Kevin Musprett
Co-founder & CEO
Airbnb Message Templates: 30+ Examples for Every Stage of the Guest Journey
The messages you send before your guest arrives determine 80% of your review score.
Not your listing photos. Not your amenities. Not whether you left a bottle of wine on the counter.
Your messages.
I learned this managing over 100 short-term rental properties. The units with the best reviews weren’t the nicest ones. They weren’t the most expensive. They were the ones where the guest never had to wonder what was going on. Where every question was answered before it was asked. Where the communication felt like a system, not an afterthought.
Most hosts spend hours perfecting their listing description and five minutes copying a generic “Welcome to our home!” template from a blog post. Then they wonder why guests message them at 11 PM asking for the WiFi password that was already in the listing description nobody reads.
Here are the message templates that prevent problems before they start. Not one template per stage. Not three personality variations. Thirty-plus messages covering every stage of the guest journey, every scenario you’ll encounter, and the problem-prevention messages that nobody else writes about.
Copy them. Customize them. Automate them. Your phone will stop buzzing at midnight.
What Is an Airbnb Pre-Booking Message?
An Airbnb pre-booking message is a message sent to a guest before or immediately after they confirm a reservation. It typically includes a welcome, key property details, house rules, and sets expectations for the stay. Pre-booking messages are part of a broader message sequence that covers every stage from booking confirmation through post-checkout. Hosts can send them manually, use Airbnb’s scheduled messages feature, or automate them through a property management tool.
Why Your Message Strategy Matters More Than Your Listing Description
Your listing gets someone to book. Your messages determine their experience.
Research from AirDNA shows that guests who receive 3 to 5 touchpoints during their stay report 66% higher satisfaction rates. That’s not a marginal improvement. That’s the difference between a 4.2 and a 4.8 average rating. The difference between page one and page three of Airbnb search results.
Here’s what most hosts miss: according to Hospitable’s 2024 host survey, 23% of guests will purchase add-ons when they’re offered through proactive messaging. Early check-in, late checkout, airport transfers, local experience packages. Revenue you’re leaving on the table because you never asked.
But the real value isn’t upsells. It’s problem prevention.
Every guest issue I dealt with across 100 properties could be traced back to a communication gap. The guest who parked in the wrong spot and got towed? We didn’t send parking instructions early enough. The noise complaint from the neighbor? We didn’t send a quiet hours reminder before the weekend. The one-star review about “no instructions”? We sent check-in details in a long message three days before arrival, and the guest couldn’t find them on check-in day.
The solution isn’t better messages. It’s a better message system.
The Complete Message Sequence: 7 Touchpoints
Before diving into templates, here’s the full communication flow. Every guest should receive these seven touchpoints, plus problem-prevention messages as needed:
- Pre-booking response (within 15 minutes of inquiry)
- Booking confirmation (immediately after booking)
- Pre-arrival check-in instructions (morning of check-in day)
- Day-of-arrival welcome (evening of arrival day)
- During-stay check-in (Day 1 evening or Day 2 morning)
- Checkout reminder (morning before checkout day)
- Post-checkout and review request (2 hours after checkout)
The timing matters as much as the content. A check-in instruction sent three days early gets buried. The same message sent the morning of arrival gets read, saved, and referenced.
Let’s build out each touchpoint with templates you can actually use.
Pre-Booking Message Templates
The pre-booking message is your first conversation with a potential guest. It has two jobs: make the guest feel welcome, and gather the information you need to prevent problems during their stay.
Timing: Send within 15 minutes of receiving the inquiry. Response time directly impacts your Airbnb ranking and conversion rate.
Template 1: Standard Inquiry Response
Hi {guest_name},
Thanks for reaching out about {property_name}. I’d love to host you.
To make sure the property is a great fit for your trip, a few quick questions:
- What brings you to {city}? (Vacation, work, event?)
- How many guests will be staying?
- What time do you expect to arrive?
The property has {key_amenity_1} and {key_amenity_2}, and it’s a {distance} walk/drive from {nearby_attraction}. Happy to share more details about the area.
Let me know if you have any questions. I’ll get back to you within the hour.
Best, {your_name}
Why it works: It answers their implied question (“Is this place right for me?”) while gathering the information you need to prepare for their stay. The response time promise builds trust.
Template 2: Family with Kids Inquiry
Hi {guest_name},
Thanks for your interest in {property_name}. It sounds like a family trip, which is great. We host families regularly and the space is well set up for it.
A few things that might be helpful to know:
- We have {family_amenities: high chair, pack-n-play, child locks, etc.} available
- The nearest playground is {distance} away at {park_name}
- {grocery_store} is a {distance} drive for anything you need
Quick questions so I can prepare everything:
- How many adults and kids in your group?
- How old are the kids? (I can recommend age-appropriate activities nearby)
- Any allergies or special needs I should know about?
Looking forward to hosting your family.
{your_name}
Why it works: Parents are planning a trip AND managing kids. Showing that you’ve thought about their specific needs reduces their mental load and makes booking feel safe.
Template 3: Business Traveler Inquiry
Hi {guest_name},
Thanks for reaching out about {property_name}. Happy to host you.
A few things for your work trip:
- WiFi speed: {speed} Mbps (reliable for video calls)
- Dedicated workspace: {desk_description}
- Quiet neighborhood with minimal daytime noise
- {distance} from {business_district/convention_center}
What time do you expect to arrive? I’ll make sure check-in instructions are waiting for you so there’s zero delay getting settled.
Best, {your_name}
Why it works: Business travelers care about three things: reliable WiFi, a workspace, and a smooth arrival. Lead with logistics, skip the small talk.
Template 4: Large Group Inquiry
Hi {guest_name},
Thanks for your interest in {property_name}. The space works well for groups.
Before we confirm, I want to make sure we’re set up for a great experience:
- How many guests total? (Property maximum is {max_guests})
- What’s the occasion? (Helps me tailor recommendations)
- Will you need extra parking? (We have space for {parking_count} vehicles)
A few things to keep in mind for groups:
- Quiet hours are {quiet_hours} out of respect for neighbors
- No events or parties beyond the registered guest count
- We have {outdoor_space_description} that’s great for group hangouts
I host groups regularly and I’m happy to help you plan. Just let me know what you need.
{your_name}
Why it works: Large groups are the highest-risk bookings for property damage and noise complaints. This message sets expectations upfront while staying welcoming. You’re not saying “don’t party.” You’re saying “here’s how to have a great time within the rules.”
Template 5: Repeat Guest Inquiry
Hi {guest_name},
Great to hear from you again. Welcome back.
I’ve got {property_name} available for your dates. Since you’ve stayed before, you know the drill, but let me know if anything has changed or if there’s something I can improve from last time.
Any special requests for this stay? Happy to set things up before you arrive.
Talk soon, {your_name}
Why it works: Repeat guests want to feel recognized, not processed through the same script as a first-timer. Keep it short, acknowledge their history, and ask how to make it better.
Template 6: International Guest Inquiry
Hi {guest_name},
Thanks for reaching out about {property_name}. I’d love to host you during your trip to {city}.
A few things that international travelers usually find helpful:
- The property is {distance} from {airport} (about {drive_time} by {transport_options: e.g., “taxi, Uber, or the airport express train”})
- {currency_note: e.g., “Most places in the area accept credit cards, but the farmers market on Saturdays is cash only”}
- {adapter_note: e.g., “US outlets use Type A/B plugs. I have a universal adapter at the property if you need one.”}
- {language_note: e.g., “The neighborhood is very tourist-friendly. Most restaurants have English menus.”}
Quick questions:
- What time does your flight land? I’ll make sure check-in timing works for you.
- How many guests?
- Any dietary restrictions or allergies? (I can recommend restaurants that accommodate them.)
Looking forward to welcoming you, {your_name}
Why it works: International guests face logistical unknowns that domestic guests don’t. Airport transport, power adapters, currency, language barriers. Addressing these in the first message instantly builds trust and reduces their travel anxiety.
Booking Confirmation Templates
The guest has committed. Your confirmation message should reinforce their decision and set the stage for a smooth arrival.
Timing: Send immediately after the booking is confirmed. Automated is ideal here.
Template 7: Standard Booking Confirmation
Hi {guest_name},
Your booking at {property_name} is confirmed. Here’s a quick summary:
- Check-in: {check_in_date} at {check_in_time}
- Checkout: {check_out_date} at {checkout_time}
- Guests: {guest_count}
- Address: {property_address}
I’ll send detailed check-in instructions the morning of your arrival, including the door code, WiFi password, and parking info. You won’t need to dig through old messages to find anything.
In the meantime, feel free to reach out with any questions. I’m here to help.
Looking forward to hosting you, {your_name}
Why it works: Confirms the details, tells them exactly when they’ll get the information they need, and sets the expectation that they don’t need to worry about logistics yet.
Template 8: Premium / Luxury Property Confirmation
Hi {guest_name},
Wonderful. Your stay at {property_name} is confirmed for {check_in_date} through {check_out_date}.
A few things to look forward to:
- {luxury_amenity_1: e.g., private hot tub overlooking the valley}
- {luxury_amenity_2: e.g., fully stocked espresso bar with local beans}
- {luxury_amenity_3: e.g., smart home system with Sonos in every room}
I’ll send a detailed arrival guide the morning of check-in with everything you need. In the meantime, let me know if there’s anything I can arrange before your arrival: {upsell_options: e.g., grocery stocking, restaurant reservations, local experience bookings}.
This is going to be a great stay.
{your_name}
Why it works: Luxury guests are paying a premium and expect a premium experience from the first message. Highlight what makes the property special and offer concierge-level service.
Template 9: Long-Stay Confirmation (7+ Nights)
Hi {guest_name},
Your extended stay at {property_name} is confirmed. Here are your details:
- Check-in: {check_in_date} at {check_in_time}
- Checkout: {check_out_date} at {checkout_time}
- Duration: {night_count} nights
For longer stays, a few extra things that’ll be helpful:
- Laundry is available {laundry_details}
- Nearest grocery store: {grocery_store} ({distance})
- Trash/recycling pickup: {schedule}
- I’ll check in periodically but won’t bother you. If anything needs attention, just message me.
I’ll send full arrival details the morning of {check_in_date}. Let me know if you need anything before then.
{your_name}
Why it works: Long-stay guests need to know the “living here” details, not just the “visiting” details. Laundry, groceries, and trash matter when you’re staying for a week or more.
Pre-Arrival and Check-In Instruction Templates
This is the most important message in your entire sequence. It’s the one guests will reference multiple times on arrival day. Make it scannable, complete, and impossible to misunderstand.
Timing: Morning of check-in day, between 8 AM and 10 AM in the property’s local time zone. Early enough to plan, late enough that the info stays fresh.
Template 10: Standard Check-In Instructions
Hi {guest_name},
Today’s the day. Here’s everything you need for a smooth arrival at {property_name}:
Getting There Address: {property_address} Google Maps link: {maps_link}
Parking {parking_instructions: e.g., “Dedicated spot #12 in the underground garage. Enter from Main Street, take your first right.”}
Getting Inside {entry_instructions: e.g., “Front door code: 4582. Enter the code and turn the handle. The code activates at 3 PM.”}
WiFi Network: {wifi_name} Password: {wifi_password}
Quick Orientation – Thermostat is on the wall by the kitchen (set to your preference) – Extra towels and linens are in the {location} – {appliance_notes: e.g., “Coffee maker is a Keurig. Pods are in the drawer to the right.”}
Need Help? Text me anytime. I respond within 30 minutes during the day, and I have an after-hours line for emergencies.
Enjoy your stay, {your_name}
Why it works: Everything a guest needs in one scannable message. No digging through multiple messages or the listing description. Bold headers make it easy to jump to the right section.
Template 11: Cabin / Rural Property Check-In
Hi {guest_name},
Your cabin getaway starts today. Here’s everything you need:
Getting There Address: {property_address} Google Maps link: {maps_link} Note: GPS can be unreliable on the last stretch. {specific_directions: e.g., “After the gas station on Route 7, take the gravel road on your left. It’s 0.8 miles to the driveway. Look for the blue mailbox.”}
Before You Arrive – Cell service is {signal_quality} at the property. WiFi calling works great once you’re connected. – {supply_note: e.g., “The nearest grocery store is 20 minutes away in town. I recommend stocking up before heading to the cabin.”} – {seasonal_note: e.g., “Roads are clear but bring layers. It drops to 40s at night this time of year.”}
Getting Inside {entry_instructions}
WiFi Network: {wifi_name} Password: {wifi_password}
Property Basics – Firewood is stacked on the back porch. {fireplace_instructions} – Hot tub: {hot_tub_instructions} – {wildlife_note: e.g., “You may see deer and the occasional black bear. They’re harmless but don’t leave food outside.”} – Grill: {grill_type} with {fuel_status}
Emergencies Nearest hospital: {hospital_name} ({distance}, {drive_time}) My number: {phone_number}
Enjoy the peace and quiet, {your_name}
Why it works: Rural properties have unique challenges that city apartments don’t. GPS failures, limited cell service, wildlife, supply distances. Address these proactively and you eliminate the most common cabin complaints.
Template 12: Urban Apartment Check-In
Hi {guest_name},
Welcome to {city}. Here’s your arrival guide for {property_name}:
Getting There Address: {property_address} {transit_note: e.g., “Closest subway: L train at Bedford Ave (5-minute walk)”}
Building Access {building_entry: e.g., “Enter through the main lobby. Apartment is on the 4th floor, unit 4B. Use the elevator code 7890 then take a left.”}
Parking {parking_note: e.g., “Street parking is free after 7 PM and all day Sunday. During the day, the garage at 123 Smith St is $25/day. Do NOT park in the building lot. You will be towed.”}
Getting Inside {door_instructions}
WiFi Network: {wifi_name} Password: {wifi_password}
Building Rules – Quiet hours: {quiet_hours} – No shoes in the hallway (building policy) – Trash chute is {location} – {laundry_note}
Neighborhood Picks – Coffee: {coffee_shop} – Dinner: {restaurant} – Groceries: {grocery_store}
Text me if anything comes up, {your_name}
Why it works: Urban apartments have building-specific logistics that guests can’t figure out on their own. Buzzer codes, elevator access, parking rules. The parking warning in caps prevents the most expensive guest mistake.
Template 13: Beach House Check-In
Hi {guest_name},
Beach time starts today. Here’s your guide to {property_name}:
Getting There Address: {property_address} Google Maps link: {maps_link}
Parking {parking_instructions}
Getting Inside {entry_instructions}
WiFi Network: {wifi_name} Password: {wifi_password}
Beach Essentials – Beach chairs and towels are in the {location} – Outdoor shower is on the {side} of the house (rinse off the sand before coming inside, it saves the floors) – {beach_access: e.g., “Beach access path is directly across the street. Public beach, no pass needed.”} – Sunscreen is in the bathroom cabinet. The local sun is stronger than you think.
Pool / Hot Tub {pool_rules: e.g., “Pool hours: 8 AM to 10 PM. No glass near the pool. Towels are in the outdoor cabinet.”}
Property Notes – AC is central. Thermostat is in the hallway. – {grill_note} – Washer/dryer is in the {location} (you’ll want it for sandy clothes)
Enjoy the waves, {your_name}
Why it works: Beach house guests have sand-specific, sun-specific, and outdoor-specific needs. The “rinse before coming inside” note is the kind of proactive instruction that prevents wear on the property and avoids awkward post-checkout cleaning messages.
Template 14: Pet-Friendly Property Check-In
Hi {guest_name},
Welcome. Here’s your arrival guide for {property_name}. And yes, we’re excited to host {pet_name} too.
{standard_check_in_details: address, parking, door code, WiFi}
For Your Pet – Pet bowls are under the kitchen sink – {pet_area: e.g., “The fenced backyard is fully enclosed. Gate latch is on the left side.”} – Nearest dog park: {dog_park} ({distance}) – Emergency vet: {vet_name} ({address}, {phone}) – Pet waste bags are by the back door
Pet House Rules – Please keep pets off the {furniture_restrictions: e.g., “white couch in the living room”} – Clean up any accidents immediately (cleaning supplies under the kitchen sink) – {barking_note: e.g., “If your pup is a barker, the bedroom with the door closed is the quietest space for them when you step out.”}
Have a great stay, both of you, {your_name}
Why it works: Pet owners are used to feeling like an inconvenience. Leading with “we’re excited to host {pet_name}” changes the dynamic. The practical details (vet, waste bags, enclosed yard) show you’ve actually prepared for pets, not just allowed them.
Template 15: Late Arrival Check-In (After 9 PM)
Hi {guest_name},
Since you’re arriving late tonight, here’s a short version of what you need:
Priority info: – Address: {property_address} – Door code: {door_code} – WiFi: {wifi_name} / {wifi_password}
Late-arrival notes: – {parking_at_night: e.g., “Park in spot #4. It’s the one closest to the entrance, well-lit.”} – {noise_note: e.g., “The front door can be loud. Pull it closed gently instead of letting it slam.”} – {lighting_note: e.g., “Porch light is on. Interior lights are on the switch to your left when you walk in.”} – {neighbor_note: e.g., “Neighbors are close. Keep voices low outside and you’re golden.”}
Everything else (full property tour, recommendations, etc.) can wait until morning. Get settled and get some sleep.
{your_name}
Why it works: A guest arriving at 11 PM after a long flight doesn’t need your full check-in novel. They need the door code, the WiFi, and the parking spot. Send the full instructions earlier in the day, then send this stripped-down version two hours before their late arrival. It’s the message they’ll actually read.
During-Stay Check-In Templates
A quick message during the stay shows you care and catches problems before they become review complaints. Keep these short. The guest is on their trip. They don’t want to read a novel.
Timing: Evening of Day 1 (gives them time to settle in and discover any issues).
Template 16: Standard Day 1 Check-In
Hi {guest_name},
Just checking in. How’s everything at {property_name}? Is there anything you need or anything I can help with?
No need to reply if everything’s great. I just want to make sure you’re all set.
{your_name}
Why it works: Short, no pressure, opens the door for feedback. The “no need to reply” line is important. It gives permission to ignore the message if everything is fine, which most guests appreciate.
Template 17: Extended Stay Mid-Trip Check-In (7+ Nights)
Hi {guest_name},
Hope you’re settling in well at {property_name}. Just a mid-stay check-in:
- Laundry supplies are in {location} if you need a refresh
- Trash pickup is {day}. I can handle it if you’d prefer.
- If anything in the property needs attention (light bulbs, supplies, anything at all), let me know and I’ll take care of it.
Enjoy the rest of your stay, {your_name}
Why it works: Extended stay guests face “living” problems that short-stay guests don’t. Running out of supplies, needing laundry, trash piling up. Proactively addressing these prevents frustration.
Template 18: Special Occasion Check-In
Hi {guest_name},
Happy {occasion: birthday / anniversary / etc.}! I hope {property_name} is the perfect spot to celebrate.
{optional_gesture: e.g., “I left a little something on the kitchen counter for the occasion.”}
If there’s anything I can do to make the celebration even better, just let me know. I know a few great spots in the area if you’re looking for {restaurant/activity} recommendations.
Enjoy every minute, {your_name}
Why it works: If a guest mentioned a special occasion in their booking or pre-booking messages, acknowledging it is the single highest-impact thing you can do for your review score. This is where your pre-booking questions pay off.
Checkout Reminder Templates
The checkout message prevents two things: late checkouts that delay your cleaning crew, and properties left in rough condition that cost you time and money.
Timing: Morning before checkout day (not checkout morning). This gives guests a full day to plan their departure and tidy up.
Template 19: Standard Checkout Reminder
Hi {guest_name},
Just a reminder that checkout is tomorrow, {checkout_date}, by {checkout_time}.
Before you head out, a few quick things:
- Start the dishwasher if there are dishes in it
- Put used towels in the {location: bathtub / laundry basket}
- Take out any perishable food from the fridge
- Lock all doors and windows
- {thermostat_note: e.g., “Set the thermostat back to 72”}
- {key_note: e.g., “Leave the key on the kitchen counter” / “The door locks automatically behind you”}
That’s it. Don’t worry about stripping beds or deep cleaning. We have a team for that.
Thanks for being a great guest. It’s been a pleasure hosting you.
{your_name}
Why it works: A specific task list is more effective than “please leave the place tidy.” The “don’t worry about beds or deep cleaning” line reduces anxiety and prevents guests from spending their last morning doing things your cleaning team handles anyway.
Template 20: Gentle Checkout (Guest-Friendly Properties)
Hi {guest_name},
Checkout is tomorrow by {checkout_time}. No stress. Just a few small things:
- Dirty dishes in the dishwasher, start it running
- Used towels on the bathroom floor is totally fine
- Take any food you brought
- Lock the door behind you
That’s really it. Our cleaning team handles everything else. We’d rather you enjoy your last morning than spend it cleaning.
Thanks for staying with us, {your_name}
Why it works: Some properties (luxury, family, vacation-focused) benefit from an extra-gentle checkout tone. You’re telling the guest their job is to enjoy themselves, not to clean. This lands well and often shows up positively in reviews.
Template 21: Extended Stay Checkout (7+ Nights)
Hi {guest_name},
Your extended stay wraps up on {checkout_date} by {checkout_time}. We’ve loved having you.
For longer stays, a few extra things on top of the usual:
- Run the dishwasher one last time
- Bag up any remaining trash and leave it {location}
- Check the fridge, freezer, and pantry for your personal items
- If you used the washer/dryer, make sure it’s empty
- {any_property_specific: e.g., “If you adjusted the water heater temp, set it back to the B setting”}
Standard things: – Lock all doors and windows – {key/door_code_note}
Thanks for being such a great long-term guest. You’re welcome back anytime.
{your_name}
Why it works: Extended stay guests accumulate more personal items and make more adjustments to the property. A longer, more detailed checkout list ensures nothing gets left behind or left changed.
Post-Checkout and Review Request Templates
The post-checkout message has two goals: thank the guest genuinely, and plant the seed for a review. Don’t combine them into one aggressive ask. The thank you comes first. The review nudge follows naturally.
Timing: 2 hours after checkout (gives your cleaning team time to confirm no issues, and gives the guest time to get on their way).
Template 22: Standard Post-Checkout
Hi {guest_name},
Thanks for staying at {property_name}. I hope you had a great time in {city}.
If you have a minute, I’d really appreciate a review on Airbnb. It helps other travelers find the property, and honest feedback helps me keep improving. Either way, thanks for being a great guest.
If you’re ever back in {city}, you’ve got a place to stay.
Best, {your_name}
Why it works: Low-pressure, genuine, brief. The “honest feedback” framing feels more authentic than “please leave a 5-star review.” The return invitation builds loyalty.
Template 23: After an Exceptional Stay
Hi {guest_name},
It was a pleasure hosting you. I’m glad {specific_positive: e.g., “the kids loved the pool” / “the workspace setup worked for your meetings” / “the weather cooperated for your beach trip”}.
If you enjoyed your stay, a quick review on Airbnb would mean a lot. It’s the single best thing you can do for a small host like me, and it helps future guests know what to expect.
Thanks again. Hope to see you back.
{your_name}
Why it works: Referencing something specific from their stay shows you were paying attention. It also triggers positive recall right before they write the review. If you know the stay went well, a slightly more direct ask is appropriate.
Template 24: After a Problem Was Resolved
Hi {guest_name},
Thanks for your patience with {issue: e.g., “the hot water heater situation” / “the WiFi outage on your first night”}. I’m glad we got it sorted and that the rest of your stay went smoothly.
If you have a moment, I’d appreciate a review. I understand if the {issue} was frustrating, and your honest feedback helps me prevent it from happening to future guests.
Either way, thanks for being understanding. It really meant a lot.
{your_name}
Why it works: Acknowledging the problem directly is the only honest approach. Pretending it didn’t happen insults the guest’s intelligence. The “helps me prevent it” framing turns the review from a complaint opportunity into a constructive contribution. Guests who feel heard often leave surprisingly positive reviews even after issues.
For more on handling reviews and getting more 5-star ratings, check out our Airbnb review examples and response templates.
Problem-Prevention Messages: The Ones Nobody Writes About
This is where experienced operators separate from amateurs. Every article about Airbnb messages covers “welcome” and “thank you” templates. Almost nobody covers the messages that PREVENT problems.
These aren’t part of your standard sequence. They’re triggered by specific situations: weekends, weather, local events, property-specific risks. They’re the reason your neighbors don’t complain, your guests don’t get towed, and your reviews stay above 4.8.
Template 25: Weekend Noise Reminder
Hi {guest_name},
Quick heads-up since it’s the weekend: our neighbors are close by, and quiet hours start at {quiet_hours_start}. Music and conversations inside are totally fine. Just keep outdoor noise down after that time.
Thanks for being considerate. Enjoy your evening.
{your_name}
Timing: Friday at 5 PM. Before the evening plans start, not after the noise has already happened.
Why it works: This message prevents neighbor complaints. Sending it proactively feels like a helpful reminder, not a scolding. Sending it AFTER noise has occurred feels confrontational.
Template 26: Parking Warning
Hi {guest_name},
Friendly parking reminder: make sure you’re only parked in {designated_spot}. The {restricted_area: e.g., “visitor spots in front of the building” / “street spots on the north side”} are monitored and vehicles get towed with zero warning. It’s happened to guests before and it ruins the trip.
{your_name}
Timing: Day of arrival, sent separately from check-in instructions so it doesn’t get buried.
Why it works: Towing is the single most trip-ruining thing that can happen to a guest. A separate, short, direct message about parking stands out. Burying it in a long check-in message is how guests miss it.
Template 27: Weather Alert
Hi {guest_name},
Heads-up: {weather_event: e.g., “there’s a storm system moving through tomorrow afternoon” / “temperatures are dropping below freezing tonight”}.
A few things: – {action_item_1: e.g., “Bring in any belongings from the patio before the wind picks up”} – {action_item_2: e.g., “The property has a backup generator that kicks in automatically if power goes out”} – {action_item_3: e.g., “Roads to the ski resort may require chains. The gas station on Main Street sells them.”}
Nothing to worry about, just want you to be prepared.
{your_name}
Timing: Day before the weather event.
Why it works: Guests in unfamiliar areas don’t check local weather as carefully as locals do. A proactive weather alert positions you as a caring host and prevents the “nobody warned us” review.
Template 28: Pool / Hot Tub Safety Reminder
Hi {guest_name},
Hope you’re enjoying the {pool/hot tub}. A few safety reminders:
- No glass near the water (we have plastic cups in the {location})
- Hot tub temperature is set to {temp}. If you feel lightheaded, take a break.
- {child_safety: e.g., “Please supervise kids at all times. The pool is not fenced.” / “Pool gate should stay latched when not in use.”}
- {cover_note: e.g., “Please put the hot tub cover back on when you’re done. It keeps the temperature up and debris out.”}
Enjoy the soak, {your_name}
Timing: After the first warm day of their stay, or on Day 1 if it’s a summer booking.
Why it works: Liability and guest safety. A broken glass in the pool costs hundreds in cleaning and delays your next booking. These reminders also demonstrate responsibility, which matters if anything ever goes wrong.
Template 29: Construction / Maintenance Notice
Hi {guest_name},
Wanted to let you know: {description: e.g., “there’s construction on the building next door” / “the city is doing road work on the street outside”}. It typically runs from {start_time} to {end_time} on weekdays.
It shouldn’t impact your stay much, but I wanted you to hear it from me rather than be surprised. {mitigation: e.g., “The bedrooms on the back side of the property are quieter if you’re working from home.” / “It usually wraps up by early afternoon.”}
Let me know if it’s an issue and I’ll do what I can to help.
{your_name}
Timing: Before arrival if you know about it. Day 1 if it starts during their stay.
Why it works: Guests who are surprised by construction leave angry reviews. Guests who were warned about it in advance rarely mention it. Same noise, different expectation. That’s the entire game.
Template 30: Local Event Heads-Up
Hi {guest_name},
Just a heads-up: {event_name} is happening this {day/weekend} at {location}. This means:
- {traffic_note: e.g., “Expect heavier traffic on Main Street, especially between 4-7 PM”}
- {parking_note: e.g., “Street parking near downtown will be limited. The property parking is unaffected.”}
- {opportunity: e.g., “If you’re interested, it’s actually a great event. Live music, food vendors, and fireworks at 9 PM.”}
{your_name}
Timing: Day before the event.
Why it works: Local events can mean traffic, noise, or parking problems. But they can also be a bonus experience for your guest. Framing the event as both a heads-up AND an opportunity is the right approach.
How to Automate Your Message Sequence
Thirty-plus templates is a lot of messages. If you’re managing more than one or two properties, sending these manually isn’t realistic. Here’s how to think about automation.
Which Messages to Automate vs. Personalize
Automate these (same every time): – Booking confirmation – Check-in instructions – Checkout reminder – Problem-prevention messages (weekend noise, parking)
Personalize these (add a human touch): – Pre-booking response (reference their specific inquiry) – During-stay check-in (mention something specific to their trip) – Post-checkout review request (reference a specific positive moment)
The ratio should be roughly 60% automated, 40% personalized. Automation handles the logistics. Personalization handles the relationship.
For a deeper dive on setting up automated messages, read our full guide on Airbnb automated messages.
Setting Up Triggers and Timing
Every automated message needs a trigger (what fires it) and a timing rule (when it sends):
| Message | Trigger | Timing |
|---|---|---|
| Booking confirmation | New booking | Immediately |
| Check-in instructions | Check-in date | Morning of, 8-10 AM |
| Day 1 check-in | Check-in date | Same day, 7 PM |
| Checkout reminder | Checkout date | Day before, 10 AM |
| Post-checkout | Checkout date | Same day, 2 hours after |
The AI Advantage
Traditional automation sends the same template every time with a few swapped variables. The next generation of guest messaging uses AI to generate messages dynamically based on:
- Reservation data: guest count, dates, check-in time, occasion
- Property information: amenities, rules, local attractions, seasonal notes
- Guest history: repeat visitors, preferences, past issues
- Conversation context: what the guest already asked about
The result is an automated message that reads like it was written by a host who knows the guest and the property. Not a template with {guest_name} swapped in.
This is the approach we built into BoringHost’s AI guest messaging. The AI reads every incoming message across Airbnb, WhatsApp, SMS, and email, pulls the relevant property data, and drafts a response that’s specific to that guest and that property. It handles messages in the guest’s language and escalates to you when confidence is low. For hosts managing multiple properties, it’s the difference between a system that handles 5 messages a day and one that handles 500.
If phone calls are part of your guest communication (and they should be), AI-powered phone handling covers the channel that text automation misses entirely. And for the information-heavy messages like check-in instructions and local recommendations, digital guidebooks give guests a searchable resource instead of a long text message they’ll lose in their inbox.
For hosts ready to automate their entire guest operation, not just messaging, our automation playbook covers the full picture. And if you’re wondering about the strategic framework behind AI guest messaging for vacation rentals, we wrote the guide on that too.
Frequently Asked Questions
What is an Airbnb pre-booking message?
An Airbnb pre-booking message is the first message a host sends to a potential guest after they submit an inquiry or booking request, designed to build trust and gather trip details before the booking is confirmed. It typically includes a greeting, a brief personal introduction, clarifying questions about the trip (arrival time, group size, purpose of visit), and any important house rules. This message sets the tone for the entire guest experience and directly impacts whether the guest completes their booking.
What should I include in a pre-booking message?
Include these six elements: a thank you for their interest, a brief personal introduction, questions about their trip (purpose, arrival time, special needs), any important house rules, highlights of your property that match their trip, and a clear call to action. The goal is to build trust, gather information, and make the guest feel welcome before they even book.
How many messages should I send guests during their stay?
Send 5 to 7 messages across the full guest journey. Research from AirDNA shows that guests who receive 3 to 5 touchpoints during their stay report 66% higher satisfaction rates. A recommended sequence includes: pre-booking response, booking confirmation, pre-arrival instructions, a Day 1 check-in, a checkout reminder, and a post-checkout review request. Additional problem-prevention messages (noise reminders, weather alerts) can be added as needed without overwhelming the guest.
Can I automate Airbnb guest messages?
Yes, and you should automate at least 60% of your guest messages. Most property management platforms allow you to automate messages based on triggers like booking confirmation, check-in date, or checkout date. AI-powered platforms can go further by dynamically generating messages based on reservation data, property details, and guest history, so each automated message feels personal rather than robotic. The key is automating the logistics-heavy messages (check-in instructions, checkout reminders) while keeping personalized touchpoints (pre-booking responses, mid-stay check-ins) human.
What's the best time to send check-in instructions?
The best time is the morning of check-in day, between 8 AM and 10 AM in the property’s local time zone. This is early enough that guests can plan their arrival but close enough to check-in that the information stays fresh. Sending instructions days in advance means guests have to search through old messages on arrival day. Same-day delivery solves this.
How do I handle messages for multiple properties?
Use one base template per journey stage, then customize with property-specific variables (property name, address, door code, WiFi password, parking info). Use a guest messaging platform that pulls these details automatically from your property data so you maintain one template per stage that adapts to each property. This is especially important for the check-in instructions, which vary the most between properties.
Do automated messages hurt my reviews?
No, automated messages actually improve reviews when done well, because they ensure consistent, timely communication where no guest falls through the cracks. The key is using templates that feel personal and include relevant property-specific details. Guests care about receiving the right information at the right time, not whether a human typed it manually. In my experience managing 100+ units, the properties with fully automated message sequences consistently outperformed the ones where I tried to message everyone personally and inevitably forgot someone.
Your message system is the backbone of your guest experience. Build it once, refine it over time, and let it run. The templates in this guide took me years of trial and error across 100 properties to develop. Copy them, adapt them to your properties, and stop writing the same check-in instructions from scratch every time.
If you want a platform that handles this automatically, with AI that drafts messages based on your property data and each guest’s specific situation, check out BoringHost.
Your guests will be happier. Your reviews will improve. And your phone will finally stop buzzing at midnight.
Ready to See the Difference?
Book a free scoping workshop to see how Boring Host handles your specific properties and guest communication challenges. No commitment, no sales pitch, just a clear look at what changes.
Kevin Musprett
Co-founder & CEO
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