What to Include in Arrival Instructions (Before Guests Reach the Door)

Arrival instructions are for in motion — taxi driver showing the phone, couple arguing politely over which alley, kids asking if they can have a snack before check-in. Clarity beats charm.

Separate arrival (getting to the property) from check-in (getting inside). This article focuses on the journey until they are at the correct door. For lock codes and photos, see perfect check-in instructions.

Send before they travel

Exact address

• Format locals use (postcode matters in EU navigation apps)
• Unit, floor, building name
• “Do not use the rear gate — locked” if GPS sends wrong side

Map link

Drop the pin on the entrance they should use. Walk the path once if your property is in a maze of pedestrian zones.

Transport from main arrival points

• Airport / station → property
• Typical duration and cost range (avoid fake precision)
• Name of bus/tram stop
• Whether Uber/Bolt works in your city

Parking (if they drive)

• Legal overnight options
• Permit machine locations
• Height restrictions for garages
• Fine risk zones — guests ignore this until towed

Check-in window

• From [time]
• Early bag drop: yes/no/alternative
• If they arrive early, what they can and cannot do (beach, café, lobby)

Building access preview

High level only in pre-arrival message:

“You'll receive the door code on arrival day. Building is stone façade with green door, photo in guide.”

Save codes for arrival day if you rotate them frequently.

Host contact

• Number that works abroad
• Hours you answer
• WhatsApp vs SMS preference in your market

Backup plan

• Neighbour cannot help with codes — host line only
• Secondary contact if you are on a flight
• Hotel suggestion if lock failure and no late cleaner

Day-of-arrival short message

Repeat only:

• Code / lockbox
• Wi-Fi
• “Guide link again: …”

Three lines. They are stressed and filtering.

European specifics hosts forget

• Sunday shop closures in many countries — mention nearest open option
• Intercom names that do not match Airbnb display names
• Pedestrian-only last 100 metres — warn drivers
• Multiple entrances in apartment blocks — photo essential

Tie-in with the full guide

Arrival message should point to one digital guide containing photos and FAQs. Messages are the alert; the guide is the manual.

After arrival works, refine self check-in if you rarely meet guests in person.