Airbnb Pre-Arrival Checklist for Hosts
An Airbnb pre-arrival checklist is the final preparation process before a guest arrives. It starts earlier than the check-in itself: reservation details are reviewed, cleaning is verified, supplies are restocked, access is tested, parking and directions are checked, guest-facing information is updated, and the host confirms that nothing important is still open.
This page is intentionally different from the broader check-in checklist. The pre-arrival process is about preventing problems before the arrival window begins. Once the guest is traveling, the host should not still be discovering that a lock battery is low, the cleaner missed a room, or the Wi-Fi password changed.
Quick answer: what should be completed before arrival?
- Booking details reviewed
- Turnover finished
- Supplies restocked
- Access tested
- Parking and directions checked
- Wi-Fi verified
- House rules and arrival guide updated
- Guest message ready
- Emergency information current
- Backup plan confirmed
1. Review the reservation
Confirm the guest name, dates, party size, check-in time, and any approved changes. If early check-in or late arrival has been arranged, make sure access codes, cleaners, co-hosts, and scheduled messages reflect the actual plan. One changed time can affect several operational systems.
2. Close the turnover before guest communication becomes urgent
Do not mark the property ready simply because the cleaner finished. Verify the turnover standard, linen setup, basic inventory, visible damage, trash, temperature, lighting, and known maintenance issues. Use the Restocking Tracker and Linen & Towel Inventory Log to avoid last-minute supply surprises.
3. Confirm there are no open maintenance issues that affect the stay
Review the maintenance log and recent work orders. A repaired lock that still needs testing, a slow drain waiting for service, or an HVAC issue that was only temporarily fixed should not be hidden by a clean room. Resolve, communicate, or escalate open items before arrival.
4. Test entry from the guest’s point of view
Use the exact path the guest will use. Test the keypad or smart-lock code, confirm the lockbox contains the correct key, or verify the in-person handoff. If a building entrance, elevator, garage, gate, or secondary door is part of the route, include it in the test.
5. Verify parking and navigation
Check whether construction, street closures, gate changes, seasonal restrictions, or property access changes make old directions inaccurate. Guests often read directions while driving or carrying luggage, so the instructions should be short, chronological, and easy to follow.
6. Confirm Wi-Fi and guest technology
Test the network and password. If guests depend on a smart TV, thermostat, intercom, or other device, confirm the basic guest-facing function works. Do not overload the pre-arrival message with technical troubleshooting; put detailed instructions in the Guest Welcome Book.
7. Update the arrival guide
Airbnb lets hosts add detailed check-in instructions in the listing’s Arrival guide. Guests typically receive those details shortly before check-in. Review the address, entry method, parking, photos, house rules, Wi-Fi, and contact information so the official guide matches reality.
8. Send a concise pre-arrival message
A good pre-arrival message reassures the guest that the stay is ready and points them to the most important arrival details. Avoid sending a second version of every rule and instruction. Use the message for timing, welcome, and the most important reminders; keep the structured instructions in the arrival guide.
9. Confirm emergency and support contacts
Make sure the guest can reach the host, co-host, or property manager and knows where to find emergency information. The Airbnb Emergency Information Sheet can keep the property address, host contact, and local emergency references in one guest-facing place.
10. Check the backup access plan
Connectivity, batteries, locks, and codes can fail. Confirm a backup method that can be activated securely. Do not share permanent backup credentials unnecessarily; the goal is to be ready to help if the primary method fails.
11. Run a final guest-ready review
Walk through the first five minutes of the guest experience: arrival, parking, entry, lighting, temperature, smell, Wi-Fi, bathroom essentials, bedroom setup, and visible information. This is not another full inspection. It is a quick reality check that the property matches the instructions you are about to send.
12. Create one exception list
If anything is not complete, place it on one short exception list with an owner and deadline. Examples: replace lock battery, deliver extra towels, update parking photo, remove old Wi-Fi card, or confirm plumber completion. Do not leave unfinished tasks spread across messages and memory.
A practical pre-arrival timeline
- Review the reservation.
- Confirm turnover completion.
- Close or escalate open maintenance.
- Restock essentials.
- Test access.
- Verify parking and directions.
- Test Wi-Fi.
- Update the arrival guide.
- Send the pre-arrival message.
- Confirm emergency and backup access.
- Complete the final readiness check.
How this fits into the PropertyBinder system
The Property Management Binder keeps pre-arrival work connected to cleaning, restocking, inventory, access, emergency contacts, maintenance, house rules, and checkout. That makes the pre-arrival checklist a repeatable operating process instead of a mental list recreated for every booking.
FAQ
How is pre-arrival different from check-in?
Pre-arrival is the host’s preparation before the guest reaches the property. Check-in is the actual guest access and arrival process.
When do guests see check-in details?
Airbnb says guests typically receive detailed check-in information shortly before arrival, and can find it in their reservation details.
Should hosts message every guest manually?
Not necessarily. Use scheduled or structured communication where appropriate, but keep information accurate and avoid duplicating conflicting versions.
What is the most important pre-arrival test?
Test the real guest access path. A clean property is not ready if the guest cannot get inside.
Use a simple timing sequence before arrival
The pre-arrival process works better when tasks have a deadline instead of all being treated as “before check-in.” A practical sequence is to review reservation changes and open maintenance well in advance, complete the physical turnover before the arrival window, test access after turnover, and send or verify guest-facing information only after the property details are confirmed.
Hosts using automated messages should still review the content whenever the property changes. Automation can deliver an old parking instruction just as efficiently as a correct one. If a new router, gate code, lock, cleaner, parking arrangement, or contact number has changed, update the source information first and then verify the scheduled message or Arrival guide reflects it.
Add a final two-person check for higher-risk stays or changes
After a new lock installation, renovation, major maintenance event, or first stay at a new listing, consider having a second person verify the access path and guest instructions. A co-host or team member who did not write the instructions is more likely to notice missing steps because they approach the property more like a first-time guest.
Keep a reusable exception list
Do not rewrite the whole checklist when one item is incomplete. Keep a short exception section with the item, owner, deadline, and resolution. This lets the host see instantly whether the stay is fully ready or whether one remaining task still needs attention before arrival.
Keep the final pre-arrival status visible to any co-host or team member so everyone knows whether the property is genuinely ready or still has an open task.
Related master guide: Airbnb Host Checklist — use it for the broader operating workflow around the guest stay.