I learned this lesson the hard way after receiving my third mediocre review in a row. The guest complained about "unclear instructions" and "feeling unwelcome." That's when I discovered something fascinating: Airbnb data shows that hosts who send personalized welcome messages receive 23% more 5-star reviews than those who don't.
I learned this lesson the hard way after receiving my third mediocre review in a row. The guest complained about "unclear instructions" and "feeling unwelcome." That's when I discovered something fascinating: Airbnb data shows that hosts who send personalized welcome messages receive 23% more 5-star reviews than those who don't.
The problem isn't just poor communication—it's timing, tone, and relevance. Most hosts either overwhelm guests with information dumps or leave them guessing about basic details. After implementing a strategic messaging system, my guest satisfaction scores jumped from 4.2 to 4.8 stars within three months.
This guide provides 85+ tested welcome message templates for every stage of your guest's journey. From booking confirmation to post-checkout follow-up, these messages will help you create memorable experiences that generate repeat bookings and glowing reviews.
Pre-Arrival Welcome and Booking Confirmation Messages
The first 24 hours after booking confirmation set the tone for your entire guest relationship.
Pre-arrival messages should immediately acknowledge the booking while building excitement and setting clear expectations for the upcoming stay.
- "Hi [Guest Name]! 🏠 Welcome to [Property Name]! I'm thrilled you chose my place for your [dates] stay. You're going to love the sunrise views from the balcony. Check-in details coming 48hrs before arrival. Questions? Just text back!"
- "Booking confirmed for [Property Name]! 🎉 You've secured the perfect spot just 3 blocks from downtown [City]. My local guidebook with secret restaurant gems is waiting for you. Can't wait to host you [Guest Name]!"
- "[Guest Name], your [City] adventure starts here! Thanks for booking [Property Name]. The rooftop terrace and full kitchen will make your stay unforgettable. Detailed arrival info coming soon. Safe travels!"
- "Welcome to the [Property Name] family! Your booking for [dates] is confirmed. I've been hosting here for 3 years and love sharing my favorite local spots. Check-in is seamless—details coming 48hrs prior."
Tip: Consider including a small welcome gift like local coffee or snacks to enhance the arrival experience.
Check-In Instructions and Arrival Day Greetings
Clear, friendly check-in instructions eliminate arrival stress and create positive first impressions.
Check-in messages must provide all essential access information while maintaining a warm, welcoming tone that makes guests feel valued and expected.
- "Hi [Guest Name]! Today's the day! 🗝️ Check-in after 3pm. Your door code is [CODE]. Parking spot #12 is yours. WiFi: [Network] / [Password]. I'm 10 minutes away if you need anything. Welcome home!"
- "[Guest Name], you've arrived! The key lockbox is on the right side of the front door (code: [CODE]). Your parking pass is on the kitchen counter. The welcome basket includes local treats and my personal city guide. Enjoy!"
- "Welcome to [City], [Guest Name]! 🌟 Door code: [CODE]. Elevator to floor 3, unit 3B. I've left fresh towels, coffee, and a handwritten note with my top 5 restaurant picks. Text me when you're settled in!"
- "You made it! Check-in is simple: Front door code [CODE], apartment 2A. The thermostat is preset to 72°F, and there's cold water in the fridge. My emergency number is [PHONE]. Have an amazing stay!"
Property Tour and Amenity Introduction Messages
Help guests navigate your space confidently while highlighting special features that add value to their stay.
Property introduction messages should guide guests through your space systematically while emphasizing unique amenities and features that justify your pricing and enhance their experience.
- "Quick tour time! 🏡 Kitchen fully stocked (coffee maker, blender, cookware). Living room has 55" smart TV (Netflix logged in). Bedroom blackout curtains for perfect sleep. Bathroom has luxury toiletries. Balcony key is on the counter!"
- "[Guest Name], here's your space breakdown: Master bedroom (king bed, USB outlets both sides), office nook (great for remote work), full kitchen (dishwasher, microwave, everything you need), plus that Instagram-worthy rooftop access!"
- "Welcome home! The washer/dryer is in the hallway closet (detergent provided). Smart TV connects to your streaming accounts. The espresso machine is my pride and joy—beans in the pantry. Pool access code: [CODE]. Enjoy!"
- "Your amenities guide: High-speed WiFi throughout, blackout curtains in all bedrooms, rainfall shower with premium toiletries, fully equipped kitchen, and my favorite feature—the reading nook with city views. Make yourself comfortable!"
Tip: Consider smart home devices like voice assistants or automated lighting to create a modern, tech-savvy experience.
Local Recommendations and Experience Enhancement Messages
Position yourself as the knowledgeable local guide who enhances your guests' travel experience beyond just accommodation.
Local recommendation messages should provide curated, personalized suggestions based on guest preferences and interests while showcasing your expertise as a local insider.
- "[Guest Name], my insider picks for you: Breakfast - Maple Street Cafe (5 min walk, try the avocado toast). Dinner - Rosa's Italian (best pasta in town, make reservations). Coffee - Third Wave Roasters. Happy exploring! ☕"
- "Based on your interest in hiking, you MUST visit Eagle Point Trail (20 min drive, moderate difficulty, incredible views). Pack water and wear good shoes. The sunset from the top is magical. Trail map in your welcome folder!"
- "Foodie alert! 🍴 Within walking distance: Bruno's Pizza (local favorite), Green Garden (farm-to-table), and the Saturday farmers market (2 blocks north). For drinks, Craft & Co has the best local beers. Enjoy!"
- "[Guest Name], here's your [City] cheat sheet: Museums - Art District (free Tuesdays), Shopping - Pearl Street Mall, Nightlife - Riverside bars, Nature - City Park (rent bikes there). Questions? I'm your local guide!"
During-Stay Check-In and Support Messages
Maintain helpful communication during the stay without being intrusive or overwhelming your guests.
During-stay messages should demonstrate care and availability while respecting guest privacy and only reaching out when genuinely helpful or necessary.
- "Hi [Guest Name]! Just checking in—how's your stay going? Everything working well? The weather's perfect for the rooftop deck today. Let me know if you need anything at all! 😊"
- "Hope you're enjoying [City]! 🌟 Quick heads up: There's a street festival this weekend on Main Street (great food trucks!). Also, I noticed the forecast shows rain tomorrow—umbrellas are in the front closet. Have fun!"
- "[Guest Name], halfway through your stay! How are you finding everything? If you need extra towels, toiletries, or have any questions about the area, just text. I'm here to help make your stay perfect!"
- "Good morning! The local farmer's market is today (Saturday) from 8am-2pm, just 3 blocks away. Amazing fresh produce and artisan goods. Perfect morning activity! Coffee's brewing in your kitchen ☕"
Check-Out Instructions and Departure Messages
Ensure smooth departures while maintaining positive relationships that encourage future bookings and referrals.
Check-out messages should provide clear departure procedures while expressing genuine gratitude and leaving the door open for future stays and positive reviews.
- "[Guest Name], checkout is 11am tomorrow. Just leave the keys on the counter and pull the door shut (it locks automatically). No need to strip beds or do dishes—just tidy up. Thanks for being wonderful guests! 🙏"
- "Hope you've had an amazing stay! Check-out reminder: 11am departure, keys on kitchen counter, trash in the bin outside. The door locks when you leave. Safe travels, and I'd love to host you again soon!"
- "[Guest Name], it's been a pleasure hosting you! Tomorrow's checkout is simple: leave by 11am, keys inside, door will lock behind you. I hope [City] treated you well. Travel safe and come back anytime! ✈️"
- "Checkout day! 📦 Please be out by 11am, leave keys on the counter, and ensure all windows are closed. It's been wonderful having you stay. I hope you'll consider us for your next [City] visit!"
Tip: Consider offering late checkout flexibility when possible to create goodwill and differentiate from competitors.
Post-Stay Follow-Up and Review Request Messages
Maintain relationships after checkout while naturally encouraging positive reviews and repeat bookings.
Post-stay messages should express genuine appreciation for the guest's choice while subtly encouraging reviews and future bookings without appearing pushy or transactional.
- "[Guest Name], I hope you made it home safely! It was such a pleasure hosting you. If you enjoyed your stay, a quick review would mean the world to me. Looking forward to welcoming you back to [City] soon! 🌟"
- "Thanks for choosing [Property Name]! Your positive energy made hosting you a joy. If you have a moment to share your experience in a review, it helps other travelers discover our little gem. Safe travels!"
- "[Guest Name], I hope your [City] memories will last forever! You were fantastic guests. If you'd like to share your stay experience, reviews help me continue improving. Can't wait to host you again! 🏠"
- "It was wonderful meeting you! Thanks for taking such good care of [Property Name]. If you enjoyed your stay, I'd be grateful for a review. Also, you're always welcome back—I'll save your favorite spot! 😊"
Special Occasion and Personalized Welcome Messages
Create memorable experiences with customized messages for celebrations, special events, and unique guest circumstances.
Personalized messages for special occasions demonstrate attention to detail and create emotional connections that significantly enhance guest satisfaction and loyalty.
- "[Guest Name], congratulations on your anniversary! 💕 I've left champagne and chocolates in the fridge to celebrate your special milestone. The sunset from the balcony tonight will be perfect for toasting your love story!"
- "Happy Birthday [Guest Name]! 🎂 I noticed it's your special day during your stay. There's a little surprise waiting in your room, and I've included my favorite birthday dinner spots in your welcome guide. Celebrate in style!"
- "Welcome business travelers! I know you're here for work, so I've optimized everything for productivity: high-speed WiFi, desk setup, good lighting, and quiet space. Coffee's always fresh. Make yourselves at home and stay focused! 💼"
- "[Family Name], welcome to your family adventure! 👨👩👧👦 The kids will love the game room, and I've childproofed the main areas. Park recommendations and family restaurants are in your guide. Have an amazing trip together!"
Tip: Consider partnering with local florists or gift services to offer celebration packages that can increase your revenue per booking.
Custom Message Creation Guidelines
Develop your unique host voice and optimize message timing for maximum impact while maintaining authenticity.
Successful Airbnb messaging requires balancing automation efficiency with personal touches, proper timing, and consistent brand voice that reflects your hosting personality and property character.
Start by defining your host persona. Are you the adventurous local guide, the luxury concierge, or the friendly neighbor? Your messaging tone should reflect this consistently. I've found that guests respond best to messages that feel personal but professional—like texts from a knowledgeable friend.
Timing is crucial for message effectiveness. Research from Cornell University shows that guest satisfaction increases by 31% when hosts communicate proactively rather than reactively. Send booking confirmations within 2 hours, check-in details 24-48 hours before arrival, and follow-up messages within 24 hours of checkout.
Personalization doesn't require manual effort for every guest. Use booking information strategically: mention their home city, reference the occasion if they've shared it, or acknowledge group size. Simple touches like "Welcome back to [City]!" for repeat visitors create connection without extra work.
Track your messaging performance by monitoring response rates, review mentions of communication quality, and guest satisfaction scores. Tools like automated messaging platforms can help scale your communication while maintaining personal touches through smart templating and timing.
Remember that different guest types need different approaches. Business travelers want efficiency and reliability. Families need safety information and local kid-friendly activities. Couples celebrating anniversaries appreciate romantic recommendations and privacy respect.
Conclusion
Strategic welcome messaging transforms ordinary Airbnb stays into memorable experiences that generate repeat bookings and 5-star reviews. The templates in this guide provide a foundation, but your personal touch makes the difference. Start with the essential touchpoints—booking confirmation, check-in, and post-stay follow-up—then gradually add personalized elements based on guest feedback.
Remember to update your messages seasonally and based on guest responses. What works in summer might need adjustment for winter travelers. Test different approaches and track which messages generate the best guest satisfaction scores and review mentions.
Most importantly, ensure all communications comply with platform messaging guidelines and respect guest privacy preferences. Include opt-out language where required and never overwhelm guests with excessive messages.
Implement these templates today and watch your guest satisfaction scores soar. Your future 5-star reviews will thank you for the investment in thoughtful communication.
How often should I message Airbnb guests during their stay?
Limit during-stay messages to 1-2 communications unless guests initiate contact or issues arise. A mid-stay check-in is usually sufficient.
When is the best time to send check-in instructions?
Send check-in details 24-48 hours before arrival when guests are actively planning their trip and most likely to read important information.
Should I automate my Airbnb welcome messages?
Yes, but maintain personal touches. Automate timing and basic templates while customizing details like names, dates, and special occasions for each guest.
What information must be included in check-in messages?
Include door codes, parking instructions, WiFi details, emergency contact information, and any time-sensitive arrival details guests need immediately.
How can I encourage guests to leave positive reviews?
Express genuine appreciation, mention specific positive interactions, and request reviews naturally within 24-48 hours of checkout while the experience is fresh.