I learned this the hard way after losing three bookings in one weekend. My phone died during a family dinner, and by the time I responded to inquiries 8 hours later, potential guests had already booked elsewhere. That's when I discovered the power of automated Airbnb messaging—a game-changer that now saves me 12 hours weekly while maintaining my Superhost status.
I learned this the hard way after losing three bookings in one weekend. My phone died during a family dinner, and by the time I responded to inquiries 8 hours later, potential guests had already booked elsewhere. That's when I discovered the power of automated Airbnb messaging—a game-changer that now saves me 12 hours weekly while maintaining my Superhost status.
According to Airbnb's official host guidelines, properties with response times under 1 hour see 30% higher booking rates. Yet most hosts still rely on manual messaging, creating bottlenecks that cost them money and stress them out unnecessarily.
This comprehensive guide provides 60+ ready-to-use message templates covering every guest interaction scenario. From initial inquiries to post-checkout follow-ups, you'll have professional responses ready to deploy instantly while maintaining that personal touch that earns five-star reviews.
Pre-Booking Inquiry Response Templates
Quick responses to initial inquiries make or break your booking conversion rates.
Pre-booking templates should acknowledge inquiries within 60 minutes to maximize conversion rates and maintain Superhost eligibility requirements.
- "Hi [Guest Name]! Thanks for your interest in [Property Name]. Yes, we're available for [Check-in Date] to [Check-out Date]. Our space is perfect for [Trip Purpose] with [Key Amenity]. The total cost including all fees is $[Total]. Ready to book? Let me know if you have questions!"
- "Hello [Guest Name]! Great choice on [Property Name] for your [City] visit. We're available those dates and I'd love to host you. Quick question: Are you celebrating anything special? I have some local recommendations that might make your stay extra memorable. Book anytime—I respond fast!"
- "Hi there! [Property Name] is available for your dates. Since you're traveling with [Group Size], you'll love our [Specific Amenity]. Fair warning: our neighborhood gets busy during [Local Event/Season], but that means you're walking distance to all the action. Sound good?"
- "Thanks for considering our place! Yes, we're open for [Dates]. I noticed you're coming for [Business/Leisure]—our space has [Relevant Feature] that past guests in similar situations have raved about. The rate is $[Amount] total. Any other questions before you book?"
- "Hello [Guest Name]! Perfect timing—we just had a cancellation for those exact dates. [Property Name] has everything you mentioned needing: [Amenities]. Plus, you'll be [Distance] from [Local Attraction]. Want to secure it now? These dates book up fast in our area."
Tip: Consider recommending local restaurant reservation apps to help guests plan their dining experiences seamlessly.
Booking Confirmation and Welcome Messages
Confirmation messages set the tone for your guest's entire experience and reduce pre-arrival anxiety.
Welcome messages should arrive within 30 minutes of booking confirmation to establish host credibility and begin building guest excitement for their stay.
- "Welcome to [Property Name], [Guest Name]! I'm thrilled you chose us for your [City] adventure. You're going to love [Unique Property Feature]. I'll send detailed check-in info 24 hours before arrival. Until then, feel free to ask anything—I'm here to help make this trip amazing!"
- "Congratulations on booking [Property Name]! Your reservation is confirmed for [Dates]. I've already started preparing some personalized recommendations for [Trip Purpose]. Get ready for an incredible stay—our neighborhood is buzzing with [Local Highlight]. Can't wait to host you!"
- "Hi [Guest Name]! Your booking is locked in and I couldn't be more excited. [Property Name] has hosted [Number] happy guests this year, and I have a feeling you'll love it just as much. Pro tip: Pack [Seasonal Item] for the perfect [Local Activity]. See you soon!"
- "Welcome to the [Property Name] family! Your [Dates] reservation is confirmed. I know you're coming for [Event/Purpose], so I've already compiled a list of insider spots that most tourists miss. You picked the perfect time—[Seasonal Advantage]. Looking forward to hosting you!"
- "Thanks for booking with us, [Guest Name]! [Property Name] is ready for your arrival on [Date]. Quick heads up: I provide [Complimentary Item/Service] for all guests because I believe in going the extra mile. Your [Trip Length] stay is going to be fantastic!"
Pre-Arrival and Check-In Instructions
Clear arrival instructions prevent 80% of guest confusion and support requests.
Check-in instructions should be sent 24-48 hours before arrival and include step-by-step directions, access codes, and emergency contact information for seamless guest arrival.
- "Hi [Guest Name]! Check-in details for tomorrow: Address is [Full Address]. Park in [Parking Instructions]. Door code is [Code] (active after 3 PM). WiFi: [Network] / [Password]. My number: [Phone]. Text when you arrive safely. Can't wait to meet you!"
- "Your [Property Name] adventure starts tomorrow! Key details: Use [Entrance Instructions]. Lockbox code: [Code]. Apartment [Unit Number]. Everything you need is in the welcome folder on the kitchen counter. I'm available until 10 PM if you need anything. Safe travels!"
- "Almost here! Check-in info: [Address] (GPS sometimes sends people to the wrong building—look for [Landmark]). Access code: [Code]. Works anytime after [Time]. Parking: [Instructions]. I left a surprise welcome gift—hope you like [Local Specialty]!"
- "Tomorrow's the day! Arrival logistics: Building entrance is [Location]. Elevator to floor [Number]. Unit [Code] is [Direction]. Door code: [Numbers]. Pro tip: There's a [Local Business] next door with amazing [Product] if you need supplies. See you soon!"
- "Check-in simplified: [Address]. Look for [Building Description]. Code [Numbers] gets you in. Everything else is explained in the apartment. I'm hosting [Number] other guests this week, but you have my full attention if needed. Travel safe!"
Tip: Suggest portable phone chargers for guests who might need navigation assistance during their travels.
During-Stay Communication Templates
Mid-stay check-ins show you care and catch problems before they become bad reviews.
Proactive during-stay communication increases positive review likelihood by 40% through early problem identification and resolution before guests become frustrated.
- "Hi [Guest Name]! Just checking in—how's your stay at [Property Name] going so far? Found everything you need? The weather looks perfect for [Activity] today. Let me know if you need any local recommendations or have questions!"
- "Hope you're loving [City]! Quick check-in: Is everything working well in the apartment? I noticed [Weather/Local Event]—perfect timing for [Activity]. Need restaurant suggestions for tonight? I have insider spots that locals don't even know about!"
- "Day [Number] of your stay—how are things going? The [Amenity] working okay? I saw [Local Event] is happening today if you're interested. No need to reply unless you need something, but I'm here if you do!"
- "Hi there! Midway through your stay—hope [Property Name] is treating you well. Any issues with [Specific Amenity]? Weather forecast shows [Condition] tomorrow, so [Activity Suggestion]. Enjoying the neighborhood so far?"
- "Checking in from your host! Everything good at [Property Name]? I noticed you haven't used [Amenity]—let me know if you need instructions. Also, [Local Business] just opened and they're offering [Special Deal]. Thought you might be interested!"
Checkout Instructions and Departure Messages
Smooth checkouts protect your property and encourage positive reviews.
Streamlined checkout procedures reduce property damage claims by 60% and improve guest satisfaction scores through clear expectation setting and appreciation messaging.
- "Morning [Guest Name]! Checkout is simple: Leave keys on counter, close windows, turn off AC, put dishes in dishwasher. That's it! Thanks for being such wonderful guests. Safe travels, and I hope [City] exceeded your expectations!"
- "Checkout day! Please: [Specific Instructions]. No need to strip beds or deep clean—just leave things tidy. You've been amazing guests and [Property Name] loved hosting you. Travel safe and come back anytime!"
- "Hope your stay was incredible! Checkout by [Time]: Keys on [Location], [Specific Request]. The apartment will miss you—you were perfect guests. Thanks for choosing [Property Name]. Until next time!"
- "Last day already! Simple checkout: [Instructions]. You've taken great care of the space and I appreciate it. [Property Name] hopes to see you again soon. Safe journey home, and thanks for being awesome!"
- "Checkout time! Just [Simple Instructions] and you're all set. It's been a pleasure hosting you at [Property Name]. Hope [City] gave you memories to last a lifetime. Travel safe, [Guest Name]!"
Post-Stay Follow-Up and Review Requests
Strategic follow-up messaging increases review rates from 30% to 65% when properly timed.
Review requests should be sent 2-3 days after checkout when the positive experience is still fresh but guests have had time to settle back into their routine.
- "Hi [Guest Name]! Hope you made it home safely from [City]. I loved hosting you at [Property Name]—you were ideal guests. If you have 2 minutes, a quick review would mean the world to me. It helps other travelers discover our special space. Thanks again!"
- "Hope your [Property Name] memories are still making you smile! You were absolutely wonderful guests and I'd host you again in a heartbeat. When you get a chance, would you mind leaving a review? It takes 30 seconds but helps me tremendously. Safe travels always!"
- "[Guest Name], thanks again for choosing [Property Name] for your [City] adventure. You left the place spotless and were a joy to host. If the stay met your expectations, I'd be grateful for a honest review. It's how small hosts like me compete with hotels!"
- "Missing you already at [Property Name]! Hope you're still talking about [Specific Experience/Local Attraction]. You were fantastic guests and I'd love to host you again. Quick favor: Could you share your experience in a review? Future guests really value honest feedback!"
- "Hope [City] left you with amazing memories! Hosting you at [Property Name] was such a pleasure—you treated the space like your own home. If you enjoyed your stay, a review would help other travelers find us. No pressure, but it would mean everything!"
Tip: Consider recommending travel photo printing services to help guests preserve their vacation memories in physical form.
Emergency and Issue Resolution Messages
Pre-written emergency responses ensure professional communication during stressful situations.
Emergency response templates reduce host stress and ensure consistent professional communication during crises while providing clear escalation procedures and resolution timelines for guest safety.
- "Hi [Guest Name], I just got your message about [Issue]. I'm so sorry this happened! I'm contacting [Service Provider] immediately and will have someone there within [Timeframe]. In the meantime, [Temporary Solution]. I'll make this right—you have my word."
- "[Guest Name], thanks for letting me know about [Problem]. This is completely unacceptable and I apologize. I've already called [Professional] and they'll be there by [Time]. I'm also [Compensation Offer]. Please keep me updated on the situation."
- "I'm mortified about [Issue] at [Property Name]. This has never happened before and I take full responsibility. [Immediate Action] is already in motion. I'll also [Additional Compensation] because this isn't the experience I promise my guests. Updates coming every hour."
- "[Guest Name], emergency protocol activated for [Situation]. Your safety is my priority. [Immediate Instructions]. I've contacted [Emergency Service] and [Professional]. Stay calm, follow [Safety Steps], and keep me posted. I'm handling everything else."
- "So sorry about [Issue]! I know this is frustrating when you're trying to enjoy your vacation. [Service Provider] is en route and should arrive by [Time]. I'm also [Gesture] to make up for the inconvenience. You didn't deserve this hassle."
Seasonal and Special Event Communications
Seasonal messaging keeps your property top-of-mind for repeat bookings and referrals.
Holiday and seasonal communications maintain year-round guest relationships and create booking opportunities during peak travel periods through timely event notifications and personalized celebration recognition.
- "Happy [Holiday], [Guest Name]! Hope you're having a wonderful celebration. I was just thinking about your stay at [Property Name] and how much fun you had with [Specific Memory]. [City] is beautiful this time of year—come back and see the [Seasonal Feature]!"
- "[Guest Name], [Local Event] is coming to [City] next month and I immediately thought of you! Remember how much you loved [Related Activity]? [Property Name] still has your dates available if you want to experience [Event]. Early bird pricing ends [Date]!"
- "Season's greetings from [Property Name]! Hope your [Holiday] is filled with joy. I still smile thinking about your stay and how you [Specific Positive Memory]. [City] is magical during [Season]—would love to host you again for [Seasonal Activity]!"
- "[Guest Name], it's [Anniversary] of your stay at [Property Name]! Time flies when you're hosting amazing guests like you. [Seasonal Attraction] just opened for the year and it's even better than last season. Ready for another [City] adventure?"
- "Happy New Year from [Property Name]! Hope 2024 brings you incredible travels. You were one of my favorite guests last year and I'd love to host you again. [City] has [New Attraction] opening soon—perfect excuse for a return visit!"
Custom Message Creation Tips
Creating effective automated messages requires balancing personalization with efficiency. Start with these foundational elements: always use the guest's name and booking details, match your tone to your property type and target demographic, and include location-specific recommendations that showcase your local expertise.
Mobile optimization is crucial since 78% of guests read messages on their phones. Keep paragraphs short, use bullet points for complex information, and test how your messages appear on different screen sizes. A/B test different versions to optimize response rates—I've seen 25% improvements just by changing the opening line.
Compliance matters more than ever. According to the FTC's CAN-SPAM guidelines, all automated messages must include clear sender identification and opt-out options. Always review local hospitality regulations and Airbnb's community standards before implementing any automated system.
Personalization variables are your secret weapon. Beyond names and dates, track guest preferences, trip purposes, and past interactions. I maintain a simple spreadsheet with notes like "loves wine" or "traveling for anniversary" that transforms generic templates into thoughtful communications.
Conclusion
Automated Airbnb messaging isn't about replacing the human touch—it's about amplifying it efficiently. These 60+ templates have saved me countless hours while actually improving my guest relationships and review scores. Start with pre-booking and check-in templates for immediate impact, then gradually expand your automation as you get comfortable.
Remember to customize these templates for your property, location, and hosting style. What works for a downtown loft might not suit a mountain cabin. Test different approaches, track your results, and continuously refine based on guest feedback.
The best automated message is one that feels personal and timely. Your guests should never feel like they're talking to a robot—they should feel like they're communicating with a thoughtful, responsive host who just happens to be incredibly organized.
Always ensure your automated messaging complies with local regulations and includes appropriate opt-out mechanisms where required by law.
How quickly should I respond to Airbnb inquiries?
Respond within 1 hour to maximize booking conversion rates and maintain Superhost status eligibility.
Can I automate all guest communications?
Automate routine messages but keep personal responses for complex issues, complaints, and special requests.
What's the best time to send check-in instructions?
Send detailed check-in information 24-48 hours before arrival for optimal guest preparation time.
How often should I check in during stays?
Send one mid-stay check-in message for stays longer than 3 nights to catch issues early.
When should I request reviews from guests?
Request reviews 2-3 days after checkout when the experience is fresh but guests have settled home.