Late check-ins can make or break a guest’s first impression. Whether they arrive at 6pm or 2am, tired and lost travellers don’t want confusion, locked doors or slow responses. They want to walk into a space that’s clean, welcoming and easy to access—no matter the hour.

As a host, your job is to make that possible without sacrificing your time or sleep. That means clear planning, good systems and reliable support. It’s one of the many details that separate casual hosting from professiona Airbnb property management.

Here’s how to make sure late arrivals don’t become late-night disasters—and how you can create a process that works every time.

Make Self-Check-In the Default

The best way to handle late arrivals is not to handle them at all—instead, let the guest handle it. Self-check-in gives them the freedom to arrive when it suits them, while giving you the freedom to sleep peacefully.

You can do this by:

• Installing a lockbox or smart lock with a PIN
• Providing clear, step-by-step instructions (with photos)
• Placing lights near access points
• Checking access between guests to avoid failures

Avoid instructions like “keys under the mat”—it’s not secure and won’t inspire confidence. Instead, give guests everything they need in one message: address, key access, parking, Wi-Fi and basic orientation.

One host in regional Victoria moved from in-person to self-check-in and cut down on late-night calls by 90%. Guests mentioned the smooth arrival in their reviews, even when they arrived after midnight.

This hands-off approach is also key when figuring out how to remotely manage your Airbnb without losing control over the guest experience.

Send Instructions Early—Not Last Minute

Timing matters. Don’t wait until the day of arrival to send check-in instructions. Send the details 24–48 hours before arrival, so guests can read them in transit, screenshot what they need and avoid last-minute questions.

The message should include:

• Full property address
• How to access the home
• Entry time and any codes
• Parking notes (on or off street)
• Wi-Fi name and password
• Contact info in case of issues

Attach or link a photo of the entry if it’s hard to find. Night arrivals often struggle to spot the right gate or path, especially in unlit areas or large apartment complexes.

Consistency is what makes this process reliable. Professional hosts understand that clear messaging isn’t just about being polite—it’s core to the stay. That’s why they follow a structured guide to success with an Airbnb property manager that builds efficiency into every step.

Communicate With Empathy, Not Frustration

When guests run late, they’re usually stressed. Delayed flights, rental car issues, traffic—they’re already having a rough time. Don’t make it worse by sounding cold or annoyed.

If a guest texts you late saying they’ll be arriving after midnight, a simple reply like “No worries at all—everything’s ready for your arrival” goes a long way.

Hosts who treat guests with patience often see it reflected in reviews. A couple staying in the Sunshine Coast mentioned a delayed arrival and praised the host for being “understanding and responsive” at 1am—even though the host hadn’t done much besides reply kindly.

The best tone is calm, helpful and brief. That’s especially important for guest communication tips for late arrivals that don’t rely on scripts or stiff messages.

Set Expectations in the Listing

Your listing description is the first place to tell guests what to expect. If you allow 24-hour check-in, make it clear. If you don’t, explain your time window and what happens outside those hours.

For example:

• “Self-check-in available anytime after 3pm”
• “Late arrivals welcome—access is fully automated”
• “Check-in by 10pm preferred. Please confirm late arrivals in advance.”

Avoid vague language like “we prefer early check-in.” That doesn’t tell guests what’s okay or not.

One host in Adelaide added a single line about “self-check-in available for late arrivals” and noticed a sharp drop in late-night clarification messages. The more you write upfront, the less you’ll repeat later.

Use Smart Locks or Key Safes

Smart locks are now affordable, reliable and easier than ever to install. They eliminate physical keys, allow code resets between guests and give you remote control in case of issues.

Good options include:

• PIN pad locks (with auto-lock feature)
• Bluetooth-enabled locks
• Wi-Fi-connected smart deadbolts

If you still use a key safe, make sure it’s secure and weatherproof. Change the code between each booking and test it regularly. Hide it in plain sight—but make it discreet.

Smart locks also allow real-time tracking. You’ll know when a guest checks in, which adds a layer of visibility and security without needing to be present.

Include a Printed Guidebook Inside

Even if your messages are clear, late-night arrivals may forget them or arrive flustered. A printed welcome card or short house manual near the entry helps guests settle in quickly.

Include things like:

• Wi-Fi and heating/cooling instructions
• Quiet hours
• TV and appliance basics
• Emergency contacts
• Local shops or 24/7 service stations nearby

Keep it simple. A well-placed, one-page summary on the kitchen bench saves you multiple late messages. Guests don’t want to dig through apps when they’re tired—they want answers now.

A host in the Blue Mountains said her welcome card reduced “Where’s the Wi-Fi?” messages by 70%. It’s a small touch that makes a big difference.

Don’t Penalise Late Arrivals (Unless Necessary)

Some hosts try to charge fees for late arrivals—but that approach often backfires. Unless you’re providing physical, in-person service late at night, there’s little justification for extra charges.

If you do meet guests personally, you can limit check-in hours or request prior notice. But if you’re using self-check-in, guests shouldn’t feel guilty for showing up late.

Guests remember how they were treated during stressful moments. One negative review about being “rushed” or “guilted” at check-in can impact your listing more than you think.

Instead of penalties, build a system that removes the need for late-night interaction altogether. It protects your time while keeping your guest comfortable.

Review and Adjust Regularly

Your check-in process isn’t set and forget. Review guest feedback every few months to see if they mention check-in issues. If you see consistent mentions of “hard to find,” “confusing instructions” or “no light at the entry,” make improvements.

Ask yourself:

• Are guests arriving smoothly without contacting me?
• Are the instructions still accurate?
• Has anything changed in access, parking or entry layout?

Update your message templates, photos and instructions as needed. Great hosts adapt quickly to stay ahead of problems.

FAQs

1) What’s the best time to send check-in instructions?
Ideally, send instructions 24–48 hours before the guest arrives. This gives them time to read, prepare and ask questions if anything’s unclear. If you send them too early, guests may lose or forget the info. If you send them too late—especially same-day—they might already be on the road or in transit without internet. A good balance is one message the day before arrival and one reminder on the day of check-in.

2) Should I wait up for guests arriving late?
No, not if you’ve set up self-check-in. Waiting up creates unnecessary stress for both you and the guest. Instead, use a lockbox or smart lock, send clear instructions, and let the guest arrive at their pace. Only wait if you’ve promised in-person check-in—and even then, have a backup plan if they’re delayed. The best guest experiences are those that don’t rely on the host’s physical presence.

3) How can I tell if a guest has checked in successfully?
Smart locks that send entry notifications are the most reliable way to know. If you use a lockbox, guests often reply with a “We’re in!” message after arrival if prompted. You can also follow up with a mid-stay message like: “Just checking in to make sure you got in OK—let me know if there’s anything you need.” This keeps things smooth without being intrusive.

4) What if a guest can’t access the property late at night?
Always have a backup plan. That might include a spare key nearby (not obvious), a neighbour with access, or 24/7 lockout support through a management company. Include this info in your emergency contact section. Make sure guests know what to do if the keypad doesn’t work or the lockbox sticks. Most issues come from low light or misreading the code. Clear instructions and photos solve 90% of access problems.

5) Can I decline bookings with late check-ins?
Yes, but it limits your potential market. Many guests arrive late due to flights or long drives—especially on Fridays and weekends. If you’re not comfortable with late arrivals, make it clear in your listing: “Check-in before 9pm preferred—please confirm if arriving later.” That way, guests know what to expect and can plan accordingly. But generally, flexible check-in makes your listing more appealing and leads to higher occupancy.

The Right Check-In Process Makes Every Stay Smoother

Late check-ins don’t have to be late-night headaches. With the right systems in place, you can welcome guests around the clock without lifting a finger. It’s about working smarter—not harder—and creating an experience that feels effortless from the moment the guest arrives.

When you remove friction at the door, you’re already halfway to a five-star review.

And if you want that kind of seamless setup without managing it all yourself, BNB Booking offers end-to-end solutions that keep your property guest-ready—day or night. With structure, support and sharp systems, they make hosting simple and scalable.

BNB Booking provides full-service support to help you manage every guest interaction smoothly. We bring experience, structure and a proven approach that turns good communication into great results.

Please call us today on 1300 421 029 to learn more or leave an enquiry, and we will get back to you as soon as possible.