Vacation Rental Checkout Instructions Template: What to Include

Checkout day is where most host-guest friction happens. Guests are unsure what you expect. You arrive to find dishes in the sink, every light blazing, and the thermostat cranked to 80. Then you spend an extra hour on turnover because nothing was left in the condition you hoped for.

Clear checkout instructions solve this. Not a wall of text taped to the back of the door that nobody reads, but a well-designed, scannable checklist that takes guests two minutes to follow. The result: cleaner turnovers, less frustration, and guests who feel good about how they left the place.

Why Checkout Instructions Matter More Than You Think

They Reduce Turnover Time

Every minute of turnover time matters, especially if you have a same-day check-in. When guests start the dishwasher, strip the beds, and take out the trash, your cleaning team (or you) can focus on deep cleaning rather than basic cleanup. Even 20 minutes saved per turnover adds up to hours per month.

They Prevent Damage

A guest who does not know how to properly lock a smart lock might leave your property unsecured. Someone unfamiliar with your hot tub might leave the cover off and the jets running. Clear instructions prevent accidental damage caused by guests simply not knowing what to do.

They Set Expectations

Ambiguity creates resentment on both sides. If you expect guests to take out the trash but never said so, you are frustrated when they do not. If guests think you expect them to deep clean the kitchen but you only wanted dishes rinsed, they feel their efforts were not appreciated. Explicit checkout instructions eliminate these misunderstandings.

They Protect Your Reviews

Guests who feel confused or lectured during checkout are more likely to leave a lower review. A professional, well-designed checkout card communicates that you run a thoughtful operation, even when you are asking them to do things.

The Essential Checkout Checklist

Here is what belongs on every vacation rental checkout instruction card, organized in the order guests should complete them.

Kitchen

Run the dishwasher if it is full (indicate where to find pods or detergent)
Hand wash and dry any items that should not go in the dishwasher
Wipe down counters (mention where cleaning supplies are kept)
Empty the refrigerator of all personal food items
Take out kitchen trash and place a new bag (indicate where bags are stored and where the outdoor bin is located)

Keep kitchen instructions brief. “Please start the dishwasher and wipe the counters” is far better than a paragraph about rinsing procedures.

Bedrooms

Strip bed linens and leave them at the foot of the bed or in a designated hamper
Leave used towels in the bathtub or in a towel bin

The bed-stripping request is controversial among hosts. Some feel it is asking too much. Others find it saves significant turnover time. If you ask for it, frame it as optional: “If you have a moment, pulling the sheets off and leaving them at the foot of the bed is a huge help for our cleaning team.”

Bathrooms

Place used towels in the bathtub or a designated spot
Dispose of personal items (do not leave toiletries behind)
Check for personal items in the shower, on the counter, and behind the door

Living Areas

Return furniture to its original position (if guests tend to rearrange)
Turn off the TV and any gaming consoles
Close and lock windows
Return remote controls to their designated spot

Climate and Utilities

Set the thermostat to a specific temperature (state the exact temperature, like 68F in winter or 78F in summer)
Turn off all lights and fans
Check that the fireplace is off if applicable

Security

Lock all doors (explain how the smart lock works if applicable)
Close the garage door
Arm the security system if there is one (with brief instructions)
Leave keys in the designated location

Outdoor Spaces

Bring in any outdoor cushions or items if weather is a concern
Secure the hot tub cover and turn off jets
Close patio umbrellas
Ensure the grill is off and the propane tank is closed

Final Steps

Do a quick sweep of all rooms for personal belongings
Take out the remaining trash (indicate outdoor bin location)
Send a quick text to let the host know you have checked out (optional but appreciated)

How to Format Checkout Instructions That Get Read

The Checklist Format

Use a simple checklist with checkboxes. Guests can mentally (or physically) check off items as they complete them. This format is intuitive and scannable. A guest can review the entire list in 30 seconds and know exactly what is expected.

Keep It to One Page

If your checkout instructions require scrolling or flipping pages, you have included too much. One page, front only. If you truly need more space, use front and back, but the front should cover the most critical items.

Use Clear Headings

Break your checklist into sections by room or area (Kitchen, Bedrooms, Before You Leave). This lets guests tackle checkout room by room rather than jumping back and forth.

Include Specific Details

“Set the thermostat to 68” is actionable. “Adjust the thermostat” is not. “Trash bins are in the garage, left side” is helpful. “Take out the trash” leaves guests wandering. Be specific enough that a guest who has never been to your property before could follow every instruction.

Use Friendly Language

Your checkout instructions should sound like a polite request, not a military order. “Before you head out…” and “We appreciate you taking a moment to…” set a much better tone than “YOU MUST” and “FAILURE TO…”

Where to Place Your Checkout Instructions

On the refrigerator or kitchen counter. Guests spend time in the kitchen on checkout morning. A professionally printed card on the counter or a magnetic card on the fridge gets seen.

In the welcome book. Include checkout instructions as the last section of your welcome book. Guests who referenced the book during their stay know to check it for checkout details.

As a pre-departure message. Send your checkout instructions via Airbnb messaging the evening before checkout. This reminder ensures even guests who never looked at the printed card know what is expected.

All three. The best hosts use all three touchpoints. The printed card is the primary reference. The welcome book provides context. The digital message serves as a reminder.

What NOT to Include

Cleaning expectations beyond basics. Guests should not be expected to mop floors, clean bathrooms, or vacuum. That is what cleaning fees cover. Asking guests to do cleaning team work annoys them and risks negative reviews.

Aggressive language about fees or penalties. “Failure to follow checkout procedures will result in a $100 fee” might be in your house rules, but putting it on the checkout card creates a negative final impression. Save that language for your listing policies.

Too many items. If your checkout list has 25 items, guests will abandon it after item five. Prioritize the most impactful items and trust your cleaning team to handle the rest.

Vague requests. “Please leave the property as you found it” is meaningless. Nobody remembers exactly how they found the property. Specific, actionable items get done. Vague requests get ignored.

Seasonal Adjustments

Your checkout instructions should change slightly by season:

Winter: Emphasize thermostat settings to prevent pipes from freezing. Add instructions for any heating equipment (wood stoves, space heaters).

Summer: Include pool or hot tub closing procedures. Mention closing windows and blinds to prevent heat buildup for the cleaning team.

Rainy seasons: Add instructions about wiping down outdoor furniture and bringing in cushions.

A single template with a swappable seasonal section handles this without requiring a complete redesign.

Create Professional Checkout Instructions Today

A well-designed checkout card does not just look professional. It actually gets followed. When checkout instructions are attractive and well-organized, guests take them more seriously than a handwritten note or a wall of text in a Google Doc.

Our Airbnb welcome book templates include a dedicated checkout instructions page designed to be printed separately as a standalone card. Each template matches the welcome book’s design language, maintaining your brand consistency from check-in through checkout.

Customize with your specific property details, print on cardstock, and place it where guests will see it on their last morning. It takes ten minutes to set up and saves hours of frustration across the life of your rental.

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