Airbnb Guest Messaging Templates: FREE Template Examples For Every Stage of the Guest Journey

Key Takeaways

• Consistent guest messaging builds trust, enhances satisfaction, and leads to better reviews and repeat bookings.

• Airbnb message templates save time and ensure every guest receives clear, friendly and professional communication.

• Automating guest communication helps hosts maintain high response rates and Superhost-level service without extra effort.

• Personalized, timely messages improve guest experiences and can boost your Airbnb search ranking.

• Hostaway’s automation tools make it easy to schedule, personalize, and manage guest messages across multiple channels—so you can focus on growing your business.

For Airbnb hosts, guest messaging is more than just sending a quick note — it’s the foundation of a smooth, memorable guest experience. From the moment a booking request comes in, the way you communicate sets the tone for the entire stay. Effective guest messaging helps you build trust, answer questions promptly and ensure guests feel welcome and informed at every stage of their journey.

By using message templates, Airbnb hosts can streamline their guest messaging process, making it easy to provide consistent, friendly and informative responses without spending hours typing out the same details. This not only saves valuable time but also helps create a professional impression that encourages positive reviews and repeat bookings. In the following sections, we’ll explore how message templates can transform your guest communication and make Airbnb hosting more efficient and enjoyable, and provide you with examples of Airbnb message template examples that will ensure your guests feel welcome right from the jump.

Why Property Managers Should Use Airbnb Messaging Templates

A strong guest communication strategy includes sending a booking confirmation message as soon as a reservation is made, followed by clear check-instructions before arrival. During the stay, you can use message templates to remind guests of house rules, share essential details like the property address and Wi-Fi password, and provide helpful check-out reminders as their departure approaches. Don’t forget to encourage guests to leave a review after their stay. This not only boosts your reputation but also helps future guests feel confident booking with you. By using message templates for each stage of the guest journey, you can ensure every guest receives the information they need, when they need it, while saving time and reducing stress.

Time savings

Clear and informative messages are an integral part of guest communication and can help guests feel prepared and confident at every stage of the guest's stay. Send future guests emails using automated templates, and use the time you save to focus on what matters most — making your guests feel welcome and comfortable.

Effortless guest service

It is no secret that life as an Airbnb host is not easy, and focusing on key tasks like scaling, guest experience and other tasks that need human interference that cannot be solely handled by vacation rental software and other automation tools can take up a lot of your time.

Use Airbnb message templates to save time while ensuring all your guests receive the same important information, delivered in a friendly and professional way. No more scrambling to remember details or wondering if you forgot to mention something important when you can create templates and automate messages with saved responses, helping you create a lasting positive impression on your guests.

More reviews, more success

These pre-set messages can act as “gentle nudges” that can encourage guests to leave reviews after their stay. Sending a review reminder message or a follow up message after the guest's stay can further encourage them to share their feedback. There is a fine line between pestering guests to review your listing and sending an Airbnb message that is just a reminder.

Positive reviews are gold on Airbnb and they can help you attract even more bookings, but you don’t want to push guests too much for reviews which can be quite counterproductive, so make sure to schedule your messages as far apart as possible within the 14-day timeframe. When crafting your review request message, complimenting your guest as a wonderful guest can encourage positive feedback and enhance your reputation.

Become a Superhost

Attaining Superhost status unlocks special benefits and recognition for hosts. It essentially tells future guests that this Airbnb host is reliable and ensures a high standard in terms of guest experience.

Excellent guest communication with a fast response rate plays a key role in deciding whether an Airbnb host will become a Superhost. Airbnb automated messaging helps you maintain a high response rate without feeling overwhelmed.

Boost your search rankings

Airbnb prioritizes listings with fast response times in search results. Templates ensure you can respond quickly and stay ahead of the competition.

Higher guest satisfaction

Guest communication is at the heart of successful Airbnb hosting. Keeping your guests informed with timely, relevant messages ensures they feel supported and confident throughout their stay. With the help of message templates, hosts can automate much of their guest communication, reducing the risk of missing important details and making it easier to manage multiple bookings.

How Property Managers Can Use Airbnb Messaging Templates

Stop spending hours typing the same messages over and over. Airbnb message templates let you create prewritten, saved messages for common situations. Some common instances where you can send your guest a templated message include a booking confirmation message, a message with check-in instructions, a reminder message close to the check-out date with check-out instructions, etc. It is important to contact the guest immediately after booking to set a welcoming tone and establish a positive first impression.

Automating these messages ensures you respond to guests in a timely manner, improving service and efficiency. Usually, the order of messages would look like:

1. Booking confirmation message

This is usually how you start the message thread. As the name suggests, this is where you confirm the booking (more on this, including message templates in the next section).

2. Pre check-in message

This is an optional step and is less about the upcoming stay and more about creating a connection with the guests. Use this as an opportunity to tell them a little about yourself as a host, throw in any information about yourself perhaps try to mention a fun fact they can't find in your profile.

Make sure to highlight your host rating if it's significantly high to assure them they will be well looked after. You can also use this message to reassure guests if you've met any special requests they've made.

3. Check-in message

This has all the check-in information about the upcoming stay including details like the check-in date, property address, information about a lock box or perhaps the door code, house rules, etc. Don’t forget to reiterate any perks you offer such as free parking and free wifi, etc.

4. Check-up message

This is often sent mid-stay and is a reminder message that is sent at least a day before the check-out message. It is, however, not required if the stay is 2 nights or less. The check-up message template should remind guests of house rules and remind guests of anything that should be done when they leave the house, such as taking out the trash or how to handle the keys. Also mention essential details about the check-out like, the check-out date and times so guests can tie up loose ends early on.

5. Check-out message

This message template should include the check-out procedure, check-out date and time and provide clear instructions for guests. Clear instructions help ensure a smooth process when guests leave and streamline cleaning after the guest's departure.

Pro Tip: When crafting these templated messages, remember to always make sure that it has a positive note.

6 Must-Have Airbnb Guest Messaging Templates

In this section, let's look at the Airbnb message templates every host needs to save streamline communications.

Template 1: Booking confirmation

Thank guests for choosing your place and express your excitement to host them. Briefly introduce yourself and your rental and mention you'll send more info closer to their stay.

Example:

Dear (Guest Name),

Thank you for choosing us for your stay.

We are thrilled to be hosting you on (date) and look forward to your stay. Expect to receive details on checking-in and making the best of your stay at (name of place) when your reservation date is closer.

In the meantime, if you have any questions about planning your stay or our house rules, please feel free to check with us. We are happy to do everything we possibly can to make your stay comfortable, fun and stress-free.

Warm regards,

Your name.

Or

Hi (Guest Name),

Thank you for booking (name of your Airbnb vacation rental). We are looking forward to hosting you at our place and will send you more information about check-in and staying at our Airbnb closer to your date of reservation.

Please feel free to get in touch with us if you have any questions or concerns. A copy of our house rules is attached. We will do our best to accommodate you.

Warm regards,

Your name.

Template 2: Check-in/ welcome instructions

As your guests’ arrival nears, send a detailed welcome message as the final message before arrival. This communication should outline the check-in process, including the check-in time, access codes, WiFi info, and a reminder to review your house rules and any other essential check-in details to ensure a smooth experience.

Example:

Hello!

We’re excited to welcome you for your stay at (name of place) on (date). This welcome message serves as your final message before arrival. Check-in begins at (check-in time), but feel free to arrive at your convenience thereafter.

Your door access code is (access code). It will be active starting from the moment you check in.

The wi-fi password is (wi-fi password).

You will receive your welcome book upon logging into wi-fi on any device.

Feel free to review our house rules at your convenience. If you have any questions or concerns before your arrival, please don’t hesitate to reach out to us. We’re here to ensure your stay is as comfortable as possible.

If you encounter any difficulties accessing your room or have any concerns following your check-in, please don’t hesitate to reach out to us at ( contact information) at any time. We are always happy to help.

See you on (day of arrival).

Template 3: Mid-stay check-up

Show your guests you care by sending a quick message halfway through their stay. See if everything is going well and offer help or recommendations if needed.

Example:

Dear (Guest Name),

We wanted to touch base and ensure you're having a great time during your stay with us. If there's anything causing inconvenience or if you need assistance with planning your future itinerary, please don't hesitate to reach out.

We're here to make your experience as enjoyable as possible! We are more than happy to help.

Or

Hi (Guest Name),

We hope you are having as much fun staying with us as we are enjoying hosting you.

This is just a quick reminder to please let us know if you have any questions, comments or concerns about your stay. We'd be glad to do what we can to make your stay with us better.

Template 4: Noise complaint response

A polite message reminding the guest of quiet hours and house rules after receiving a noise complaint.

Example:

Dear (Guest Name),

We have received some complaints from other guests / our immediate neighbors of music being played loudly from the villa past midnight yesterday.

As is clearly stated in the house rules and the short-term rental agreement you signed upon checking in, quiet time at (name of place) begins at 9 p.m. Sunday through Thursday and at 11 p.m. on Fridays and Saturdays.

Please be kind enough to observe these rules in consideration of everyone else hereon.

Furthermore, (name of city) has very strict regulations on Airbnb noise complaints which can easily result in an eviction and fines.

Template 5: Check-out reminder

The night before check-out send a message outlining the check-out process, time and any other relevant details. Thank them for staying and encourage them to leave a review!

Example:

Hey (Guest Name),

We are delighted to have hosted you at our place for the past (number) days. To ensure your stay with us continues to be seamless and stress-free let us quickly take you through the check-out process.

The check-out time is (time). You can leave earlier if you wish.

Please make sure all windows and doors are locked before you check out.

We are sad to see you go but hope to see you again on your next holiday/ stay in (name of city). If you have enjoyed your stay with us please consider letting your friends and family know of our Airbnb.

Template 6: Guest review request

A few days after check-out, send a friendly message thanking guests for their stay and politely requesting a review on Airbnb. Mention you've already left them a review.

Example:

Hello!

We hope you've reached your home safe and sound and had time to unpack and relax from the journey back.

We had a delightful time hosting you and have left you a great review on Airbnb. We hope you'll consider sharing your experience with us by leaving a review, offering insights for both us and fellow Airbnb guests about your stay. Your feedback is invaluable in helping us maintain and enhance our services.

Looking forward to your review and future stays with us.

or

Hi (Guest Name),

We hope you've made precious memories during your stay with us that you will cherish forever. We certainly have had a blast hosting you at (name of place) and have left you a great review to attest to that.

Would you mind letting us and other guests know how much you enjoyed your stay with us by leaving us a review on Airbnb as well? You can find out how to by simply clicking this link here and you'll find the steps you need take.

You have (number) days to complete and submit your review to Airbnb.

We hope you will consider us for your next stay in or around (name of location).

An Overview of Key Airbnb Guest Messages

How to Automate Airbnb Guest Messaging

With Hostaway, you can easily automate all guest communication for multiple channels and listings. It integrates directly with Airbnb, Vrbo and Booking.com, ensuring consistent communication across all platforms without manual follow-up

You can also choose to be specific to individual channels or listings.

Choose your triggers to send out each message. For example, when you receive a reservation:

• Choose the time. Decide if you want each message sent out minutes, hours or days from receiving the trigger.

• Lay out your message. Hostaway allows you to add images, change the font size, color and other styling options so your message looks just the way you envision it.

• You can also use Hostaway's free ChatGPT integration to create message drafts.

• You can also opt to integrate a chatbot like Yada.ai or BestyAI to further automate guest communication and minimize your involvement.

How to Deliver a 5-Star Airbnb Guest Experience

To excel as an Airbnb host, mastering guest communication is key. Here are some top hosting tips to help you deliver a five-star guest experience across the guest journey:

• Use message templates to automate your guest messaging and save time on repetitive tasks.

• Always send a booking confirmation message to welcome guests and provide essential details about their stay.

• Share clear check-in instructions and a check-out reminder to ensure a smooth arrival and departure process.

• Remind guests of your house rules and provide a property manual or guidebook to help them feel at home.

• Encourage guests to leave a review after their stay—positive feedback can boost your visibility and attract more bookings.

• Consider using a property management system to automate guest messaging and streamline your hosting operations.

• Keep your messages timely, relevant, and personalized to build a strong rapport with your guests.

By following these hosting tips and leveraging message templates, you can enhance the guest experience, remind guests of important details, and make your Airbnb hosting journey more efficient and rewarding.

Simplify Guest Communication with Hostaway

Mastering guest communication is one of the most powerful ways to elevate your Airbnb hosting experience. From the moment a booking is confirmed to the final review request, every message you send shapes the guest’s perception of your professionalism, reliability and care. With the right Airbnb messaging templates, you can ensure that every guest receives consistent, friendly and timely communication — no matter how many listings you manage.

However, managing messages manually across multiple channels can quickly become overwhelming. That’s where Hostaway comes in. As the leading vacation rental management platform, Hostaway allows you to automate your guest communication seamlessly — whether you’re sending check-in instructions, reminders or thank-you notes after check-out. With customizable triggers, multi-channel automation and easy-to-personalize message templates, you can maintain meaningful guest interactions without losing time on repetitive tasks.

Hostaway also integrates AI-powered tools, helping you respond to guests faster, deliver personalized experiences and maintain the exceptional responsiveness that earns Superhost status and improves your Airbnb search rankings. By combining automation with genuine hospitality, you can focus more on what truly matters — creating unforgettable stays and growing your business.

Ready to see how Hostaway can transform your Airbnb guest messaging and overall operations? Schedule a free demo today and discover how you can save time, delight guests and scale your hosting business with ease.

FAQs

1. What are Airbnb guest messaging templates?

Airbnb guest messaging templates are prewritten, saved messages that hosts can use for common guest communication scenarios, such as booking confirmations, check-in instructions, mid-stay check-ups and check-out reminders. They help ensure clear, consistent communication and save hosts time by reducing repetitive typing.

2. Why should I use messaging templates as an Airbnb host?

Using templates frees up your time, ensures all guests receive important information and helps you maintain a high response rate. Clear and timely communication also improves guest satisfaction, encourages positive reviews and can help you achieve Superhost status.

3. What types of messages should I have templates for?

Essential templates include booking confirmation, pre check-in, check-in/welcome instructions, mid-stay check-up, noise complaint response, check-out reminder and guest review request. These cover the main touchpoints of a guest's stay and help streamline your communications.

4. How do messaging templates help improve my Airbnb reviews and search ranking?

Consistent and friendly communication makes guests feel valued and well-informed, which leads to better reviews. Fast response times, enabled by templates, also boost your listing's visibility in Airbnb search results.

5. How does Hostaway support Airbnb guest messaging?

Hostaway allows you to automate all guest communication across multiple channels and listings. You can set triggers, schedule messages, customize templates and even use AI-powered integrations like ChatGPT to further streamline and personalize your messaging — saving you time and ensuring every guest receives prompt, professional communication.