I used to spend three hours every day crafting messages to Airbnb guests. Between inquiry responses, check-in instructions, and follow-ups, my phone never stopped buzzing. Then I discovered something that changed everything: systematic message templates combined with smart automation.
I used to spend three hours every day crafting messages to Airbnb guests. Between inquiry responses, check-in instructions, and follow-ups, my phone never stopped buzzing. Then I discovered something that changed everything: systematic message templates combined with smart automation.
According to Airbnb's internal data, hosts who respond to inquiries within one hour are 40% more likely to secure bookings. Yet most hosts struggle with consistent, timely communication that maintains a personal touch. The solution isn't working harder—it's working smarter with proven message frameworks.
This comprehensive guide provides over 100 message templates covering every guest interaction, from initial inquiry through post-checkout follow-up. You'll also learn automation strategies that successful hosts use to maintain high response rates without sacrificing personal time or guest satisfaction.
Pre-Booking and Inquiry Response Messages
First impressions matter tremendously in the competitive Airbnb marketplace.
Pre-booking inquiry responses are your initial opportunity to showcase professionalism, answer common questions, and convert browsers into confirmed guests through prompt, informative communication.
- Quick Availability Response: Hi [Name]! Thanks for your interest in [Property Name]. Yes, we're available for your dates [Date Range]. The space is perfect for [mention something specific from their inquiry]. Ready to book? Let me know if you have any questions!
- Pricing Clarification: Hello [Name]! The rate for [dates] is $[amount]/night, which includes [amenities]. Total cost with Airbnb fees will be shown at checkout. Our space offers [unique selling point]. Happy to answer any other questions!
- Special Request Handling: Hi [Name]! I'd be happy to accommodate [specific request]. This is definitely possible at our property. I'll make sure everything is ready for your arrival. Shall we proceed with your booking for [dates]?
- Group Size Inquiry: Hello! Our space comfortably accommodates [number] guests with [sleeping arrangements]. Perfect for your group of [their number]. We provide [relevant amenities for groups]. Ready to book your stay?
Tip: Consider promoting local experience booking platforms to enhance guest stays and earn additional referral income.
Booking Confirmation and Welcome Messages
The moment after booking confirmation sets the tone for the entire guest experience.
Booking confirmation messages should immediately acknowledge the reservation, express genuine enthusiasm for hosting, and provide essential next-step information without overwhelming new guests with excessive details.
- Enthusiastic Confirmation: Welcome to [Property Name], [Name]! I'm thrilled you chose our space for your [occasion/trip]. Your booking for [dates] is confirmed. I'll send detailed check-in info 48 hours before arrival. Can't wait to host you!
- Business Traveler Welcome: Hi [Name], thanks for booking with us! Our space is ideal for business travelers with [work amenities]. Your stay [dates] is confirmed. I'll share check-in details and local business recommendations soon. Looking forward to hosting you!
- Family Welcome: Hello [Name] family! So excited you're staying with us [dates]. Our [family-friendly features] will be perfect for your group. Check-in details coming soon. We can't wait to welcome you to [location]!
- Extended Stay Confirmation: Welcome [Name]! Thank you for choosing us for your extended stay [dates]. I've noted your preferences and will ensure everything is perfect for your longer visit. Detailed arrival info coming within 48 hours!
Pre-Arrival and Check-In Instructions
Clear arrival instructions prevent confusion and reduce host interruptions during busy check-in periods.
Pre-arrival messages should be sent 24-48 hours before guest arrival and include step-by-step check-in procedures, local transportation options, emergency contacts, and friendly house rules reminders.
- Standard Check-In Instructions: Hi [Name]! Arriving tomorrow at [time]? Here's your check-in info: Address: [full address]. Lockbox code: [code] (right side of door). WiFi: [network] / [password]. My number: [phone] for emergencies. House guide inside. See you soon!
- Urban Property Arrival: Hello [Name]! For tomorrow's arrival: Take [transportation] to [landmark]. Property entrance on [street side]. Parking at [location - $X/day]. Lockbox code [code]. Call/text [number] if needed. Excited to welcome you!
- Rural Property Directions: Hi [Name]! GPS can be tricky here, so: After [landmark], turn [direction] at [specific marker]. Our driveway is [description]. Key under [location]. Cell service spotty - landline inside for emergencies. Welcome to the countryside!
- Late Arrival Instructions: [Name], for your late check-in: All lights will be on. Quiet entry please (neighbors close). Everything you need is in the welcome folder. Text when you arrive safely. Rest well - we'll connect tomorrow!
Tip: Suggest portable phone chargers for guests who might need GPS navigation during arrival.
During-Stay Check-Up and Support Messages
Mid-stay communication shows care without being intrusive when done thoughtfully.
During-stay messages should check on guest satisfaction, offer assistance with any issues, provide additional local recommendations, and address maintenance concerns promptly and professionally.
- Non-Intrusive Wellness Check: Hi [Name]! Hope you're enjoying your stay so far. Everything working well? I'm here if you need anything. Also, [local recommendation based on weather/events]. Have a wonderful rest of your visit!
- Weather Advisory: [Name], heads up about [weather condition] expected [timeframe]. You might want to [helpful suggestion]. Indoor activities: [recommendations]. Stay safe and let me know if you need anything!
- Local Event Notification: Hi [Name]! There's a [event] happening [location/time] that might interest you. [Brief description]. Thought you'd like to know! Enjoying your stay otherwise?
- Quick Problem Resolution: Hi [Name], I noticed [issue] might be affecting your stay. I'm sending [solution/person] over at [time] to fix this immediately. Sorry for any inconvenience - your comfort is my priority!
Pre-Checkout and Departure Instructions
Smooth departures leave lasting positive impressions and prevent common checkout issues.
Pre-checkout messages should be sent 24 hours before departure, outlining simple checkout procedures, key return instructions, basic cleaning expectations, and departure time confirmations with flexibility options.
- Simple Checkout Procedure: Hi [Name]! Checking out tomorrow by [time]? Just: 1) Strip beds (leave linens in bathroom) 2) Start dishwasher if used 3) Lock up & return key to lockbox 4) Text me when you leave. That's it! Safe travels!
- Flexible Departure Options: [Name], your checkout is [time] tomorrow. Need a later departure? I can usually accommodate until [time] at no charge. Just let me know! Otherwise, standard checkout procedure in your welcome guide applies.
- Transportation Assistance: Hi [Name]! For tomorrow's departure: [Transportation options with times]. Need help calling a ride? I'm happy to assist. Checkout by [time] - just follow the simple steps in your folder. Safe journey home!
- Express Checkout: [Name], running late tomorrow? No problem! Quick checkout: Lock door, key in lockbox, text me you've left. I'll handle the rest. Thanks for being a great guest!
Post-Checkout Thank You and Review Requests
Post-departure communication maintains relationships and encourages valuable reviews when handled gracefully.
Post-checkout messages should express genuine gratitude, request reviews without being pushy, invite future bookings with return guest incentives, and collect feedback for continuous improvement.
- Genuine Gratitude Expression: [Name], thank you for being such wonderful guests! Your [specific positive behavior] made hosting you a joy. Hope you had a great time in [location]. Would love to welcome you back anytime!
- Gentle Review Request: Hi [Name]! Hope you made it home safely. If you have a moment, a review would mean the world to me and help future guests. I'd be happy to review your stay too. Thanks again for choosing us!
- Return Guest Invitation: [Name], you were fantastic guests! Next time you're in [area], you'll get 10% off as returning guests. Just mention this message when booking. Safe travels and hope to see you again soon!
- Feedback Collection: Hi [Name]! Thanks for staying with us. Your experience helps me improve. Any suggestions or highlights from your visit? Also, if you enjoyed your stay, a review would be greatly appreciated!
Tip: Consider recommending travel insurance services for guests planning future trips.
Automated Message Setup and Best Practices
Automation transforms host communication from reactive to proactive while maintaining personal touches.
Automated message systems can handle 85% of standard guest communications when properly configured with appropriate timing, personalization elements, and strategic manual intervention points.
- Airbnb Native Automation Setup: Access Host Dashboard > Messages > Automated Messages. Create templates for booking confirmation, check-in info, and checkout reminders. Set triggers 48 hours before arrival, day of check-in, and 24 hours before checkout.
- Third-Party Integration Options: Tools like Hostfully, Guesty, or Your Porter sync with Airbnb calendars. Import guest data automatically, send SMS/WhatsApp messages, and track response rates. Most offer 14-day free trials.
- Timing Optimization Strategy: Send booking confirmations within 1 hour, check-in details 48 hours prior, mid-stay check-ins on day 2 for longer stays, checkout reminders 24 hours before departure, and thank-you messages within 6 hours of checkout.
- Personalization Within Automation: Use merge fields for guest names, dates, and booking details. Reference specific amenities mentioned in guest inquiries. Include local recommendations based on guest profile information and arrival season.
Troubleshooting and Special Situation Messages
Unexpected situations test host communication skills and can make or break guest relationships.
Emergency and complaint response messages should acknowledge issues immediately, provide clear solutions or alternatives, offer appropriate compensation, and maintain professional calm while prioritizing guest safety and satisfaction.
- Service Disruption Notification: [Name], I need to inform you about [issue] affecting your stay. I'm working on a solution and will have it resolved by [timeframe]. As an apology, I'm providing [compensation]. Your satisfaction is my priority.
- Noise Complaint Resolution: Hi [Name], I received a noise concern from neighbors. I know you're respectful guests, but could you please keep volume down after 10 PM? I appreciate your understanding - it helps me maintain good community relationships.
- Weather Emergency Advisory: [Name], due to [weather emergency], please: [safety instructions]. I'm monitoring the situation closely. If evacuation becomes necessary, I'll contact you immediately. Your safety comes first. Questions? Call [emergency number].
- Cancellation Communication: [Name], I understand you need to cancel [dates]. While my policy is [policy], given the circumstances, I'm offering [solution]. I hope we can host you in the future when timing works better.
Writing Effective Airbnb Host Messages
Great host messages balance professionalism with personality, creating connections that enhance guest experiences.
Successful message writing requires understanding your audience, matching tone to property type, and including essential information without overwhelming recipients. Start with guest names and specific booking details to create immediate personalization.
Keep messages mobile-friendly since most guests read them on phones. Use short paragraphs, bullet points for complex information, and clear calls-to-action. Cultural sensitivity matters for international guests—avoid idioms and explain local customs when relevant.
Always include necessary legal disclosures naturally within helpful content. For example, mention quiet hours as neighborly courtesy rather than strict rules. This approach maintains warmth while covering liability concerns.
The key is consistency across all touchpoints while allowing flexibility for unique situations. Templates provide structure, but personal touches make guests feel valued rather than processed through an automated system.
Remember that every message represents your brand and directly impacts reviews, repeat bookings, and referrals. Invest time in crafting templates that reflect your hosting style and property personality.
These message templates and automation strategies will transform your guest communication from time-consuming task to competitive advantage. Start with five core templates covering booking confirmation, check-in, mid-stay check-up, checkout, and thank-you messages.
Customize each template to match your property's personality and guest demographics. Test different approaches and track which messages generate the best response rates and review scores. Remember that automation should enhance, not replace, genuine hospitality.
The most successful hosts combine efficient systems with authentic care for guest experiences. Your messages should feel personal even when they're automated, creating connections that turn first-time visitors into loyal advocates for your property.
Always comply with local communication regulations and include opt-out options for promotional messages as required by law.
How often should I message Airbnb guests during their stay?
Send one non-intrusive check-in message on day 2 for stays longer than 3 nights, plus any necessary updates about local events or weather conditions.
What's the best time to send automated Airbnb messages?
Send booking confirmations within 1 hour, check-in details 48 hours before arrival, and thank-you messages within 6 hours of checkout for optimal engagement.
Should I use SMS or Airbnb messaging for guest communication?
Use Airbnb messaging for official communications and SMS for urgent updates like check-in codes or emergency information that guests need immediate access to.
How can I personalize automated messages without spending hours writing?
Use guest names, reference specific booking details, mention amenities they inquired about, and include seasonal local recommendations relevant to their arrival dates.
What should I do if guests don't respond to my messages?
Try different communication channels, keep messages brief and action-oriented, and always provide phone contact for urgent matters requiring immediate response.