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Pre-arrival

WhatsApp template: late night check-in (after 10 PM)

Check-in after 10 PM requires more detailed instructions than usual: the guest is tired, it's dark, the building is silent, and every small doubt becomes a problem. A well-structured night check-in template reduces overnight host calls by 70%. Here three variants: scheduled night arrival (10 PM-1 AM), very late arrival (after 1 AM), emergency arrival (delayed flight/missed train).

When to send

When to send: as soon as you know arrival will be after 10 PM, even 24h ahead. Never wait until the last minute. Night instructions must be read by the guest calmly, not on the fly.

3 ready-to-copy templates

Three tone variants. Pick the closest match to your style, or use them as a baseline to personalise.

Placeholders like {{guest_name}} are intentionally left visible — replace them with your data before sending.

1Standard night (10 PM-1 AM)

Hi {{guest_name}}, I know you're arriving late on {{check_in_date}}. Everything ready for self-service night check-in.

🌙 Address: {{full_address}} (map: {{maps_link}})

🔑 Keys are in the security box next to the main door, code {{key_safe_code}}.

🤫 Please when entering: the main door is heavy, close it by hand to avoid slamming (sensitive neighbors). In the elevator, speak softly.

💡 The apartment has automatic entrance lights. If they don't work, the switch is right inside on the right.

🛏️ I've left a sheet on the bed with Wi-Fi and useful numbers. Get some rest. Tomorrow morning, if you need anything, message me here — I reply from 8 AM.

Safe travels and welcome!

2Very late night (after 1 AM)

Hi {{guest_name}}, I know you arrive after 1 AM on {{check_in_date}}. To make arrival easier at that hour we've organized a 100% silent, self-service check-in.

🚗 If arriving by car, nearest 24/7 parking is {{parking_name}} at {{parking_address}}.

🌙 Address: {{full_address}} ({{maps_link}})

🚪 The main door opens with the green button on the right of the entrance (some buildings close the intercom at night — this one doesn't).

🔑 Key safe next to main door, code {{key_safe_code}}.

🛗 Elevator to floor {{floor}}. Apartment door {{door_number}}.

📋 Once inside: everything ready. Sheets made, towels in bathroom, heating active at {{temperature}}°. Wi-Fi: name "{{wifi_name}}", password "{{wifi_password}}".

No need to let me know you arrived — save the effort. We'll talk in the morning at leisure. Good night!

3Emergency (flight/train issues)

Hi {{guest_name}}, got your message about {{problem}}. Don't worry, I'll organize right away.

🆘 The key safe stays accessible 24/7. Code: {{key_safe_code}} at {{address}} ({{maps_link}}).

Whatever your arrival time, even 4 AM, standard instructions apply — only difference is silence on entry.

📞 If you have ACCESS issues (safe doesn't open, wrong code), this is my direct number: {{emergency_number}}. I'll keep it on tonight.

🚕 If you need a very late taxi, I recommend {{taxi_app_name}} (reliable app, 24/7).

Let me know when you're inside and all good. Then breathe. See you tomorrow!

Practical tips

  • 1For arrivals after 1 AM, consider not asking for arrival confirmation. The guest is exhausted and night messages feel like a duty. Confirm the next morning.
  • 2Automatic entrance lights are the most underestimated detail: in 1/3 of Italian buildings they don't always work. Explicitly indicate the alternative way to turn them on.
  • 3If you have noise-sensitive neighbors, declare it clearly. Notice 'neighbors complain if you make noise' sounds hostile; 'the door is heavy, close it by hand' is informative.
  • 4For emergencies like rerouted flights, activate the direct number. One night of standby per year costs almost nothing and dramatically changes the review.

Frequently asked questions

Do I have to wait up for night check-ins?+

Never. Even if you're awake at home, self-service night check-in is preferable for both: you don't stress about getting dressed and going down at 2 AM, the guest doesn't feel awkward disturbing you. The key safe is the highest-ROI investment for short-term rental managers.

What if guest can't access at night?+

You must reply within 30 minutes, even at night. That's why a dedicated emergency number always on is essential. If you manage 5+ apartments, consider an on-call service (even a paid neighbor or doorman at €30/intervention).

How frequent is late check-in past 1 AM?+

Out of 1,500 Verto AI bookings in Italian cities (Jan-Mar 2026): 4% of arrivals are after 1 AM. In cities with low-cost evening flights (Milan Bergamo, Rome Ciampino, Naples) the figure rises to 9%.

Related templates

Want to automate the non-template replies too?

Verto AI handles guest conversations for you, in 25+ languages.

Templates cover predictable cases. For everything else — unexpected questions, photo attachments, voice notes, different languages — Verto AI replies on its own, understands context, and keeps the tone you set.

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