While we hate to see our guests go, every reservation must come to an end. When a guest checks out from your home, it’s one of the last interactions they’ll have with you before they leave a review. As a result, you need to think through your Vrbo check-out times. This post discusses how to handle your Vrbo check-out times and provides tips on how to automate part of this experience.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today!

Getting check-out times right is the key to success

It may seem like a small detail, but getting your Vrbo check-out time is yet another vital element of short-term rental hosting. When guests have a positive check-out experience, they’re more likely to leave positive reviews. As you know, positive reviews mean your listing is ranked higher on a guest’s search, and more eyes get on your property.

Secondly, having the right amount of time for guest check-out will help your cleaning crew stay on top of their schedule. You don’t want the next guest showing up at their scheduled check-in time to find the cleaners still cleaning. That starts a chain reaction of potentially negative reviews.

Why do guests request late check-outs?

Sometimes, guests request a late check-out. And there is often a good reason for it! Travel is complicated, and their arrival and departure likely depend on flight and train schedules. For example, there may not be a flight until later in the day, or there is a delay, and they don’t want to sit at the airport for ten hours. Who does? Or, perhaps they’ve been on the road for a few weeks, are feeling exhausted, and just want a few extra hours of sleep. Lastly, and the most complicated, they might not understand that check-out times are a hard deadline.

Challenges of late check-outs

Late check-outs can provide some challenges. Here are a few things to consider with late check-outs:

• They could eat into your cleaning time
• If they depart too late, it could bleed into your next guest’s time and delay their arrival due to cleaning
• The longer guests can be in your property, the more potential for speedier wear and tear.
• There could be issues with parking, depending on the situation.

Are there positives to late check-outs?

Yes! Late check-out is an opportunity to build a relationship with guests and build trust. For example, if they are able to ask for or purchase a late check-out add-on, that can build loyalty. If you’re charging for late check-out, this is a relatively easy way to add some easy income to your business.

How to handle late check-out requests

When faced with a late check-out situation, having a clear plan ensures smooth operations and a professional approach. Here are actionable strategies to manage late check-outs effectively:

1. Communicate clearly from the start

Set expectations early by stating your check-in and Vrbo check-out times prominently in your welcome letter, house rules, and booking confirmation. Clear communication reduces misunderstandings and helps guests plan their departure accordingly.

• Include check-out instructions as part of your welcome messaging.
• Clarify whether late check-outs are possible and under what circumstances.

Example messaging for your welcome guide:

“Our check-out time is 11 AM. Please adhere to this time so we can prepare the rental property for our next guests. If you’d like to request a late check-out, please contact us, and we’ll do our best to accommodate (subject to availability).”

2. Offer flexible solutions

When possible, flexibility can enhance the guest experience without hampering your schedule. Some options include:

• Paid Late Check-Outs: Charging a fee for late check-outs can offset potential scheduling or cleaning disruptions.
• Storage Solutions: If your property is close to a transit hub, offering a luggage storage option nearby might satisfy guests’ needs.

3. Politely establish boundaries

Sometimes, accommodating late check-outs simply isn’t feasible—but even a denial can improve guest relationships if handled tactfully. Use positive language to maintain an inviting yet firm tone.

Example response:

“Thanks for reaching out! While we’d love to accommodate your request, we have cleaning preparations scheduled for our next guests arriving this afternoon. Hope your travels go smoothly!”

4. Document all requests through your platform

For hosts, always communicate late check-out requests and resolutions directly through the platform. This creates a formal record of conversations, reducing confusion and increasing transparency for all parties.

Tips to encourage on-time check-outs

If you want to avoid late check-outs, there are a couple of things you can do to keep things moving in a timely manner. First, include late check-out fees. In your house rules, clearly state that there will be a fee for late check-outs. Additionally, send an automated message as part of your check-out message the night before to remind the guests of the check-out time. Clear communication is key to success.

Example message:

“Hi [Guest Name], just a reminder that check-out is scheduled for tomorrow at 11 AM. Please leave keys on the table and follow the check-out instructions in the welcome guide.”

Let Host Tools help

Here at Host Tools, we want to make your experience as a short-term rental host as easy as possible. To do that, we’ve mastered automation. One such way we make your life easier is allowing you the ability to automate your check-out message. With our tools, you can craft a message, schedule it, and never have to remember to send that check-out message after every guest check-out. Win, win!

Final thoughts

As you can see, managing late check-out times in a short-term rental can make a big difference in your short-term rental’s success. This small detail, when handled well, can increase your positive reviews and ultimately the money in your pocket. By striking the right balance between flexibility and what genuinely works for your schedule, you open up more opportunities for your business.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today!