Shortlet Check-In Instructions: A Template

Shortlet check-in instructions tell your guest how to get from the main road to your front door, and into the home, without calling you five times. Good ones cover directions, the estate gate, parking, keys, codes and what to do if the guest arrives late. Below is a template you can copy, fill in and reuse, plus a short check-out list to go with it.

Write it once, test it on a friend, and send it to every guest. Clear instructions save you phone calls, save your guest stress, and make the first hour of the stay go well.

What guests need on arrival day

Picture your guest in a car at night. They are tired, the driver is lost, and their phone battery is low. They need a few facts, in the right order:

The exact address, plus a landmark that drivers know.
The route from the main road to your gate.
What to say at the estate gate or to the security man.
Where to park, and where not to.
How they get the keys, and from whom.
Which building, which floor and which door.
How the power, water and Wi-Fi work once they are inside.
Who to call, and until what time.

Keep them in that order. Guests read instructions the way they travel: road, gate, parking, door, inside.

Aim for one phone screen for the arrival part, and put the longer rules in a separate note. Our shortlet house rules template covers those.

Template: directions and arrival

Copy this, fill in the parts in [square brackets], and delete any line that does not fit your home.

Welcome. Welcome to [home name]. We look forward to hosting you on [check-in date].
Address. [House number and street], [estate or area], [city]. Nearest landmark: [a well-known church, filling station, school or junction].
From the main road. From [main road or expressway], turn at [junction or landmark]. Go straight for about [number] minutes until you see [landmark]. Our gate is [colour and description].
For your driver. In a ride-hailing app, search for [exact pin name]. The pin lands [at our gate / one street away], so ask the driver to stop at [landmark].
Check-in time. Check-in is from [time]. If you will arrive after [time], please message us by [time] on the day.
On the day. Call or message [name] on [phone number] between [time] and [time].
Finding the flat. Your flat is [number], on the [floor] floor. [The lift is on the left. / There is no lift; please use the stairs.]

Nigerian addresses can be hard to find on a map, and drivers often follow landmarks rather than house numbers. Give one landmark near the last turn and one at your gate.

A useful trick: stand at your gate and drop a map pin. Share that pin in the instructions. Then check it lands in the right place in two different map apps, because they do not always agree.

Gates, estate security and parking

In an estate, the gate is often where arrivals go wrong. The guard does not know the guest, the guest does not know the flat number, and everyone ends up calling you. A few lines fix that.

Tell security first. Give the gate the guest’s name, the day and the rough time. Some estates use visitor codes, gate passes or a sign-in book. Follow your estate’s own process.
Give the guest the exact words. “Tell the guard you are visiting [flat or house number], and that [host or caretaker name] is expecting you.”
Night rules. If a gate closes at night, or only one gate stays open, say which one to use.
Parking. Say where to park, how many cars fit, and which spaces belong to neighbours.
Visitors. If your estate limits visitors or cars, say so here and in your house rules.

Estate rules differ and change. Check yours with the estate office or residents’ association before you write this part, and never promise a guest something the estate does not allow.

Keys and codes

Say exactly how the guest gets in. Choose one method and describe it step by step.

How guests get in	What to write
Keys handed over in person	Who meets the guest, where, and how to reach them. “[Name] will meet you at the gate with the keys.”
Keys with a caretaker or guard	The person’s name, where they sit, and what the guest should say. Warn the caretaker the day before.
Key box (lockbox)	Where the box is. Say you will send the code on arrival day, and send it separately.
Door keypad or smart lock	Which door, how to enter the code, and who to call if it fails.

Treat codes like money. Send them only to the booked guest, as late as you can, and change them between guests. Never put a code on a listing, in a group chat or on a flyer.

Then add the basics for the inside of the home:

Power. “The generator runs from [time] to [time].” Or: “The inverter takes over by itself when the power goes.” Say where the prepaid meter is, and whether topping it up is the guest’s job.
Water. “If the taps stop, the pump switch is [where].”
Wi-Fi. The network name and where the router is. Send the password with the code, not in the main note.
Cooking. How to turn the gas cooker on and off safely.
Air conditioning. Which remote belongs to which room.
Emergencies. The nearest hospital, and who to call at night.

On Cabans, you write these in “Stay information” for each listing. There are boxes for “House rules”, “Arrival and check-in instructions” and “Check-out checklist”, each up to 4,000 characters. Guests see them on their stay page once the booking is confirmed, and the property address appears only then too.

The “Wi-Fi network name” also shows from confirmation. The “Wi-Fi password” and “Door code” boxes work differently: the guest sees them only after you approve their check-in, and never later than 2 hours after check-out time.

They are never emailed. So keep codes out of your written instructions and put them in their own boxes. See how to add house rules, arrival steps, door code and Wi-Fi.

On the day, the guest presses “I have arrived” and you get an email. You press “Hand over keys”, then “Approve check-in”, and only then does the door code appear for them. The steps are in how to hand over keys and check your guest in.

Late or early arrivals

Flights land late, and Lagos traffic can add hours to any trip. Plan for both before the guest has to ask.

Late arrival. Say the latest time someone can meet them. After that, say what happens: a caretaker, a key box, or a time to call.
Early arrival. Say whether they can leave bags, and whether early check-in is possible if the home is ready. Do not promise it until the cleaner has finished.
Delays. Ask the guest to message you if they will be more than an hour late.
Night safety. Tell security that a guest is coming late, and keep your phone on until they are inside.

Two lines you can copy:

“Arriving after [time]? Message [name] by [time] and we will arrange [the key box / the caretaker].”
“Arriving before [time]? You can leave your bags with [caretaker] from [time]. Early check-in depends on cleaning, and we will confirm on the day.”

Arrivals in the middle of the night are safer with a person at the gate. If you cannot offer that, say so before the guest books, not when they are already on the road.

A check-out list to add too

Arrival is only half the job. A short check-out list helps the guest leave the home the way you need it, and helps you settle the caution deposit fairly. Copy and adapt:

Check-out is by [time].
Please switch off the air conditioners, lights and cooker.
Put used towels in [the basket in the bathroom].
Take the rubbish to [the bin by the gate].
Wash up, or leave the dishes in the sink.
Close the windows, lock the door and leave the keys [on the table / with the caretaker / in the key box].
Message [name] when you leave.

Keep it to about seven lines. If something matters enough to deduct from a deposit, it belongs on this list and in your house rules before the guest books. For the cleaning side, see our shortlet cleaning checklist.

On Cabans, guests see your “Check-out checklist” under “Before you leave” from check-in. When they press “I am leaving”, you get an email. You then press “Confirm check-out”, and you can add up to 10 condition photos of how the home was left.

Test it before your first guest

Give your instructions to a friend who has never visited. Ask them to follow them from the main road, at night if you can. Every time they have to call you, add a line.

Read the instructions on a phone, not a laptop.
Check every name, phone number and time.
Update them whenever the guard, the caretaker or a code changes.
Keep a printed copy in the home, without the codes.

Put your instructions to work

Take bookings online and mention the check-in basics in your description, such as check-in times and whether someone meets guests. To see how other hosts present their homes, browse shortlets in Lekki or shortlets across Nigeria.

New to taking bookings on Cabans? The Host Academy lesson get ready for arrival walks you through the whole arrival day.

Cabans charges hosts a 5% commission. Guests pay Paystack’s processing fee when they pay, and you are paid within 7 days after the stay, or sooner when the guest taps “Approve payment” after their trip.

Frequently asked questions

What should shortlet check-in instructions include?

The full address with a landmark, the route from the main road, what to tell the estate gate, where to park, how the guest gets the keys, which door and flat, how the power, water and Wi-Fi work, and who to call on the day.

When should I send check-in instructions to a guest?

Send the directions once the booking is confirmed, and a short reminder the day before arrival. Send any door or key-box code as late as you can, ideally on arrival day, and only to the booked guest.

Should the door code go in my written instructions?

No. Keep codes out of the main instructions, which guests may forward or screenshot. Send the code on its own, change it between guests, and never post it on a listing or in a group chat.

How do I handle a guest arriving late at night?

Say in advance the latest time someone can meet them and what happens after that. Tell estate security the guest is coming late, ask the guest to message you when they land, and make sure your phone is on.

What is self check-in for a shortlet?

Self check-in means the guest lets themselves in without meeting anyone, usually with a key box or a door keypad. It only works well when the instructions are very clear and the estate gate knows the guest is coming.

Do I need a check-out list as well?

Yes. A short check-out list tells guests what to do before they leave, such as switching off the air conditioning and returning the keys. It also makes settling the caution deposit fairer, because the guest knew what you expected.

Take the next step

Keep your research practical: search for property in Lagos, compare live options for properties in Lagos, or list your property on Cabans to reach active buyers and renters.

Not ready yet? Get an email when new listings go up in Lagos.

Write it once, test it on a friend, and send it to every guest. Clear instructions save you phone calls, save your guest stress, and make the first hour of the stay go well.

What guests need on arrival day

Picture your guest in a car at night. They are tired, the driver is lost, and their phone battery is low. They need a few facts, in the right order:

The exact address, plus a landmark that drivers know.
The route from the main road to your gate.
What to say at the estate gate or to the security man.
Where to park, and where not to.
How they get the keys, and from whom.
Which building, which floor and which door.
How the power, water and Wi-Fi work once they are inside.
Who to call, and until what time.

Keep them in that order. Guests read instructions the way they travel: road, gate, parking, door, inside.

Aim for one phone screen for the arrival part, and put the longer rules in a separate note. Our shortlet house rules template covers those.

Template: directions and arrival

Copy this, fill in the parts in [square brackets], and delete any line that does not fit your home.

Welcome. Welcome to [home name]. We look forward to hosting you on [check-in date].
Address. [House number and street], [estate or area], [city]. Nearest landmark: [a well-known church, filling station, school or junction].
From the main road. From [main road or expressway], turn at [junction or landmark]. Go straight for about [number] minutes until you see [landmark]. Our gate is [colour and description].
For your driver. In a ride-hailing app, search for [exact pin name]. The pin lands [at our gate / one street away], so ask the driver to stop at [landmark].
Check-in time. Check-in is from [time]. If you will arrive after [time], please message us by [time] on the day.
On the day. Call or message [name] on [phone number] between [time] and [time].
Finding the flat. Your flat is [number], on the [floor] floor. [The lift is on the left. / There is no lift; please use the stairs.]

Nigerian addresses can be hard to find on a map, and drivers often follow landmarks rather than house numbers. Give one landmark near the last turn and one at your gate.

A useful trick: stand at your gate and drop a map pin. Share that pin in the instructions. Then check it lands in the right place in two different map apps, because they do not always agree.

Gates, estate security and parking

In an estate, the gate is often where arrivals go wrong. The guard does not know the guest, the guest does not know the flat number, and everyone ends up calling you. A few lines fix that.

Tell security first. Give the gate the guest’s name, the day and the rough time. Some estates use visitor codes, gate passes or a sign-in book. Follow your estate’s own process.
Give the guest the exact words. “Tell the guard you are visiting [flat or house number], and that [host or caretaker name] is expecting you.”
Night rules. If a gate closes at night, or only one gate stays open, say which one to use.
Parking. Say where to park, how many cars fit, and which spaces belong to neighbours.
Visitors. If your estate limits visitors or cars, say so here and in your house rules.

Estate rules differ and change. Check yours with the estate office or residents’ association before you write this part, and never promise a guest something the estate does not allow.

Keys and codes

Say exactly how the guest gets in. Choose one method and describe it step by step.

How guests get in	What to write
Keys handed over in person	Who meets the guest, where, and how to reach them. “[Name] will meet you at the gate with the keys.”
Keys with a caretaker or guard	The person’s name, where they sit, and what the guest should say. Warn the caretaker the day before.
Key box (lockbox)	Where the box is. Say you will send the code on arrival day, and send it separately.
Door keypad or smart lock	Which door, how to enter the code, and who to call if it fails.

Treat codes like money. Send them only to the booked guest, as late as you can, and change them between guests. Never put a code on a listing, in a group chat or on a flyer.

Then add the basics for the inside of the home:

Power. “The generator runs from [time] to [time].” Or: “The inverter takes over by itself when the power goes.” Say where the prepaid meter is, and whether topping it up is the guest’s job.
Water. “If the taps stop, the pump switch is [where].”
Wi-Fi. The network name and where the router is. Send the password with the code, not in the main note.
Cooking. How to turn the gas cooker on and off safely.
Air conditioning. Which remote belongs to which room.
Emergencies. The nearest hospital, and who to call at night.

They are never emailed. So keep codes out of your written instructions and put them in their own boxes. See how to add house rules, arrival steps, door code and Wi-Fi.

Late or early arrivals

Flights land late, and Lagos traffic can add hours to any trip. Plan for both before the guest has to ask.

Late arrival. Say the latest time someone can meet them. After that, say what happens: a caretaker, a key box, or a time to call.
Early arrival. Say whether they can leave bags, and whether early check-in is possible if the home is ready. Do not promise it until the cleaner has finished.
Delays. Ask the guest to message you if they will be more than an hour late.
Night safety. Tell security that a guest is coming late, and keep your phone on until they are inside.

Two lines you can copy:

“Arriving after [time]? Message [name] by [time] and we will arrange [the key box / the caretaker].”
“Arriving before [time]? You can leave your bags with [caretaker] from [time]. Early check-in depends on cleaning, and we will confirm on the day.”

Arrivals in the middle of the night are safer with a person at the gate. If you cannot offer that, say so before the guest books, not when they are already on the road.

A check-out list to add too

Arrival is only half the job. A short check-out list helps the guest leave the home the way you need it, and helps you settle the caution deposit fairly. Copy and adapt:

Check-out is by [time].
Please switch off the air conditioners, lights and cooker.
Put used towels in [the basket in the bathroom].
Take the rubbish to [the bin by the gate].
Wash up, or leave the dishes in the sink.
Close the windows, lock the door and leave the keys [on the table / with the caretaker / in the key box].
Message [name] when you leave.

Test it before your first guest

Give your instructions to a friend who has never visited. Ask them to follow them from the main road, at night if you can. Every time they have to call you, add a line.

Read the instructions on a phone, not a laptop.
Check every name, phone number and time.
Update them whenever the guard, the caretaker or a code changes.
Keep a printed copy in the home, without the codes.

Put your instructions to work

New to taking bookings on Cabans? The Host Academy lesson get ready for arrival walks you through the whole arrival day.

Frequently asked questions

What should shortlet check-in instructions include?

When should I send check-in instructions to a guest?

Send the directions once the booking is confirmed, and a short reminder the day before arrival. Send any door or key-box code as late as you can, ideally on arrival day, and only to the booked guest.

Should the door code go in my written instructions?

No. Keep codes out of the main instructions, which guests may forward or screenshot. Send the code on its own, change it between guests, and never post it on a listing or in a group chat.

How do I handle a guest arriving late at night?

What is self check-in for a shortlet?

Do I need a check-out list as well?

Related guides

Take the next step

Keep your research practical: search for property in Lagos, compare live options for properties in Lagos, or list your property on Cabans to reach active buyers and renters.

Not ready yet? Get an email when new listings go up in Lagos.