Self Check-In Instructions for Apartments: What to Write to Guests
How to write clear self check-in instructions for apartments so guests actually read and follow them without questions.
Why Guests Don't Read Instructions
First problem: most guests don't open long documents at all. Second: if your self check-in instructions for apartments are written in a complicated way or look like a wall of text, they skip it. Third: guests are in a hurry and want to get into their room quickly.
The solution is simple. Instructions should be short, visually divided into steps, and written the way a normal person talks. Not like an official document, but like advice from a friend.
Structure That Works
Divide your instructions into three parts: what guests need to know before arrival, how to enter the apartments, what to do right after getting inside.
Each part should have no more than five points. Use numbered or bulleted lists. One point equals one action. If a point takes up more than two lines, split it into two.
Part One: Before Arrival
Tell guests when check-in starts and ends. Write the exact time, not "from 2 PM". Write "check-in from 14:00 to 23:00".
Specify how guests will get access. Options: door code, key in a special box, app link, manager's phone number. Pick one method and describe it clearly.
Write what to do if guests arrive earlier or later. For example: "If you arrive before 14:00, leave your things in the lobby. If you arrive after 23:00, call +7-XXX-XXX-XX-XX".
Mention where to park if relevant. Parking address, space number if reserved.
Describe how to find the house or apartments. Don't write "near the metro station". Write "exit the metro at Red Gates, go straight down Chistoprudny Boulevard for 150 meters, the building is on the left, number 12".
Part Two: Entering the Apartments
If using a door code, write: "Enter code 1234 on the panel to the right of the entrance door. The code works from 14:00 to 23:00. If the code doesn't work, call +7-XXX-XXX-XX-XX".
If the key is in a box, describe exactly where: "The key box hangs to the right of the entrance door, under the sign with number 5. Code to open the box: 5678. Inside the box are two keys: one for the entrance door and one for the apartment".
If guests pick up the key from a neighbor or manager, provide the contact and available times.
Add photos of the entrance door, code panel, or key box. Guests will spot the right place immediately.
Part Three: First Steps Inside the Apartments
Describe where main things are located: light switches, air conditioner, water heater, meters. Don't just write "light switch in the hallway". Write "light switch in the hallway to the left of the entrance door, at 120 cm height".
Provide the Wi-Fi password. Write it separately in large letters. Guests will specifically look for this information.
Explain how to turn on heating or air conditioning if it's not obvious. If the system is complex, shoot a 30-60 second video.
Write what to do in an emergency: no water, no electricity, broken door. Provide a phone number and times when calls are accepted.
Specify checkout time. Write "checkout by 11:00" or "by 12:00". Add what to do with keys: leave in the box, in the mailbox, give to the neighbor.
Format That Guests Actually Read
Write short sentences. One idea equals one sentence.
Use bullet points and numbering. Text divided into sections is read twice as often.
Make the font larger. Minimum 14 points for documents. For chat messages, use line breaks.
Highlight important information: codes, phone numbers, check-in times. Use bold text or CAPITAL LETTERS.
Add photos. Pictures of the entrance door, code panel, keys in the box, light switch. One image is worth a thousand words.
Check Before Sending
Call the instructions yourself. Try entering the apartments using only what you've written. If you can't do it, neither can your guests.
Ask a friend or colleague to read the instructions. If they don't understand something, rewrite it.
Send the instructions to guests a day before arrival, not on arrival day. Guests will have time to read and ask questions.
Send it three ways: email, SMS or messenger, and on your website in the personal account. This way guests will definitely find it.
Where to Store the Instructions
Save the instructions as PDF and images. Send PDF by email, images via messenger.
Post the instructions on your website in a "How to Check In" section. Guests can open it on their phone right before entering.
Hang a short version inside the apartments. On the fridge or on the door. Guests will find the answer if they forget how to turn on the light.
Update the instructions when something changes. If you change the door code, update it everywhere.
Example Phrases for Instructions
"Door code: 1234. Enter it on the panel to the right of the door".
"Apartment key in the box under sign 5. Box code: 5678".
"Wi-Fi network: GuestApart. Password: Summer2024".
"If something breaks, call Ivan at +7-900-123-45-67. He answers from 8:00 to 22:00".
"Checkout by 11:00. Leave keys in the box or give them to the neighbor in apartment 3".
Summary
Good self check-in instructions for apartments save time for both you and your guests. Guests arrive more relaxed, call with fewer questions, and rarely damage doors or panels.
Write shorter, add photos, test it yourself. Send instructions in advance. Guests will read if the text is clear and divided into sections.
If you have many apartments and guests, consider using specialized tools. For example, Xplai is an AI assistant for hotels and apartments that answers guests in their language in chat and messengers and passes requests to staff as tasks.
