad to secure the front door. You should hear it lock.

3. Trash: If you have a moment, please take any trash to the bins located [Location of bins].

Thank you again for choosing our home. Travel safely!

Best regards,
[Your Name]

Template 4: The Turnover-Prep Helper

This template is a lifesaver when you're facing a tight turnover and could really use a little extra help from your departing guests. The key here is all in the tone—you want to frame these as optional requests that your cleaning team would be incredibly grateful for, not mandatory chores.

For more ideas on phrasing, our guide to the perfect Airbnb check out message can offer some additional tips.

Subject: Thank you & a few checkout details

Hi [Guest Name],

We hope you had an amazing time! As you get ready to depart by [Checkout Time], we have a few small requests that our cleaning team would be very grateful for:

• Please place used towels in the laundry basket in the bathroom.

• If you've used the dishwasher, we'd love it if you could start a cycle.

• Kindly ensure the property is secure by locking all windows and doors.

• Leave the keys on the dining table.

Thank you for your help—it makes a huge difference! We'd love to host you again in the future.

All the best,
[Your Name]

Common Checkout Questions from Fellow Hosts

Over the years, we've chatted with countless hosts who are trying to get their checkout process just right. It often comes down to a few tricky situations that everyone seems to face. Here are our honest, experience-based answers to some of the most common questions we hear.

How Many Tasks Are Too Many for Guests to Handle?

This is the big one. Our rule of thumb is 3-5 simple, essential tasks. The goal should be to focus on property security (locking up), key return, and basic tidiness like taking out the trash.

Anything that would take a guest more than 10-15 minutes to complete probably crosses the line, especially since they've already paid a cleaning fee.

Always ask yourself this question: is this request necessary for a smooth and secure turnover, or am I just offloading my cleaner's job? Keep your Airbnb checkout instructions respectful of their time.

What Should My Policy Be for Late Checkouts?

Clarity is your best friend here. State your checkout time and your late fee policy upfront in your house rules so there are absolutely no surprises. We handle this by framing it as a matter of availability, which manages expectations while creating a potential revenue opportunity.

For example, our rule states: "Checkout is at 11 AM sharp. Due to our tight cleaning schedules, unauthorized late checkouts after 11:30 AM will incur a $50 fee. If you'd like to request a later time, please let us know 24 hours in advance, and we'll see if it's possible."

This approach is firm but fair, preventing confusion and last-minute scrambles for everyone involved.

Can I Charge Guests for Not Following Instructions?

Yes, but you need to be very careful and transparent. Your ability to charge a guest hinges on whether you disclosed the potential fee in your house rules before they booked. You can state that failure to follow critical security instructions (like leaving a door wide open) may result in a charge against their security deposit.

However, you can't penalize guests for not doing minor chores.

The only real exception is if their negligence leads to actual damages or extra costs, like pest control because trash was left scattered. If you ever need to do this, always document everything with photos and communicate professionally through the Airbnb Resolution Center.

Creating clear, fair, and professional checkout instructions is the final step in delivering an exceptional guest experience. It's about showing respect for your guests' time while ensuring your property is cared for. We built SmoothStay to help hosts like us solve these exact challenges. With a customizable, professional guidebook, guest-first AI features, and fair pricing, we’re here to make every departure as seamless as arrival.

Create your free digital guidebook with SmoothStay today.