25 airbnb message templates check in check out and every stage in between
I used to type every guest message from scratch. Check-in instructions, WiFi passwords, checkout reminders, review requests — all of it, every single time. It took about 15 minutes per guest, which doesn’t sound bad until you’re managing three listings and hosting 20 guests a month. That’s five hours a month writing the same messages with different names swapped in.
Templates fixed that. Not the fancy AI kind (we’ll get to that later), but basic pre-written messages with blanks for guest names and dates. Once I had a solid set of airbnb message templates check in check out and everything else, my response time dropped from hours to seconds, my review scores went up because guests actually got the information they needed before asking, and I stopped dreading the Airbnb notification sound.
Here’s the complete set I’ve built over the years — 25 templates covering every stage from first inquiry to post-checkout review. Copy them, tweak them for your property, and you’ll never write a check-in message from memory again.
The 7 stages of guest communication
Every Airbnb stay follows the same sequence. The guest asks a question or books. You confirm. You send arrival details. They check in. You check that things are going well. They leave. You ask for a review. Seven stages, each needing a specific message.
Most hosts handle the first two and the last one. Where they fall apart is the middle — the pre-arrival details, the check-in day instructions, the mid-stay check, and the checkout reminder. Those are the messages that prevent the 11 PM “how do I get in?” texts and the 3-star reviews that say “communication could have been better.”
Here’s the timeline that works, based on guidance from Hostaway and Nowistay:
- Inquiry response — within minutes of receiving a question or booking request
- Booking confirmation — immediately after the reservation is confirmed
- Pre-arrival — 7 days before check-in (welcome info, local tips)
- Check-in day — morning of arrival (access codes, WiFi, directions)
- Mid-stay check-in — day after arrival for 3+ night stays
- Checkout reminder — night before checkout (instructions, thank you)
- Post-stay review request — 24-48 hours after checkout
Skip any of these and you end up answering the same questions manually, or guests fill the gaps with 3-star reviews. With airbnb message templates check in check out and beyond, you set them up once and they run every time.
The personalization shortcuts that make templates feel human
A template that starts with “Dear Guest” tells people they’re reading a template. One that says “Hey Sarah” at least pretends someone typed it.
Airbnb’s built-in scheduled messages support shortcodes that auto-fill with real booking data. The main ones you’ll use:
- {guest first name} — pulls from their Airbnb profile
- {check-in date} / {check-in time} — from your listing settings
- {checkout date} / {checkout time}
- {address} — your property address
- {wifi name} / {wifi password}
- {house rules} — inserts your full house rules
- {city} — the city your listing is in
- {nights} — the number of nights in the reservation
- {directions} — directions you’ve set in your listing
Third-party tools like BnBGenius and Hospitable use similar syntax. The variable names differ slightly ({guest_name} vs {guest first name}) but the concept is the same: write once, personalize automatically.
One tip: make sure you’ve actually filled in the corresponding fields in your listing settings. If your WiFi password field is blank, the shortcode will show “unavailable” in the message. I learned that one the hard way when a guest got a check-in message that said “Your WiFi password is unavailable.” Not a great first impression.
The 25 airbnb message templates check in check out and beyond
Here’s the full set. I’ve written them in a voice that works for most hosts — friendly, direct, not overly formal. Adjust the tone to match yours. Anywhere you see brackets like [property name] or [check-in time], swap in your details or use the shortcode equivalent.
Stage 1: inquiry response
Template 1 — General inquiry
Hi {guest first name}, thanks for reaching out about [property name]. To answer your question: [response to their specific question]. If that works for you, we’d love to host you. Let me know if anything else comes up.
Template 2 — Availability check
Hey {guest first name}, good news — [property name] is available for your dates ({check-in date} to {checkout date}). It’s a great time to visit [city] because [brief seasonal note]. Happy to answer any questions before you book.
Template 3 — Special request (pets, events, extra guests)
Hi {guest first name}, thanks for asking about [their request]. Here’s our policy: [specific answer — e.g., “we welcome dogs under 50 lbs with a $50 pet fee”]. Everything else about the space should work well for what you’re planning. Want me to send more details?
Stage 2: booking confirmation
Template 4 — Standard confirmation
Hi {guest first name}, your reservation at [property name] is confirmed for {check-in date} to {checkout date}. I’ll send you detailed check-in instructions about a week before your trip. In the meantime, here are our house rules for reference: {house rules}. Feel free to message me if anything comes up before then.
Template 5 — Returning guest
Welcome back, {guest first name}. Great to see you booked [property name] again for {check-in date}. Not much has changed since your last visit — [mention any updates, e.g., “new coffee maker in the kitchen”]. I’ll send the usual check-in info closer to your arrival. Looking forward to it.
Template 6 — Group/family booking
Hi {guest first name}, thanks for booking [property name] for your group. A few things that’ll help your stay go smoothly with multiple people: [parking situation], [number of beds/sleeping arrangements], and [any group-relevant house rules like quiet hours or max occupancy]. I’ll send the full check-in details a week out.
Stage 3: pre-arrival (7 days out)
Template 7 — Getting-ready message
Hey {guest first name}, your stay at [property name] is coming up in a week. Here’s a quick preview: you’ll be at {address}, check-in starts at {check-in time}, and I’ll send your access code the morning of arrival. Our full house guide is [link or attached]. Let me know if you have any questions before you get here.
Template 8 — Local recommendations
Hi {guest first name}, since you’re visiting {city} next week, here are a few spots I’d personally recommend: [1-2 restaurant names with brief note], [1 activity/attraction]. The [specific place] is about a [X]-minute walk from the property. Happy to share more ideas based on what you’re into.
Template 9 — Travel/parking tips
Quick heads-up on getting to [property name], {guest first name}: [parking instructions — e.g., “there’s free street parking on [street name], no permits needed” or “the garage code is the same as the door code”]. If you’re coming from the airport, [Uber/transit direction]. The drive is about [X] minutes without traffic.
Template 10 — Special occasion
Hi {guest first name}, I noticed you mentioned this trip is for [birthday/anniversary/celebration]. Congrats. I’ve [left a small welcome note / chilled a bottle of water / set out extra towels] for the occasion. If you want restaurant recommendations for a special dinner, just ask — I have a few favorites in {city}.
Stage 4: check-in day
Template 11 — Morning-of welcome
Good morning, {guest first name}. [Property name] is all ready for you. Here’s everything you need: Check-in is anytime after {check-in time}. Address: {address}. Door code: [code]. WiFi: {wifi name} / password: {wifi password}. [Any specific entry instructions — gate code, which door to use, where to find the lockbox]. Message me if anything is unclear when you arrive.
Template 12 — Self check-in (smart lock / lockbox)
Hi {guest first name}, for self check-in today: head to {address}, and you’ll find [the lockbox on the right side of the front door / the smart lock on the main entrance]. Your code is [code]. Turn the handle after entering the code. Once inside, the WiFi info and house guide are on the kitchen counter. You’re all set — message me if the code gives you trouble.
Template 13 — Late / after-hours arrival
Hey {guest first name}, I know you’re arriving later tonight. No worries — self check-in works the same at any hour. Your code is [code], and [the porch light will be on / the motion sensor light activates when you walk up]. Try to keep it quiet when you arrive since [neighbors are close / it’s a shared building]. The WiFi is {wifi name}, password {wifi password}. Sleep well.
Template 14 — Same-day booking (combined message)
Hi {guest first name}, welcome to [property name]. Since you booked for today, here’s everything in one message. Address: {address}. Check-in anytime after {check-in time}. Door code: [code]. WiFi: {wifi name} / {wifi password}. Checkout is {checkout date} by {checkout time}. Parking: [instructions]. House rules: {house rules}. Let me know if you need anything.
Stage 5: mid-stay check-in
Template 15 — Day-after-arrival check
Hey {guest first name}, hope you settled in well last night. Just checking in — is everything working okay? The [specific amenity, e.g., heater, kitchen, hot tub] can be a little tricky, so let me know if you need a hand with anything. Otherwise, enjoy your day in {city}.
Template 16 — Multi-day stay mid-point
Hi {guest first name}, hope you’re having a good time at [property name]. You’ve got [X] more nights — if you need extra towels, have a question about the area, or anything’s not working right, just message me. Also, if you want to extend your stay, let me know and I can check availability.
Template 17 — Issue acknowledgment
Hi {guest first name}, thanks for letting me know about [the issue — e.g., “the AC not cooling properly”]. I’m sorry about that. Here’s what I’m doing: [specific action — e.g., “I’ve contacted our maintenance person and they can come by tomorrow between 10-12. Would that work?”]. In the meantime, [workaround if applicable]. I’ll keep you posted.
Stage 6: checkout reminder
Template 18 — Standard checkout (night before)
Hey {guest first name}, just a heads-up that checkout is tomorrow ({checkout date}) by {checkout time}. Before you head out: [checklist — e.g., “take out the trash to the bin by the garage, leave used towels in the bathtub, lock the front door behind you, and leave the key on the kitchen counter”]. It’s been great hosting you. If you had a good stay, I’d really appreciate a review on Airbnb — it helps a lot.
Template 19 — Early checkout
Hi {guest first name}, I saw you’re checking out early tomorrow. No problem at all. Same checkout steps apply: [abbreviated checklist]. Safe travels, and thanks for being a great guest. If you get a chance to leave a review, it really does make a difference for small hosts like me.
Template 20 — Late checkout upsell
Hey {guest first name}, quick question — would you like a late checkout tomorrow? I can offer you until [time, e.g., 2 PM] for [$amount]. No pressure at all, just wanted to offer in case you’d rather not rush in the morning. Let me know by tonight and I’ll set it up.
Template 21 — Checkout with specific cleaning asks
Hi {guest first name}, checkout tomorrow by {checkout time}. Would you mind: starting the dishwasher before you leave (pods are under the sink), stripping the bed sheets and leaving them in a pile, and taking the trash out front? This helps our cleaning crew turn the place around faster for the next guest. Thank you, and I hope you enjoyed [property name].
Stage 7: post-stay review request
Template 22 — Thank-you + review request (24 hours after)
Hey {guest first name}, thanks for staying at [property name]. I hope you enjoyed {city} and had a comfortable time. I’ve left you a review on Airbnb. If you have a minute, I’d really appreciate it if you could leave one too — it helps other guests find us and helps me improve. Either way, thanks for being a great guest. You’re welcome back anytime.
Template 23 — Gentle follow-up (5 days, no review)
Hi {guest first name}, I hope you’ve settled back in after your trip. Just a quick note — if you haven’t had a chance to leave a review for your stay at [property name], it would mean a lot. It takes about 2 minutes and genuinely helps small hosts like me stay visible on Airbnb. No worries either way — hope to host you again.
Template 24 — Returning guest offer
Hey {guest first name}, if you ever want to visit {city} again, we’d love to have you back at [property name]. I can offer returning guests [X% discount / a small perk like early check-in] when you book direct. Just message me when you’re planning your next trip.
Template 25 — Host review of guest
{guest first name} was a great guest. Respectful of the space, followed the house rules, and left everything in good condition. Communication was easy throughout. Would happily host again.
(Post this before requesting the guest’s review. It triggers reciprocity — they see you left a positive review and are more likely to return the favor. This is one of the most effective tactics for increasing your review rate.)
The last-minute booking exception
All 25 templates assume the guest booked at least a week in advance. But what about same-day bookings?
Airbnb’s scheduled message system has a specific toggle for this. If a message is set to send “2 days before check-in” but the guest booked 3 hours ago, the system either skips the message (toggle off) or sends it immediately (toggle on). Either way, the timing is wrong — you’re either spamming them with five messages in an hour or skipping critical info entirely.
The fix: build a separate “last-minute” flow that collapses everything into three messages.
Send immediately: use Template 14 above. It packs the confirmation, access details, WiFi, parking, and house rules into one message.
Night before checkout: use Template 18. This one still works on normal timing since checkout is always at least one night away.
24 hours after checkout: use Template 22. No change needed.
The mid-stay check and pre-arrival messages get dropped for same-day bookings. They’re nice to have, but they don’t make sense when the guest is already at your door. If you’re using BnBGenius, the AI handles this automatically — it detects same-day bookings and adjusts which messages fire.
How to load all 25 templates into BnBGenius in 30 minutes
Templates sitting in a Google Doc don’t save you any time. You need them loaded into a system that sends them automatically. Here’s how to set this up with BnBGenius:
- Go to my.bnbgenius.ai and install the Chrome extension (2 minutes)
- Connect your Airbnb listing
- Open the messaging configuration and paste each template into the corresponding trigger slot (booking confirmed, X days before check-in, check-in day, etc.)
- Replace the bracketed placeholders with BnBGenius shortcodes:
{guest_name},{check_in_date},{wifi_password},{property_address} - Set the timing for each message (e.g., “7 days before check-in,” “morning of check-in,” “night before checkout”)
- Enable the same-day booking flow so last-minute reservations get the combined template
- Send yourself a test booking to verify everything fires correctly
Total setup: about 30 minutes if you’re using these 25 templates as your starting point. The free tier covers 500 messages per month at $0, which is enough for most hosts with 1-3 listings.
Templates vs. AI: when static messages aren’t enough
Templates handle the predictable stuff. Check-in instructions are the same every time. So is the WiFi password. So is the checkout checklist.
Where templates break down is when guests ask questions that aren’t in the script. “Is there a grocery store nearby?” “Can I have a package delivered?” “The shower handle fell off.” No template covers that.
This is where AI messaging picks up. BnBGenius reads each incoming message, checks it against your house rules, listing details, and local area info, and generates a response that actually answers the question. The templates handle the scheduled flow — confirmation, check-in, checkout, review. The AI handles everything a guest types in between.
Together, they push your response rate to 100% and your response time under 2 minutes — the metrics Airbnb’s algorithm rewards with better search rankings. Templates alone get you to maybe 85-90% coverage. The AI handles the rest.
If you’re just getting started, these 25 templates will cover most of what you need. The AI layer is there when you want it. Both live inside BnBGenius.
