Airbnb Guest Message Templates: 8 Copy-and-Paste Messages for Every Stay

Good communication is one of the five star-rating categories on Airbnb, and it is the easiest one to win. Guests do not expect poetry. They expect fast, clear, friendly replies and the right information at the right moment. The trick is to write your core messages once and reuse them, changing only the name and the details.

Here are eight templates that cover a normal stay. Replace the text in [brackets] with your own details.

1. Booking confirmation (send within an hour)

Hi [Name], thank you for booking [Property name] for [dates]! I'm [Host name] and I'll be your host. I'll send full check-in details [2 days] before you arrive. If you have any questions in the meantime, just message me here. What time do you expect to arrive?

2. Pre-arrival check-in instructions (2 days before)

Hi [Name], your stay starts soon! Check-in is from [time]. The address is [address]. [Parking info]. The door code is [code] (it becomes active at check-in time). The Wi-Fi name and password are on the fridge and in the guest guide. Message me if anything is unclear when you arrive.

3. Arrival-day message

Hi [Name], the place is ready for you. The entry steps are simple: [step 1], [step 2]. Let me know once you're in so I know you've arrived safely. Safe travels!

4. First-evening check-in (a few hours after arrival)

Hi [Name], I hope you're settling in well. Is everything as you expected? If anything is missing or not working, tell me now and I'll fix it quickly.

This single message prevents most bad reviews, because guests who have a problem tell you privately instead of telling the public later.

5. Mid-stay check-in (for stays of 4+ nights)

Hi [Name], just checking you have everything you need. If you'd like local ideas, my favourite [cafe / park / market] is [name], about [time] away.

6. Checkout reminder (evening before)

Hi [Name], a quick reminder that checkout is at [time] tomorrow. Before you leave, please: [turn off lights and heating], [put used towels in the bath], [lock the door and leave the key in the lockbox]. Thank you for taking care of the place, and safe travels home.

7. Thank-you and review request (after checkout)

Hi [Name], thank you for staying with us! It was a pleasure hosting you. If you enjoyed your stay, a review would help other travellers a lot, and I'll be leaving you a great review as well. You're welcome back any time.

8. Handling a complaint

Hi [Name], thank you for telling me, and I'm sorry about that. Here is what I can do right now: [fix / replacement / time]. I'll update you by [time].

Notice the structure: thank, apologise once, offer a concrete next step, give a time. Do not argue and do not over-explain.

Tips for better host messages

Reply fast. Aim for under one hour in the daytime. Airbnb also tracks your response rate.
Use the guest's name. It takes two seconds and makes templates feel personal.
Keep one clear action per message. Do not bury the door code in a long paragraph.
Put key facts in a guide as well. Wi-Fi, parking and house rules should live in a printed or digital guide, not only in chat.
Save templates in Airbnb's saved messages or in a notes app so you can paste them in seconds.

Want 28 ready-made messages instead of 8?

I put together a printable Host Message Kit with 28 guest messages (booking, check-in, issues, review requests and more), plus checklists and logs. It is my own product, so treat this as a disclosure. If you also want the printed guest-facing side, my Vacation Rental Guest Book printable and Cleaning & Turnover Log work alongside it, and everything is listed on the shop page.

For the full picture of hosting from listing to reviews, see my Kindle book, the First-Time Airbnb Host Handbook (also my own). As an Amazon Associate I earn from qualifying purchases.