How to ask for a guest ID without friction
The request is not the problem — the delivery is. Guests send IDs all the time when the ask is clear, brief and justified. Every template below follows the same three-part structure:
- Warm opening. Thank them for booking and confirm the dates.
- Short reason. One clause — building security, local registration or insurance.
- One clear action. A single secure link to upload, with reassurance that no account is needed.
Airbnb check-in message template
Airbnb — ID request + welcome
Hi [guest first name],
Thanks so much for your booking at [property name] — we're looking forward to hosting you from [check-in date].
As part of our check-in process, and to comply with local registration and building security, we ask each adult guest to send a quick photo of their government-issued ID or passport before arrival.
Please upload it here — it takes about a minute and needs no account:
[your inboundfiles.com upload link]
Once that's in, we'll send your full check-in instructions and entry details. Any questions, just message us here.
— [your name]
Need the full setup? See the Airbnb guest ID automation guide.
Booking.com message template
Booking.com keeps templates and scheduling in separate tabs, so you can create this message once and schedule it to fire when a guest makes a booking. Read the Booking.com setup guide for the exact steps.
Booking.com — scheduled at booking
Hi {guest first name},
Thank you for your reservation at {property name}. Your check-in time is {check-in time}.
To comply with local regulations and building security, we ask our main guests to provide a quick photo of their ID or passport before arrival.
Please use our secure link to upload your ID:
[your inboundfiles.com upload link]
We'll send full check-in instructions and entry codes closer to your arrival.
VRBO message template
VRBO — ID request + welcome
Hi [guest first name],
Thanks for booking [property name] for [stay dates] — we're glad to have you.
Before check-in we ask each adult guest for a quick photo of a government-issued ID. This is for building security and local guest registration, and it keeps check-in fast on arrival.
Upload your ID securely here (no account needed):
[your inboundfiles.com upload link]
Once received, I'll send over directions and access details. See you soon!
Direct booking / email template
For bookings that arrive by email or your own website, the same structure works — just add a friendly subject line.
Direct booking — email
Subject: Your stay at [property name] — one quick step before check-in
Hi [guest first name],
Your booking at [property name] from [check-in date] is confirmed — we can't wait to host you.
One quick step: for local registration and building security, please send a photo of your government-issued ID before arrival.
Secure upload link: [your inboundfiles.com upload link]
It takes about a minute, no account required. Full check-in details will follow.
Warm regards,
[your name]
Reminder message
Some guests will miss the first message. One gentle reminder, sent a few days before arrival, recovers almost all of them — keep it shorter than the original.
Friendly reminder
Hi [guest first name],
Just a gentle reminder to upload your ID before [check-in date] — it takes a minute and helps us keep check-in quick:
[your inboundfiles.com upload link]
Thanks, and see you soon!
What to say if a guest pushes back
A small number of guests will question the request. A short, calm reply usually resolves it:
If a guest asks why
"Totally understand — it's a standard requirement for this building and for local guest registration, and the same applies to every stay. The link is secure, and your ID is only used for check-in and then deleted. Happy to answer any questions."
Common questions
When should I ask a guest for their ID?
Right after the booking is confirmed. Asking early gives the guest time to send it calmly, and means you are not chasing them on arrival day. Avoid asking at the door — that is where friction happens.
How do I ask for ID without sounding invasive?
Give a clear, legitimate reason (building security, local registration, insurance), keep it short, and pair it with something useful such as check-in instructions. A secure upload link also reassures guests, because they can see exactly where their document is going.
What if a guest refuses to send their ID?
If your house rules state that ID is required and the guest refuses, you have a documented basis to decline the stay under the platform's policies and local law. Making the requirement visible before booking prevents most of these situations.
Should I ask for ID from every guest or just the lead guest?
It depends on your rules and local requirements. Many hosts ask for the lead guest plus a selfie; some properties or jurisdictions require every adult staying to be registered. State clearly who needs to upload.
Can I ask for ID after check-in?
You can, but it is much harder to enforce once a guest is in the property. Ask before arrival so you can confirm identity while you still have options — and so check-in itself is fast and friendly.
Related guides
Guest ID verification for short-term rentals
What to collect, the legal rules and how to automate collection.
AirbnbAirbnb guest ID verification
What Airbnb verifies itself and where hosts need to fill the gap.
VRBOVRBO guest ID verification
How to collect IDs from VRBO guests before check-in.
ProductAutomate Booking.com guest ID collection
Create a reusable link and schedule it as a Booking.com message template.