Every Airbnb host sends the same types of messages over and over again. Booking confirmations. Check-in instructions. Checkout reminders. Review requests. The words might change slightly for each guest, but the structure is always the same.
Instead of writing these messages from scratch every time, smart hosts use templates. Not robotic, copy-paste walls of text, but well-crafted messages with placeholders that make personalisation effortless.
Here are 15 Airbnb message templates that cover every stage of the guest journey. Copy them, customise them for your property, and start saving hours every week. (For a broader overview of what to say and when, read our complete guide to Airbnb guest communication.)
Why Message Templates Matter
Before diving into the templates, let's talk about why they work:
- Consistency. Every guest gets the same quality of communication, regardless of how busy you are.
- Speed. You respond in minutes, not hours. Faster responses mean higher booking rates and better Airbnb search rankings.
- Fewer mistakes. Templates ensure you never forget to include the WiFi password or the checkout time.
- Scalability. Managing 1 property or 20, templates keep your communication professional and complete.
The best hosts do not write less. They write once, then reuse with small tweaks.
Template 1: Booking Confirmation
When to send: Within 1 hour of receiving a new booking.
Hi [Guest Name]! Thank you so much for booking [Property Name]. We are thrilled to host you from [Check-in Date] to [Check-out Date].
I will send you all the details you need — check-in instructions, directions, house guide — a few days before your arrival. In the meantime, feel free to reach out if you have any questions.
Looking forward to your stay! [Your Name]
Why it works: It is warm, confirms the key dates, and sets expectations about when they will receive more information. This prevents early "how do I check in?" messages.
Template 2: Inquiry Response (Before Booking)
When to send: Within 15 minutes of receiving an inquiry.
Hi [Guest Name]! Thanks for your interest in [Property Name]. I would love to host you.
To answer your question: [Address their specific question].
A few things that make our place special:
- [Highlight 1, e.g., "Walking distance to the beach"]
- [Highlight 2, e.g., "Fully equipped kitchen with espresso machine"]
- [Highlight 3, e.g., "Private parking included"]
If this sounds good, go ahead and book — the dates you mentioned are available. Let me know if you have any other questions!
Best, [Your Name]
Why it works: Fast responses dramatically increase booking conversion. This template addresses their question immediately while selling your property's best features.
Template 3: Pre-Arrival Message (3-5 Days Before)
When to send: 3 to 5 days before check-in.
Hi [Guest Name]! Your stay at [Property Name] is coming up and we are getting everything ready for you.
Here are some details to help you plan:
Address: [Full Address] Check-in time: [Time, e.g., 3:00 PM] Parking: [Instructions, e.g., "Free street parking available on our road"] Getting there: [Brief directions or Google Maps link]
I will send your door code and final check-in instructions on the morning of [Check-in Date].
Is there anything specific you would like to know before you arrive?
[Your Name]
Why it works: Gives guests time to plan their journey without overwhelming them with every detail at once. The question at the end catches any concerns early.
Template 4: Check-in Day Instructions
When to send: Morning of check-in day (8-10 AM).
Hi [Guest Name]! Today is the day — welcome!
Here is everything you need for a smooth arrival:
Door code: [Code] WiFi network: [Network Name] WiFi password: [Password]
Step-by-step check-in:
- [Step 1, e.g., "Enter the building using the main door code: 1234"]
- [Step 2, e.g., "Take the elevator to the 3rd floor"]
- [Step 3, e.g., "Your apartment is number 3B on the left"]
- [Step 4, e.g., "Use your door code to enter"]
Everything you might need during your stay — appliance guides, local restaurant tips, emergency contacts — is in your digital guest guide.
Have a wonderful stay! I am available if you need anything.
[Your Name]
Why it works: Gives guests everything they need in one message. The digital guide link prevents follow-up questions about the coffee machine, heating, or where to eat.
Template 5: Welcome Check-in (Evening of Day 1)
When to send: 2-3 hours after expected arrival.
Hi [Guest Name]! Just checking in — did you find everything okay? I hope the apartment is comfortable.
A few quick tips for your first evening:
- [Tip 1, e.g., "The restaurant next door, Casa do Peixe, is great for dinner"]
- [Tip 2, e.g., "The heating thermostat is in the hallway if you need it"]
Let me know if there is anything I can help with. Enjoy your stay!
Why it works: Shows you care without being intrusive. Proactive check-ins catch problems before they become complaints or bad reviews.
Template 6: Mid-Stay Message (For Stays of 4+ Nights)
When to send: Halfway through the stay.
Hi [Guest Name]! Hope you are enjoying [City/Area] so far. Just a quick check-in to make sure everything is going well with the apartment.
If there is anything you need — extra towels, local recommendations, or anything at all — just let me know.
Enjoy the rest of your trip!
Why it works: For longer stays, this keeps the relationship warm and gives guests a natural opportunity to mention any issues before they escalate.
Template 7: Checkout Reminder (Day Before Departure)
When to send: Evening before checkout day, around 6-7 PM.
Hi [Guest Name]! I hope you have had a wonderful time at [Property Name]. Just a friendly reminder about checkout tomorrow.
Checkout time: [Time, e.g., 11:00 AM]
Before you leave, please:
- [Task 1, e.g., "Leave used towels in the bathtub"]
- [Task 2, e.g., "Run the dishwasher if you used dishes"]
- [Task 3, e.g., "Close all windows and lock the front door"]
- [Task 4, e.g., "Leave the keys on the kitchen counter"]
No need to strip the beds or do a deep clean — we handle that.
Thank you for being such great guests! Safe travels.
[Your Name]
Why it works: Gives guests clear expectations without making them feel like they are checking out of a military barracks. The friendly tone encourages compliance.
Template 8: Checkout Day Message
When to send: 30 minutes after checkout time.
Hi [Guest Name]! Thank you for staying at [Property Name] — it was a pleasure hosting you.
I hope you enjoyed [City/Area] and that everything was to your liking. If you have a moment, I would really appreciate a review — it helps us a lot as hosts.
Wishing you safe travels and hoping to welcome you back someday!
Best, [Your Name]
Why it works: Strikes while the iron is hot. Guests are most likely to leave a review right after checkout when the experience is fresh.
Template 9: Review Request (If No Review After 3 Days)
When to send: 3 days after checkout, only if the guest has not left a review.
Hi [Guest Name]! I hope you made it home safely and are still enjoying the memories from [City/Area].
I just left you a review on Airbnb. If you get a chance, I would really appreciate it if you could share your experience too. Reviews make a huge difference for small hosts like us.
Either way, thank you again for choosing [Property Name]. You are always welcome back!
[Your Name]
Why it works: Mentioning that you already left a review triggers reciprocity. Keeping it short and no-pressure works better than lengthy requests.
Template 10: Response to a Booking Request (Pre-Approval)
When to send: Within 30 minutes of receiving a booking request.
Hi [Guest Name]! Thanks for your interest in [Property Name]. I have reviewed your request and would love to host you.
I have pre-approved your booking for [Check-in Date] to [Check-out Date]. You can go ahead and confirm whenever you are ready.
Quick question — what brings you to [City/Area]? I love sharing local tips with my guests.
Looking forward to hosting you! [Your Name]
Why it works: The personal question builds rapport and often reveals useful context (anniversary trip, business travel) that helps you personalise the experience.
Template 11: Returning Guest Welcome
When to send: Within 1 hour of booking confirmation from a returning guest.
Hi [Guest Name]! What a great surprise — welcome back! We are so happy you chose to stay with us again.
Since you already know the place, I will keep the pre-arrival info brief. I will just send you the updated door code closer to your check-in date.
Anything new you would like me to prepare or arrange this time?
See you soon! [Your Name]
Why it works: Acknowledging returning guests makes them feel valued. It also shows future guests reading your reviews that people come back.
Template 12: Late Check-in Instructions
When to send: When the guest notifies you they will arrive late (after 9 PM).
Hi [Guest Name]! No problem at all about the late arrival. Here is everything you need:
Door code: [Code] — works 24/7, no need to coordinate WiFi: [Network] / [Password]
The property is self-check-in, so you can arrive whenever works for you. The building is quiet after 10 PM, so just keep noise to a minimum when entering.
Your digital guest guide has all the appliance instructions and local info for the morning.
Rest well and enjoy your stay! [Your Name]
Why it works: Reassures anxious late-arriving guests that everything is handled. The digital guide link means they can find what they need without messaging you at midnight.
Template 13: Response to Special Requests
When to send: When a guest asks for something specific (crib, early check-in, etc.).
Hi [Guest Name]! Thanks for letting me know. Here is what I can do:
[If possible]: Absolutely, I can arrange [request]. [Any relevant details or conditions].
[If not possible]: Unfortunately, [request] is not something I am able to accommodate because [brief reason]. However, I can offer [alternative solution].
Let me know if there is anything else I can help with!
[Your Name]
Why it works: Provides a framework for both yes and no answers. The alternative solution shows you care even when you cannot fulfil the exact request.
Template 14: Response to a Complaint During Stay
When to send: Within 15 minutes of receiving a complaint.
Hi [Guest Name], I am really sorry about [specific issue]. That is definitely not the experience I want you to have.
Here is what I am doing right now:
- [Action 1, e.g., "I have contacted our maintenance person and they will come by at 2 PM"]
- [Action 2, e.g., "In the meantime, there are extra blankets in the hallway closet"]
I will follow up once this is resolved. Please do not hesitate to reach out if there is anything else.
[Your Name]
Why it works: Acknowledges the problem immediately, shows concrete action, and commits to follow-up. Speed and accountability are what turn complaints into 5-star reviews. For 10 detailed complaint scenarios with full response scripts, see our guide on how to respond to Airbnb guest complaints.
Template 15: Post-Stay Thank You (Special Guests)
When to send: 1-2 days after checkout for guests who were especially great.
Hi [Guest Name]! I just wanted to send a personal thank you. You were genuinely one of the best guests we have had — you left the place in perfect condition and were wonderful to communicate with.
I have left you a glowing review on Airbnb. If you or any friends ever visit [City/Area] again, you are always welcome — and I would be happy to offer you a returning guest discount.
Wishing you all the best! [Your Name]
Why it works: Going above and beyond for great guests encourages loyalty, repeat bookings, and word-of-mouth referrals. The discount offer is a powerful retention tool.
How to Organise and Use These Templates
Having templates is one thing. Actually using them efficiently is another. Here are three approaches, from basic to advanced:
Option 1: Saved Messages in Airbnb
Airbnb has a built-in "Saved Messages" feature. Go to your hosting dashboard, create saved messages for each template, and insert them with one click. You still need to manually personalise the placeholders.
Pros: Free, built into Airbnb. Cons: Manual sending, no automation, Airbnb only.
Option 2: Note-Taking App or Google Doc
Keep all 15 templates in a single document. Copy-paste as needed and fill in the details. Works across any platform.
Pros: Simple, works everywhere. Cons: Still manual, easy to forget messages.
Option 3: Automated Digital Guide + Messaging
The most effective approach is to combine a digital guest guide with automated messaging. A platform like GuestAgent can:
- Automatically send the right message at the right time (booking, pre-arrival, check-in, checkout)
- Include a digital guide link so guests find answers themselves
- Personalise messages with guest names, dates, and property details
- Work in the guest's language with automatic translations
This is how Superhosts manage multiple properties without burning out.
Common Mistakes to Avoid With Message Templates
Even with great templates, hosts make these errors:
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Sending too much information at once. Break your communication into stages. Nobody reads a 2,000-word message the day they book.
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Being too formal or too casual. Match your property's tone. A luxury villa in Santorini needs different language than a cosy studio in Porto.
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Forgetting to personalise. Always use the guest's name and reference their specific trip. "[Guest Name]" placeholders left in messages look terrible.
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Not timing messages correctly. A check-in message sent 3 days early is useless. One sent after the guest has already arrived and struggled with the door code is worse.
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Ignoring the checkout message. Many hosts stop communicating after check-in. The checkout and review request messages are where you secure 5-star ratings.
The Bottom Line
These 15 templates cover the entire guest journey from first inquiry to final review. They are designed to be warm, professional, and efficient.
Start by copying the templates that match your current workflow. Personalise them for your property. Then look at which messages you send most often and consider automating them with a digital guide platform.
Your guests will feel better informed. Your reviews will improve. And you will spend a lot less time typing the same WiFi password into your phone at 11 PM.
Want to automate your guest communication? GuestAgent sends the right message at the right time and gives every guest a personalised digital guide. Start your free trial today. See real examples from other hosts.