House Sitter Instructions Template: What to Include

You might think a quick phone call covers everything. It probably won't. Sitters forget verbal instructions the moment they hang up, especially when they are juggling details about the thermostat, the bins, the tricky back door lock, and which neighbor has the spare key.

Written instructions give your sitter something to refer back to at 2 a.m. when the smoke detector starts chirping or the hot water cuts out. They also protect you. If something goes wrong, clear documentation means fewer misunderstandings about what was expected.

There is also a less obvious benefit: writing things down forces you to actually think through what your sitter needs to know. Most homeowners discover gaps in their own knowledge during this process. Where is the water shut-off valve? When was the boiler last serviced?

Start with the things your sitter needs the moment they walk through the door. Nothing else matters if they cannot get in, connect to the internet, or figure out the alarm before it wakes the street.

• Front door key location (and any quirks, like needing to lift the handle while turning)
• Back door, side gate, garage, and shed keys or codes
• Alarm system: code, how to arm/disarm, which panel to use
• WiFi network name and password
• Spare key location (or which neighbor holds one)
• Smart lock instructions and backup entry method if batteries die
• Parking instructions: driveway, permit, or street parking rules

Be specific about door quirks. If your front door sticks in humidity and you need to shoulder it while turning the deadbolt, say that. Your sitter will otherwise assume the key is wrong and call you from the porch.

Your kitchen probably has at least one appliance with a personality. The oven that runs 10 degrees hot. The dishwasher where you have to pull the bottom rack out slowly or the mugs tip over. The garbage disposal switch that looks exactly like the light switch above the sink.

Walk through each appliance your sitter might use and note anything that is not obvious.

• Oven/stove: how to light it (if gas), any temperature quirks
• Dishwasher: preferred cycle, where detergent goes, which items are hand-wash only
• Washing machine and dryer: settings for a normal load, where to find detergent
• Coffee machine: how to use it, where the beans/pods are, how to descale if needed
• Garbage disposal: which switch operates it, what not to put down it
• Water filter: how often to change it, where replacements are stored
• Fridge/freezer: anything that should stay at a specific temperature

Also mention what food is available for them. Tell them which pantry items are fair game and which are off-limits (that jar of high-end saffron, for instance). Most sitters feel awkward raiding a stranger's kitchen without explicit permission.

Utility systems are where sitters make the most expensive mistakes. Not out of carelessness, but because every home works differently. A thermostat set wrong for a week can cost you real money and leave pipes at risk in winter.

• Thermostat: preferred daytime and nighttime temperatures
• How to operate the thermostat (especially smart thermostats with modes or schedules)
• Heating system: gas, electric, heat pump? Any pilot light to check?
• Air conditioning: how to turn on, recommended settings, filter location
• Hot water: how long it takes to heat, whether there is a boost button
• Breaker/fuse box location and which breakers control what
• Water shut-off valve location (main and any secondary valves)
• Gas shut-off valve location

If your boiler has a pressure gauge that occasionally drops, explain how to re-pressurize it. Include a photo of the gauge showing the correct range. This single detail can prevent a panicked call and a plumber visit.

Outdoor responsibilities vary wildly depending on the season and where you live. A summer sit might need daily watering. A winter sit might need someone who knows to run the taps if the temperature drops below freezing.

• Lawn mowing: frequency, mower location, any areas to avoid
• Garden watering: which plants, how often, sprinkler system or manual
• Indoor plant care: location of each plant, watering schedule, any that are sensitive to direct sunlight
• Pool or hot tub: how to check chemicals, cover instructions, when to run the pump
• Bins and recycling: collection days, where to put bins, any sorting rules
• Compost: what goes in, when to turn it
• Outdoor lights: timers or manual switches, which ones to leave on for security

For plants, honestly, a labeled photo goes a long way. Saying "water the fern in the living room" is less helpful than a photo showing exactly which pot, because your sitter might not know a fern from a ficus.

A pile of packages on the porch is an advertisement that nobody is home. Give your sitter clear instructions on how to handle whatever arrives while you are away.

• Where the mailbox is and whether a key is needed
• What to do with packages (bring inside, put in garage, text you a photo)
• Any expected deliveries with tracking numbers or dates
• Newspaper or magazine subscriptions to bring in
• Anything to refuse or redirect (junk mail, solicitors)
• Whether to hold or forward mail if you are gone longer than a week

If you regularly receive perishable deliveries (meal kits, fresh flowers, subscription boxes with food), let your sitter know so they can bring them in quickly. A box of raw chicken on the porch in July is nobody's idea of a welcome surprise.

Your sitter is living in a neighborhood they do not know. The more context you give, the more comfortable and capable they will be.

• Nearest grocery store, pharmacy, and gas station
• Favorite local takeaway or restaurant recommendations
• Friendly neighbors: names, which house, and if they know a sitter is staying
• Neighbor with a spare key (name and contact info)
• Any neighbors to be aware of (noisy dog next door, shared driveway etiquette)
• Nearest hospital or urgent care with address
• Local taxi service or rideshare availability
• Vet clinic (if pets are involved) with address and phone number

Tell your neighbors that someone will be staying. A concerned neighbor who does not recognize the person in your driveway might call the police, which is stressful for everyone.

Also mention anything about the area that is not obvious: street cleaning days that require moving the car, noise curfews, or that the creek behind the house floods if it rains heavily for more than a day.

This section is the one your sitter hopes they never need but will be most grateful for if they do. Cover both everyday security habits and what to do in a real emergency.

Daily security

• Which doors and windows to lock at night
• Security cameras: where they are, how to check them, what is recorded
• Motion sensor lights: where they are and whether they are automatic
• Alarm system: how to set it before leaving, what to do if it triggers by accident
• Any doors or windows that do not lock properly (and workarounds)

Emergency contacts and procedures

• Your phone number and best way to reach you (call, text, WhatsApp)
• A local emergency contact who can come to the house if needed
• Plumber, electrician, and general handyman contact details
• Insurance company and policy number (for major incidents)
• Fire extinguisher location and how to use it
• First aid kit location
• Water shut-off procedure (in case of burst pipe)
• Gas shut-off procedure (in case of suspected leak)
• Circuit breaker location (in case of power issues)

Write out actual steps for emergencies, not just contact numbers. For a burst pipe: "Turn the blue valve under the kitchen sink clockwise until it stops. Then turn off the main at the red handle in the utility cupboard. Call Dave (plumber) on 555-0147." Under pressure, people need instructions they can follow without thinking.

You now have a solid house sitter instructions template covering every major category. Here are a few tips for making the final document genuinely useful rather than just thorough.

Keep it scannable

Your sitter will not read a wall of text. Use headers, bullet points, and short paragraphs. Bold the critical details (alarm codes, shut-off valves, emergency numbers). Think of it less like a letter and more like a reference manual.

Add photos

A photo of the breaker box with labels. A photo showing which recycling bin is which. A photo of the thermostat at the correct setting. Words describe things, photos show them. Where possible, use both.

Do a walkthrough

If you can meet your sitter in person before you leave, walk through the house together with your instructions in hand. Let them ask questions. The document is the backup, not the replacement for face time.

Make it accessible

A printed binder on the kitchen counter is great, but what happens when your sitter is out and cannot remember the alarm code? Digital access matters. Share instructions somewhere your sitter can pull them up on their phone at any time.

Update after every trip

After each house sit, ask your sitter what was confusing, what was missing, and what they wish they had known sooner. Add their feedback to the template. By the third or fourth time, your instructions will be bulletproof.

If you also want to make your sitter feel genuinely welcome (not just informed), take a look at our guide on creating a house sitter welcome pack. Good instructions keep things running. A welcome pack makes your sitter actually enjoy the experience.