Checkout may be one of the last stages of a booking, but how you handle it should be anything but an afterthought. The best Vrbo hosts know that a smooth check-out process is absolutely essential to end guests’ experience on a high note.
That means providing your guests with clear check-out instructions so there’s no confusion about what to do before they leave. But don’t worry—to clear up any confusion you may have, we’re reviewing everything you need to include in your Vrbo check-out instructions below. You can even download our template to edit and send to your guests!
Don’t see the form to download our Vrbo Check-out Instructions Template? Click here.
Disclaimer: Lodgify is a Vrbo Elite Connectivity Partner. This post, including any claims or statements within, is solely from Lodgify and is not endorsed by, directly affiliated with, authorized, or sponsored by Vrbo in any way.
The importance of Vrbo check-out instructions
We know—you have a lot to do as a busy Vrbo host. Do you really need to worry about setting Vrbo check-out rules?
The answer is yes. Vrbo check-out instructions are crucial in helping to:
- Prevent misunderstandings: Guests appreciate clarity on expectations. Without clear Vrbo check-out procedures, expect inquiries and calls.
- Streamline turnover: You’ll simplify tasks for both yourself and your cleaners simply by urging guests to maintain the property’s condition. Who wouldn’t want to lessen their workload?
- Demonstrate your dedication to top-notch service: Providing checkout instructions shows your investment in your rental’s quality, guest satisfaction, and professionalism.
- Encourage positive reviews: Ensuring a smooth guest experience, including clear checkout directions, boosts the likelihood of positive reviews. You can even prompt guests to review your property in these instructions!
Tips for writing effective Vrbo check-out instructions
Of course, simply having check-out instructions in place means nothing if you’re not intentional with the instructions themselves. Here are a few tips to consider:
- Don’t be too demanding. Guests will be put off or even overwhelmed if you expect them to do too much when checking out—especially if you also charge a cleaning fee. Limit your checkout instructions to a handful of quick and simple tasks.
- Be specific. Vague instructions will confuse guests, detracting from their trip. What’s more, they won’t be able to follow your instructions if they don’t understand them!
- Make them hard to miss. To ensure that guests know what to do and follow through, remind them about your Vrbo checkout instructions shortly before checkout and leave a physical version of them in your rental.
- Be friendly. After all, your guests are on vacation! Don’t make Vrbo check-out rules sound more authoritarian than they already do by being too serious or strict in the way you communicate them.
What to include in Vrbo check-out instructions
Check-out instructions commonly include the time guests need to check out by, what they should do with the keys, and simple cleaning tasks. If there’s something you want guests to do or know before their reservation ends, this is the place to share it.
Check out specific items to include in your Vrbo check-out list below, or scroll to the bottom of the page to download our free template.
Vrbo check-out time
You can’t blame guests for leaving late if they don’t know when check-out is. So, make sure it’s clearly stated in your Vrbo check-out policy.
Setting your Vrbo checkout time forces you to walk a fine line, so be careful. You don’t want to set checkout so late that you don’t have time to prepare for back-to-back bookings. But on the other hand, set checkout too early, and you may deter bookings in the first place.
Check-out is typically between 10 a.m. and noon, but make sure to set a time that works for you and ensures you’ll have time to prepare the property for your next guests!
Vrbo late check-out fee
If you find that you repeatedly struggle with guests checking out late, consider reinforcing your checkout time by setting a Vrbo late check-out fee and including it in your instructions.
After all, late check-outs could interfere with your next booking, guest reviews, and even guest satisfaction. So, it’s fair to expect a little compensation in return.
Some hosts charge by the hour, from as low as $15 to as much as $80 for each additional hour guests remain on the property. Other hosts charge the full nightly rate. Whatever you choose, be sure guests know about your check-out time and late check-out fee in advance.
Cleaning and laundry
The extent of cleaning duties you assign to your guests hinges on your cleaning fee. A minimal or nonexistent fee justifies requesting basic chores like taking out the trash, dishwashing, stripping beds, and placing used linens in the hamper.
However, with a substantial cleaning fee, guests will expect to be off the hook for most cleaning tasks.
Food disposal
Chances are, your guests sought out a Vrbo because they wanted to be able to cook during their trip. So, they’ll likely purchase groceries, which they may or may not be able to finish during their trip.
Which brings us to our next point: Avoid the unpleasant surprise of moldy leftovers by politely asking guests to discard any food they brought.
Need help encouraging guests to dispose of their leftovers? Download our garbage removal letter template to leave a letter with instructions!
Powering down
Prevent unnecessary energy consumption and high bills by specifying what guests should switch off before checkout. This includes lights, electronics like TVs, HVAC systems, and gas or electric fireplaces.
For the thermostat, ask guests to leave it on a specific setting to balance comfort and efficiency. You might not want to pay for heating or cooling during turnover, but you don’t want your next guests to arrive at a freezing or sweltering rental, either!
Check for forgotten items
Guests often leave belongings behind, and you don’t want to spend time and money mailing them back or meeting up to hand them off. So, include a reminder for guests to check all the rooms, drawers, and cupboards one last time.
Locking up
It might seem obvious, but it never hurts to remind guests to close and lock all windows and doors before they leave.
Key return
How should guests get the keys back to you? Whether it’s leaving keys on the counter, placing them in a lockbox, or returning them to someone on your team, make sure the instructions are clear.
Otherwise, you’re looking at extra work to get the keys back or the expense of replacing them, and no one wants that.
Streamline your key exchange process with our free key receipt template! This form certifies that your guests have read and approved your key handoff instructions and agree to comply with them.
Review reminder
One of the main goals of having clear check-out instructions is to enhance the guest experience. So, take advantage of your work by encouraging guests to leave a review!
Make it as easy as possible for them by including links or a QR code to the review sites you want them to use. You could even include a note about how much reviews mean to your business, and guests will surely want to help you out.
Contact details
Lastly, share your contact details in case your guests need to get in touch with you after checkout. If you get a lot of repeat bookings, this is also a great place to provide a link to your website and explain the advantages of booking directly!
Looking for checkout instructions for Airbnb? Check out our guide!
Through Vrbo
You can share your checkout instructions directly through Vrbo by adding them to your welcome guide. Vrbo automatically sends your welcome guide to guests three days before a reservation begins, ensuring that guests know what to expect in advance.
To create or edit a welcome guide on Vrbo, simply:
- Log in to your account.
- Select the listing you want to create/edit the welcome guide for.
- Select Property.
- Select Welcome guide.
If you do not have a welcome guide yet, you’ll then select Create welcome guide. If you want to add check-out instructions to an existing welcome guide, you’ll select Essentials and then select Edit next to the check-out instructions section.
Through vacation rental software
It’s also a good idea to send your guests a reminder with instructions the night before check-out. While Vrbo doesn’t provide automated messaging, you can easily do this through property management software.
For example, Lodgify’s automation tools enable you to schedule messages with checkout instructions whenever you see fit. What’s more, you can automate these messages for guests across multiple third-party platforms, saving you time and ensuring consistency.
We also recommend including your instructions in your house rules, digital guidebook, and welcome book.
At your rental
A visual reminder never hurts! Consider hanging up a sign where guests will see it or leaving a letter with instructions on the counter.
Just scroll to the bottom of the page to download our customizable template, then edit it and print it out!
FAQs about Vrbo check-out instructions
How do I add check-out instructions on Vrbo?
You can add check-out instructions to your Vrbo welcome guide. To create or edit a welcome guide on Vrbo, simply:
- Log in to your account.
- Select the listing you want to create/edit the welcome guide for.
- Select Property.
- Select Welcome guide.
If you do not have a welcome guide yet, you’ll then select Create welcome guide. If you want to add check-out instructions to an existing welcome guide, you’ll select Essentials and then select Edit next to the check-out instructions section.
What is the etiquette for Vrbo check-out?
Vrbo checkout procedures vary from one rental to the next. However, guests are expected to leave the Vrbo on time and in a similar condition to how they found it. The host should specify what to do with the keys and whether any cleaning tasks, such as dishwashing or taking out the trash, are required.
Do guests have to clean your Vrbo property before they leave?
Most Vrbo properties charge a cleaning fee to cover the expense of cleaning and preparing the rental for the next booking. However, guests may be asked to do simple tasks such as stripping the sheets, washing used dishes, or taking out the garbage.
Does Vrbo automatically send check-out instructions?
Vrbo automatically sends your welcome guide, to which you can add your check-out instructions, to guests three days before a reservation begins. To create or edit a welcome guide on Vrbo, simply:
- Log in to your account.
- Select the listing you want to create/edit the welcome guide for.
- Select Property.
- Select Welcome guide.
If you do not have a welcome guide yet, you’ll then select Create welcome guide. If you want to add check-out instructions to an existing welcome guide, you’ll select Essentials and then select Edit next to the check-out instructions section.
How do I change my check-out time on Vrbo?
Owners can change the Vrbo check-out time for their properties by following these steps:
- Log in to your account.
- Select the listing you want to edit.
- Select Property from the navigation menu.
- Select Edit property from the dropdown menu.
- Update your check-out time on the Property editor landing page.
- Select Save.
Be sure to update your check-out time anywhere you mention it, such as your Vrbo welcome guide, welcome book, and house rules.
What is the best check-out message for Vrbo?
An effective Vrbo check-out message will be both friendly and clear. You should thank guests for choosing your property, express your hope that they had a great trip, and specify anything they should do before leaving.
To give you an idea, we’re providing a preview of our Vrbo check-out instructions template below. You can also scroll to the bottom of the page to download the free customizable version!
Download our free Vrbo check-out instructions template
Ready to improve your checkout process? Put all of our above tips into action by downloading our free template. Easily edit it to meet the needs of your property and you’ll have checkout instructions to share with your guests in no time!
Don’t see the form to download our Vrbo Check-out Instructions Template? Click here.
Disclaimer: Lodgify is a Vrbo Elite Connectivity Partner. This post, including any claims or statements within, is solely from Lodgify and is not endorsed by, directly affiliated with, authorized, or sponsored by Vrbo in any way.
