By Ryan Drew | Superhost and Vacation Rental Expert | Last Updated January 29, 2025
When I started hosting on Airbnb, I was overwhelmed by the number of things to manage, especially when it came to communicating with guests. To make the process smoother, I found several useful Airbnb message templates that I now use consistently. Below, I’ve outlined essential message templates for multi-day stays. If you’re hosting guests for just one night, simply omit the “After Check-In” message.
1. Pre-Booking Message: Set the Tone Early
One of the best ways to start your guest experience is with a clear pre-booking message. This is especially useful if you’re using the Instant Book feature on Airbnb. A great pre-booking message gives guests a quick impression of what they can expect, and sets the stage for smooth communication.
Here’s an example:
“Thank you so much for considering my Airbnb! Please take a moment to review my house rules and message me if you have any questions or concerns. I’m looking forward to hosting you!”
Your Name
This message is an opportunity to reiterate important rules, highlight any additional fees (like a security deposit), and provide essential instructions that might help avoid any misunderstandings later.
If you don’t use Instant Booking, you can still send a pre-booking message manually, but consider using third-party management software. These tools automate many tasks, including sending pre-booking messages once a guest reaches out.
2. Pre-Arrival Message: Prepare for a Smooth Check-In
Send your pre-arrival message 36-72 hours before the guest’s check-in date. Airbnb doesn’t automatically send out check-in instructions, so it’s essential that you send this message proactively. To make it easy, include a link to your check-in guide, which should include details like your lockbox location, address, and entry instructions.
Here’s a sample:
“Hi [Guest Name], thanks for booking! Please click the link below to access your check-in guide. If you have any questions, feel free to reach out.
[Insert Check-In Guide Link]
Looking forward to hosting you!”
Your Name
The check-in guide link is easily generated within the Airbnb app. Simply click on the key icon in your message box to insert the link to your check-in details.
3. After Check-In Message: Ensure a Smooth Start
If you haven’t heard from your guest yet, send them a quick check-in message the day after they arrive. A simple message lets guests know you’re there to support them, ensuring they feel comfortable and cared for.
Here’s a message you can send:
“Hi [Guest Name], I hope your check-in went smoothly! Please let me know if there’s anything I can do to make your stay more comfortable. Don’t hesitate to reach out.”
Your Name
This small gesture not only shows that you care, but it can also help you catch any issues early (like problems with Wi-Fi or appliances), preventing bad reviews later.
4. Night Before Check-Out Message: Offer Clear Instructions
As your guest’s stay nears its end, it’s helpful to send a check-out message. Most guests don’t read the house manual closely, so it’s essential to provide clear instructions the night before they leave.
Here’s a sample:
“Hi [Guest Name], I hope you’ve had a great stay! As you prepare to check out tomorrow, here are the instructions:
- Please load dirty dishes into the dishwasher (dish detergent is under the sink).
- Leave bed linens on the bed; our cleaner will take care of the rest.
- Leave the keys on the dining room table.
- Be sure to lock all doors and windows.
Thank you for being a wonderful guest!”
Your Name
Including check-out instructions like these helps guests leave without confusion and ensures a smoother turnover for you.
5. Final Message: Request Feedback and Express Gratitude
Send a final message a few days after your guest checks out. This is the perfect opportunity to thank them for their stay, ask for feedback, and encourage them to return.
Here’s an example:
“Hi [Guest Name], thank you so much for staying! It was a pleasure hosting you. My cleaner mentioned that you left the place in excellent condition, and I really appreciate that! If you have any feedback, feel free to share—it helps me improve. I hope you’ll stay again soon!”
Your Name
This final note helps build rapport and shows your appreciation, which can lead to positive reviews.
6. Saved Responses: Automate Your Messaging
To save time, Airbnb allows you to create “Saved Responses” that you can quickly send to guests. Simply click on the document icon below your message box, and you can store all your frequently used messages for easy access.
By using this feature, you can send personalized messages with just a few clicks, allowing you to focus more on your guests’ experience rather than spending time typing out responses.
7. Airbnb Automated Messaging Services: Save Time and Effort
If you’re managing multiple properties or just want to automate your messages further, several third-party tools can help you. These tools can automate check-in instructions, follow-up messages, and more.
Here are some options:
- iGMS: Free for one property, iGMS allows you to automate messages and even notify your cleaner when a new booking is made.
- Wheelhouse: A smart pricing tool that also offers automated messaging to save you time.
- Uplisting: Another great management platform that lets you automate guest communications and notifications for cleaning.
These services can help you manage your Airbnb more efficiently, saving you time while maintaining a personal touch with your guests.
Key Takeaways
- Personalize Messages: Always make your messages feel personal and tailored to each guest. Even if you use templates, a personal touch goes a long way.
- Stay Proactive: Sending messages before, during, and after a guest’s stay shows that you care and are on top of things. It can also help avoid issues that might arise.
- Automate Smartly: Use Saved Responses and third-party services to automate routine messages, but ensure that you still maintain a personal connection with your guests.
