Updated : Jun 10, 2025
One of the most overlooked but essential aspects of running a successful short-term rental is setting clear and actionable checkout instructions. For Vrbo hosts, getting this part right can reduce last-minute confusion, prevent property damage, and ensure a smooth turnover for your next guests. This article offers a comprehensive guide to creating and optimizing your Vrbo checkout instructions, along with a ready-to-use Vrbo check out instructions template to make your life easier.
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Download Our FREE TemplateWhy Clear Vrbo Checkout Instructions Matter
Guests are more likely to follow through on expectations when they’re clear, friendly, and easy to access. Here’s why you need solid checkout instructions:
- Saves Time and Effort: Reduces the need for follow-up questions and reminders.
- Minimizes Damage and Loss: Helps prevent missing items, unlocked doors, or improper disposal of trash.
- Speeds Up Turnover: Enables cleaning staff to get started quickly and ensures your next check-in goes off without a hitch.
- Improves Reviews: A smooth checkout process increases guest satisfaction, leading to better reviews and ratings.
When is Vrbo Checkout Time?
Vrbo allows hosts to set their own checkout time, but the default is typically around 11:00 AM. It’s best to clearly communicate this time in your listing, welcome message, and checkout instructions. If your cleaning team needs more buffer time between stays, consider pushing the checkout time earlier and reflecting that change in all guest communications.
How to Write Effective Vrbo Check Out Instructions
Here are some best practices to keep in mind:
1. Keep It Short, Friendly, and Clear
Avoid large blocks of text. Use bullet points and short, direct sentences. Be polite and appreciative of their stay.
Example: Instead of writing, “We kindly request that you please remove all the garbage from the kitchen and bathroom and dispose of it in the bins outside the house,” try: “✔ Take out the trash — bins are outside, next to the garage.”
2. Prioritize Key Tasks
Don’t overwhelm guests with a long to-do list. Focus on what’s essential—like turning off lights, locking doors, and taking out the trash.
Rather than listing 10+ tasks, limit your list to 4–6 essential actions. For example: “✔ Lock all windows and doors,” “✔ Place used towels in the bathroom hamper.”
3. Be Strategic With Timing
Send checkout reminders 24 hours before departure with a recap of the most important steps. Some hosts also leave a physical copy of the instructions on the fridge or near the front door.
Example: “Hi [Guest Name], just a friendly reminder that checkout is tomorrow by 11 AM. Don’t forget to start the dishwasher, take out the trash, and return the keys to the lockbox. Full instructions are on the fridge—safe travels!”
4. Automate Where Possible
Use tools like Hostaway, Touch Stay, and other Airbnb messaging automation tools to automate guest messaging and include your Vrbo check out instructions in pre-scheduled messages.
5. Make Use of Visuals
If you have smart devices, lockboxes, or complex systems (like thermostats or recycling bins), include labeled photos or diagrams to simplify the process.
Example: Attach a labeled photo of the recycling area so guests know which bin is which. If using a smart lock, include an image showing how to ensure the door locks correctly. For appliances, a diagram of buttons (e.g., on the dishwasher) can reduce guest confusion. If you have smart devices or complex systems (like thermostats or recycling bins), include labeled photos or diagrams to simplify the process.
What to Include in Your Vrbo Checkout Instructions
Here’s a checklist of common tasks to include:
- General Cleaning: Request that guests tidy up after themselves, such as putting used towels in the hamper.
- Trash Disposal: Indicate where and how to take out the garbage and recycling.
- Dishes: Ask guests to load the dishwasher and run it, or wash dishes by hand if applicable.
- Bedding: Optional, but some hosts request guests strip beds.
- Lights & Appliances: Ask to turn off lights, heating and cooling units, and unplug small appliances.
- Keys and Locks: Remind guests to lock doors and return keys to the lockbox or designated spot.
- Final Walkthrough: Suggest guests do a quick walkthrough to check for forgotten items.
How to Communicate Your Vrbo Checkout Instructions
Effective communication isn’t just about what you say—it’s about where, when, and how you say it. Here’s how to make sure your instructions are seen and followed:
1. Listing Description
Include a brief mention of checkout expectations under your house rules or guest access section. This sets the tone early.
Example: “Checkout is by 11 AM. Please refer to our detailed instructions in the welcome guide.”
2. Pre-Departure Message
Send a reminder 24 hours before checkout. You can use Vrbo’s messaging system or integrate automation tools to schedule these messages.
Example message using Vrbo messaging system: “Hi [Guest Name], a quick reminder that checkout is tomorrow at 11 AM. Please take out the trash, load the dishwasher, and return the keys to the lockbox. Safe travels and thank you for staying with us!”
3. Printed Instructions
Place a hard copy of your Vrbo checkout instructions near high-traffic areas like the front door, kitchen counter, or refrigerator. Laminate a one-pager with your logo and the key checkout tasks, and tape it to the fridge or entryway wall.
4. Welcome Guide
If you provide a digital or printed welcome book, make sure to include a section for checkout procedures with visual cues or icons.
Use headings like “Before You Leave” with icons for trash, keys, and dishes. In digital guides like Touch Stay or Hostfully, link the checkout section in the table of contents so guests can find it easily.
Tips to Optimize Your Vrbo Checkout Flow
Now that your instructions are in place, here are a few optimization tips to reduce friction for both you and your guests:
Keep Updating Based on Feedback
Ask your guests if they found the instructions helpful or if anything was unclear. Use that feedback to revise your instructions for future guests.
Keep it Realistic
Avoid turning guests into your cleaning crew. Overloading them with chores like vacuuming or scrubbing toilets can backfire and lead to poor reviews.
Align With Cleaning Schedules
Make sure the checkout time and required tasks sync with your cleaner’s arrival. Provide your cleaning team with a checklist to match what you’ve asked of guests.
Offer Late Checkout (When Possible)
If your calendar allows, a flexible checkout option can significantly boost your guest experience. Automate this offer through email or your PMS.
Common Mistakes to Avoid
Avoiding these pitfalls can make your checkout instructions more effective and improve your overall guest experience:
- Being Too Vague: “Clean up” is ambiguous. Be specific about what that includes.
- Not Setting a Time: Always include a clear Vrbo checkout time to avoid late departures.
- Overloading Guests: Don’t add unnecessary tasks that should be handled by your cleaning crew.
- Inconsistent Messaging: Make sure your checkout time and instructions are consistent across the listing, welcome book, and automated messages.
- Forgetting to Update Based on Seasonality or New Appliances: If you install a new AC unit or change your trash pickup policy, update the instructions accordingly.
Final Thoughts
Clear, friendly, and concise Vrbo checkout instructions help ensure your rental runs smoothly and leaves guests with a positive final impression. It also sets your cleaning and turnover team up for success, enabling a more efficient operation—especially important if you manage multiple properties.
With a well-thought-out checkout process and tools like PriceLabs in your toolkit, you can streamline operations and improve your guest reviews at the same time.
