Check-in checklist for hosts

A calm, friendly check-in helps guests feel welcome and prevents misunderstandings later. Use this as a practical guide for the days before arrival and the first 10 minutes in the home.

Quick checklist (at a glance)

Use this as a quick tick-list. The detail below explains each point.

• ☐ Confirm arrival details and who to contact if plans change.
• ☐ Prepare the room (clean, fresh bedding, towels if you provide them, clear storage space).
• ☐ Make sure Wi‑Fi details are ready to share.
• ☐ Decide which areas/items guests can use (and what they should ask about first).
• ☐ If you work from home or have specific routines, explain shared-space expectations and typical weekday daytime arrangements.
• ☐ Do a 10–15 minute check-in chat (house routines, keys, security, and how to message each other). (longer if your guest is very new to the UK or has lots of questions).
• ☐ Share local basics (nearest station/bus stops and the main route to school/work).
• ☐ Remind the guest about address use (no banking/credit/NI without written permission).
• ☐ Make sure the guest knows what to do in an emergency (999/112) and knows the address.

Before arrival (a few days ahead)

• ☐ Check the booking details (dates, meal plan, age group, any notes) and tell us promptly if anything looks incorrect.
• ☐ Keep your booking confirmation accessible during the stay (it may include important notes, dates and meal plan).
• ☐ Review any dietary requirements, allergies or preferences noted in the booking details (if meals are included).
• ☐ If meals are included and you’re unsure about preferences, consider sending a short message in advance to ask about allergies and food dislikes (keep it simple).
• ☐ Prepare the guest room: clean, warm, ventilated, with storage space and a suitable study space (desk/table and chair in the room, or agreed access elsewhere).
• ☐ Leave clear space in the fridge/cupboards if self-catering or kitchen use is agreed for that booking.
• ☐ Make sure keys, fobs or access cards are ready (all guests must be provided with keys).
• ☐ Have Wi‑Fi details ready (network name and password).
• ☐ If the room/bathroom has been unused for a while, run the taps/shower briefly before arrival (good practice between placements).
• ☐ If you host 16–17-year-olds: re-check the booking notes and be clear on the agreed curfew arrangements (confirmed in line with our Child Protection Policy).

On arrival (a simple 10–15 minute check-in)

Keep it warm and positive. The aim is to help your guest settle in, while gently setting expectations. If you’re covering a lot, offer to write down key details (Wi‑Fi password, your contact number, and the address).

1) Welcome and settle

• Offer a drink or a brief moment to rest after travel.
• Show them their room and where they can put belongings.

2) Explain how the home works (in plain English)

• Bathroom routines (for example shower times if needed) and any household quiet hours.
• Meal plan and timings (if meals are included). Confirm any dietary requirements or preferences you’ve been told about.
• Laundry arrangements (what you offer and when).
• Weekday daytime routine: many guests are at school/work during the day (often around 10am–4pm, Monday–Friday). If a guest expects to be at home during weekday daytime, agree what works in your household.
• What guests can use freely (for example kettle/tea/coffee) and what they should ask about first.

3) Keys, security and staying safe

• Provide keys/fobs and explain how to lock doors and windows properly.
• If you use an alarm or entry code, explain it clearly (and what to do if they forget).
• Show the fire escape route(s) and a simple meeting point outside.
• Give the guest the full written address (they may need it for emergencies, deliveries and travel).
• Emergency information: 999 or 112 for immediate danger; NHS 111 for urgent medical advice that is not life‑threatening.

4) Agree how you will communicate

• Exchange contact details and agree the best way to message each other (call/text or a messaging app).
• If arrival plans change, guests may contact you directly if we provide them with your details.

5) Local basics (first-day confidence)

• Nearest station/bus stops, and the simplest route to school/work.
• Nearest cash machine/ATM (many guests need cash on arrival).
• Any local tips that reduce stress (for example where to buy a SIM, supermarket times, how the front door works).

6) Address use (protecting your address)

It helps to mention this once at check-in so everyone is clear.

• Guests should not use your address for banking, credit, or National Insurance registration without your prior written permission.
• If a guest asks, you can grant or decline permission. If you are unsure, contact London Homestays for advice.
• If a guest needs to use your address for welfare or emergency reasons (for example registering with a GP/NHS services, or for their embassy), this is usually fine where you are aware and it is agreed.
• For guests aged 16–17: remind them of the agreed curfew arrangements and that any requests to stay out late or stay away overnight must be referred to London Homestays.

If anything feels wrong

Office hours: Monday–Friday, 9am–5pm (phone lines 11am–3pm).

Contact methods:

• Phone: 020 8395 0333
• Email: info@londonhomestays.com
• WhatsApp: 020 8395 0333 (message-only service, monitored during office hours). Please do not use WhatsApp for emergencies.

Emergency support:

Out-of-hours emergency support is available for genuine emergencies relating to current placements only. Out-of-hours emergency phone numbers are provided at booking confirmation and via our office voicemail (we do not publish them on the website).

If you have a concern about safety, welfare or behaviour, contact us as soon as possible for advice. Where there is immediate danger, follow emergency services guidance.

Related resources

• Host Guidelines & FAQs
• Home safety & security basics
• House rules, visitors & address use
• Check-out checklist for hosts