What Is a Good Airbnb Guest Message Template?
A good Airbnb guest message template is brief, personalized, and includes the essential information, next action, and an invitation to ask questions.
I treat each template as a flexible frame rather than a finished script. The guest should immediately understand why I am writing, what matters now, and whether they need to respond. For example:
Copy-ready example: Hi {guest first name}, your stay is confirmed. Check-in begins at {check-in time} on {check-in date}. I will send the entry instructions before arrival. Please message me if you have questions or need help planning your trip.
That example contains one greeting, one confirmation, one immediate fact, one expectation, and one invitation to reply. It avoids burying the check-in time beneath restaurant suggestions, house rules, and a long description of the property.
This collection contains 25 templates across seven guest-journey stages:
- Inquiry responses
- Booking confirmations
- Pre-arrival messages
- Check-in instructions
- During-stay messages
- Checkout reminders
- Post-stay and review messages
Replace every bracketed field before sending.
Templates are especially useful for predictable information. Unusual questions still need a direct answer. For broader context, see Airbnb automated messages, maintaining a fast Airbnb response rate, and common host automation mistakes.
What Should You Send Before an Airbnb Guest Arrives?
Before arrival, I use 10 templates: three for inquiries, three for confirmed bookings, and four for pre-arrival preparation. The example sequence below moves from a guest’s first question to the final parking and celebration details.
Inquiry responses
Template 1: Availability inquiry
Hi {guest first name}, thanks for asking about [property name]. The home is available from {check-in date} through {checkout date}. Check-in begins at {check-in time}. Please let me know how many guests will be staying and whether you have any questions before booking.
Template 2: Special request
Hi {guest first name}, thanks for checking before booking. Regarding [special request], the property policy is: [clear answer]. The next step is [what the guest must do, what I must confirm, or what condition applies]. Please ask if you would like me to clarify anything before you reserve.
Template 3: Group inquiry
Hi {guest first name}, thanks for considering [property name] for your group of [guest count]. The sleeping arrangement is [bed and room summary], parking is [parking summary], and the relevant house rule is [rule]. Please confirm that this setup works for everyone before booking.
Booking confirmations
Template 4: Standard booking confirmation
Hi {guest first name}, your reservation at [property name] is confirmed for {check-in date} through {checkout date}. Check-in begins at {check-in time}, and checkout is by {checkout time}. I will send arrival instructions closer to the stay. Please message me if your plans change.
Template 5: Returning guest confirmation
Welcome back, {guest first name}. Your new stay at [property name] is confirmed for {check-in date} through {checkout date}. Since your previous visit, [brief factual update or “the arrival process is unchanged”]. I will send the current entry information before check-in, so please use the new message rather than an old code.
Template 6: Family or group confirmation
Hi {guest first name}, thanks for booking [property name] for your group. To help everyone arrive smoothly, please share the address only with registered guests and review these details together: [parking arrangement], [sleeping arrangement], and [important group rule]. I will send entry instructions to you as the booking guest.
Pre-arrival messages
Template 7: General pre-arrival message
Hi {guest first name}, your trip is getting close. The property address is {address}, check-in begins at {check-in time}, and your arrival date is {check-in date}. I will send the final entry method on arrival morning. Please tell me now if your expected arrival time has changed.
Template 8: Local recommendations
Hi {guest first name}, here are a few optional ideas for your visit: [restaurant and why it fits], [shop or market], and [activity]. Please check current opening information directly before going. If you tell me whether you prefer food, outdoor activities, or quiet options, I can narrow the list.
Template 9: Parking and arrival route
Hi {guest first name}, a quick parking note before arrival: [where to park], [permit or gate instruction], and [where parking is not allowed]. The property is at {address}. If you arrive in more than one vehicle, please confirm the arrangements before check-in.
Template 10: Special occasion
Hi {guest first name}, you mentioned that this trip is for [occasion]. I have noted that, and [factual preparation, if any] will be ready when you arrive. If you are planning a meal or activity, tell me what atmosphere you want and I can suggest a few local options.
These messages should answer the guest’s real question rather than force every inquiry into the same response. Hosts still developing the underlying listing details can use the Airbnb listing checklist and Airbnb owner overview before automating them.
What Should an Airbnb Check-In Message Say?
A check-in message should state the address, arrival time, entry method, Wi-Fi information, and the correct way to contact the host. These four templates cover a standard arrival, self check-in, a late-night arrival, and a same-day reservation.
Template 11: Standard arrival
Hi {guest first name}, [property name] is ready for you. Address: {address}. Check-in: any time after {check-in time}. Entry method: [meet host, collect key, or other exact method]. Wi-Fi: {wifi name}. Password: {wifi password}. If you need help before entering, message me through Airbnb at [host contact instruction].
Template 12: Smart-lock or lockbox self check-in
Hi {guest first name}, here are your self check-in details. Address: {address}. Check-in begins at {check-in time}. Entry method: [smart lock or lockbox location]. Code: [4826 example code—replace before sending]. After entering, [exact locking or key-return instruction]. Wi-Fi: {wifi name}. Password: {wifi password}. If the code does not work, send me a message through Airbnb and include a photo of the lock screen or box.
Template 13: Late-night arrival
Hi {guest first name}, I have noted your late arrival. Address: {address}. Check-in is available after {check-in time}. Entry method: [exact self-entry steps]. Your code is [replace with current code]. Wi-Fi: {wifi name}. Password: {wifi password}. Please follow [quiet arrival instruction]. If entry fails, contact me through Airbnb using [specific contact instruction].
Template 14: Same-day booking and arrival
Hi {guest first name}, thanks for booking [property name] for today. Address: {address}. Check-in begins at {check-in time}. Enter using [entry method] with code [replace with code]. Wi-Fi: {wifi name}. Password: {wifi password}. Parking is [instruction]. Checkout is by {checkout time}. For help, message me through Airbnb at [contact instruction].
I never bury the entry method in a paragraph of recommendations. A guest standing outside needs the address and code first. For related operational choices, see early check-in and late checkout, remote Airbnb management, and AI concierge options.
What Should You Message an Airbnb Guest During Their Stay?
During the stay, I use three templates: one after arrival, one around the midpoint of a longer reservation, and one when the guest reports a problem. The goal is to create an easy opening for useful feedback without sending daily small talk.
Template 15: Day-after-arrival check
Hi {guest first name}, I hope your first night went well. Is everything working as expected, including [one property-specific amenity]? If you need help or notice a problem, please send me the details here so I can address it.
Template 16: Midpoint message for a longer stay
Hi {guest first name}, I am checking in around the midpoint of your stay. Do you need extra [towels, supplies, or another applicable item], or is there anything at the property that needs attention? If everything is fine, no reply is necessary. Enjoy the rest of your visit.
Template 17: Issue acknowledgment
Hi {guest first name}, thank you for reporting that the kitchen sink is draining slowly. I am sorry for the inconvenience. I have arranged for a maintenance visit within [specific timeframe], and I will confirm the arrival window here. Until then, please use [specific temporary workaround] and avoid [action that could worsen the issue]. I will update you as soon as the appointment is confirmed.
The issue template works because it names the problem, apologizes, states the corrective action, gives a timeframe, and offers a temporary workaround. Replace all five elements with facts. Do not promise that someone will arrive within one hour unless that visit is genuinely arranged.
For a broader maintenance process, see Airbnb maintenance tracking and vacation-rental task management. BnBGenius can create cleaning and repair tasks after checkout, but we do not provide accounting, calendar synchronization, or a channel manager.
What Should an Airbnb Checkout Message Say?
A checkout message should identify the departure deadline and list only the actions the guest actually needs to complete. These four templates cover standard checkout, early departure, optional paid late checkout, and property-specific cleaning requests.
Template 18: Standard checkout
Hi {guest first name}, this is a reminder that checkout is tomorrow by {checkout time}. Before leaving, please:
- Place used towels in the bathtub.
- Take trash to [designated bin location].
- Return [keys or parking pass] to [location].
- Close the windows and lock the door.
Please message me after you leave so I know the property is available for turnover. Thank you for staying at [property name].
Template 19: Early departure
Hi {guest first name}, thanks for letting me know that you plan to leave early. You may depart whenever you are ready. Please place used towels in the bathtub, take trash to [designated bin], return [key or pass], and lock the door. Send me a quick message once you have left. Safe travels.
Template 20: Optional paid late checkout
Hi {guest first name}, if a slower morning would help, I can offer checkout at [later time] for [confirmed price]. Standard checkout remains {checkout time}, and there is no obligation to extend. Please accept or decline by [decision deadline] so I can coordinate the turnover schedule.
Template 21: Property-specific cleaning requests
Hi {guest first name}, checkout is tomorrow by {checkout time}. Before leaving, please start the dishwasher using a pod from [location], place used towels in the bathtub, take trash to [designated bin], switch off [specific appliance], and lock the door. You do not need to [strip beds or another task the cleaner handles]. Thank you for helping us prepare the property.
A concrete list of four actions is easier to follow than “leave the property tidy.” It also lets me separate guest responsibilities from the turnover work handled by a cleaner. The room-by-room cleaning checklist, Airbnb cleaning-app comparison, and cleaner calendar-sharing guide cover the operational side.
How Do You Ask an Airbnb Guest for a Review?
I ask politely, once, and without telling the guest what score to leave. Airbnb states that both parties have 14 days after checkout to submit a review and that reviews publish after both parties submit or when that period ends, whichever comes first.
Template 22: Thank-you and review request
Hi {guest first name}, thank you for staying at [property name]. I hope you had a comfortable visit. If you have time, I would appreciate an honest Airbnb review about your experience. Your feedback helps me understand what worked and what could be improved. You are welcome back.
Template 23: One gentle follow-up
Hi {guest first name}, I wanted to send one brief follow-up after your stay. If you plan to leave an Airbnb review, the platform’s review period remains open for 14 days after checkout. There is no need to reply to this message, and I hope you had a safe trip home.
Template 24: Returning-guest invitation
Hi {guest first name}, thank you again for visiting [property name]. I enjoyed hosting you. If your plans bring you back to [city], feel free to check the listing for available dates and send any questions before booking. I would be happy to host you again.
Template 25: Factual host review of the guest
{guest first name} stayed at [property name] and communicated clearly about [arrival, departure, or another factual point]. The property was left [specific factual condition], and [specific house rule] was followed. I would host {guest first name} again.
The final template should reflect what happened. If communication was limited, cleanliness was mixed, or a rule was broken, remove the positive claim rather than posting a statement that is not true. More examples appear in Airbnb host review templates. For the platform rules, see how Airbnb reviews work, Airbnb review removal, and responses to negative Airbnb reviews.
BnBGenius can ask a guest for a review and publish the host’s review. That does not change Airbnb’s 14-day review period.
When Should You Send Each Airbnb Guest Message?
I use a 7-stage schedule as a starting point, then adjust it for the property and reservation. These timings are practical recommendations, not universal platform requirements.
| Stage | Recommended timing | Message goal |
|---|---|---|
| Inquiry | As soon as possible | Answer the actual question and identify the next action. |
| Confirmation | Immediately after booking | Confirm dates and set expectations for later instructions. |
| Pre-arrival | 7 days before check-in | Share planning information, parking, and local context. |
| Access details | Arrival morning | Provide the address, entry method, Wi-Fi, and contact route. |
| During-stay check | The day after arrival for stays of at least 3 nights | Identify problems early without sending unnecessary messages. |
| Checkout reminder | The prior evening | State the deadline and departure checklist. |
| Review request | 24 to 48 hours after departure | Thank the guest and request honest feedback. |
For example, a 4-night reservation can receive the confirmation at booking, pre-arrival information 7 days before check-in, access details on arrival morning, a check the following day, and the checkout reminder on the final evening. A 1-night stay does not need a midpoint message.
Do not let the schedule overwhelm the guest. If the confirmation already contains parking information, there is no need to send a separate parking message unless something changes. The deeper automation workflow is covered in Airbnb automation software and the Airbnb automation guide.
What Should You Send for a Same-Day Airbnb Booking?
For a same-day booking, I collapse the normal sequence into three messages. The guest needs usable arrival information now, not several delayed messages designed for a longer planning period.
Message 1: Immediate combined arrival message
Hi {guest first name}, thanks for booking [property name] for today. Address: {address}. Check-in begins at {check-in time}. Entry: [method]. Code: [replace with current code]. Wi-Fi: {wifi name}. Password: {wifi password}. Parking: [instruction]. Checkout is tomorrow by {checkout time}. Key rules: [short rule], [short rule], and [short rule]. Message me here if you need help.
Message 2: Checkout reminder
Hi {guest first name}, a reminder that checkout is tomorrow by {checkout time}. Please place used towels in the bathtub, take trash to [designated bin], return [key or pass], and lock the door. Send me a message after departure. Thank you.
Message 3: Post-stay thanks and review request
Hi {guest first name}, thank you for staying at [property name]. I hope the last-minute arrival process worked well. If you have time, I would appreciate an honest Airbnb review about the stay. Safe travels, and you are welcome back.
For example, if the guest books only three hours before check-in, I do not send a separate seven-day pre-arrival message, parking note, confirmation, and access message. I combine those essential facts into Message 1. I still send the departure checklist and post-stay thanks at their useful points in the journey.
BnBGenius answers guest messages on Airbnb and VRBO around the clock, asks guests for reviews, publishes host reviews, and can create cleaning and repair tasks after checkout. It installs as a Chrome extension in about five minutes without API keys or password sharing and can be managed through Telegram.
BnBGenius is not a PMS. We do not provide calendar synchronization, a channel manager, direct bookings, pricing tools, owner accounting, SMS, WhatsApp, Facebook Messenger, Booking.com, or Expedia support. Hosts needing calendar infrastructure should read the channel-manager guide or whether an Airbnb PMS is necessary.
The BnBGenius free tier includes the first 500 messages, all features, and does not require a card. Pro costs $10 per month per unit. One unit means one rentable home; the same home offered on Airbnb and VRBO remains one unit. Voice Concierge adds $7 per month per unit, including 20 resolved calls each month and then $0.35 per additional call. Current details are on BnBGenius pricing.
