Airbnb Guest Message Templates for Every Stage of the Stay

Airbnb guest message templates are pre-written messages you send at key moments during the booking lifecycle: confirmation, pre-arrival, check-in, mid-stay, checkout, and post-stay. Using templates saves you from writing the same information dozens of times per month and ensures every guest gets consistent, clear communication regardless of how busy you are.

Most hosts start by typing each message from scratch. That works for 1 property with 3 bookings per month. At 5 properties with 15 bookings per month, you are either automating your messages or spending hours per week on repetitive typing. The good news: Airbnb's Scheduled Messages feature lets you set up all six messages once and have them fire automatically for every booking at no cost.

This guide gives you copy-paste templates for each stage of the guest journey, explains when to send each one, and covers how to set up automation so you never think about it again.

What Are the Six Messages Every Airbnb Host Needs?

Every Airbnb host needs six messages that cover the complete guest journey from booking to departure. Each message serves a specific operational purpose beyond just being friendly.

Message 1: Booking Confirmation

When: Immediately after booking is confirmed Trigger: Reservation confirmed

This message sets the tone for the entire stay. Keep it warm, brief, and forward-looking. Do not dump every piece of information here. The guest just booked and does not need the door code yet.

Template:

Hi [Guest Name],

Thank you for booking [Property Name]! We are excited to host you.

I will send you all the details you need (directions, parking, door code, Wi-Fi) a couple of days before your arrival on [check-in date]. In the meantime, feel free to message me with any questions about the area or your trip.

Looking forward to your stay!

[Your Name]

Why this works: It confirms the booking, tells the guest when to expect the important details (so they don't ask), and opens the door for questions. Under 80 words.

Message 2: Pre-Arrival Details

When: 2-3 days before check-in Trigger: 2 days before check-in

This is your longest message. It contains everything the guest needs to plan their arrival. But "longest" still means under 150 words.

Template:

Hi [Guest Name],

Your stay at [Property Name] is coming up! Here is everything you need for a smooth arrival.

Address: [Full address]

Parking: [Specific instructions, e.g., "Park in the driveway. Space for 2 vehicles."]

Check-in time: [Time, e.g., "3:00 PM or later"]

Door code: I will send your access code on check-in day.

Directions note: [Any tricky navigation detail, e.g., "Turn left at the blue mailbox. GPS sometimes routes you past the driveway."]

I have put together a welcome guide with Wi-Fi, house rules, local restaurant picks, and checkout details. You can find it here: [link to digital welcome book] or on the kitchen counter when you arrive.

See you soon!

[Your Name]

For a complete welcome guide template, see our Airbnb welcome book guide.

Message 3: Check-In Day

When: Morning of check-in day (around 10 AM) Trigger: Check-in day

This is the message guests look for when they are driving to your property. It needs to be short, scannable, and contain the door code.

Template:

Hi [Guest Name],

Your property is ready! Here is your access info:

Door code: [Code] Wi-Fi network: [Network name] Wi-Fi password: [Password]

When you arrive, [any specific entry instruction, e.g., "enter the code on the keypad and push the door handle down"]. The [welcome book / printed guide] is on the kitchen counter with house rules, local recommendations, and checkout details.

Have a wonderful stay! Message me anytime if you need anything.

[Your Name]

Why this works: Three critical pieces of information (door code, Wi-Fi, entry instructions) are bolded and scannable. A guest sitting in their car in front of your property can find what they need in 5 seconds.

For more on setting up keyless entry, see our smart lock guide for Airbnb.

Message 4: Mid-Stay Check-In

When: Day 2 of the stay (skip for 1-night stays) Trigger: 1 day after check-in

This short message serves two purposes: it catches real problems you can fix before checkout, and it creates a message record showing you were responsive (useful if a dispute arises later).

Template:

Hi [Guest Name],

Just checking in. Is everything going well at [Property Name]? Let me know if there is anything I can help with or if you need any local recommendations.

[Your Name]

Why this works: Under 30 words. Does not overwhelm. If the guest responds with "Everything is great, thank you!" that message becomes evidence in your favor if they later file a complaint or leave an unfair review. For more on how to handle review disputes, see our guide on getting unfair Airbnb reviews removed.

Message 5: Checkout Reminder

When: Evening before checkout (around 5-6 PM) Trigger: 1 day before checkout

This is the most operationally important message because it directly affects your cleaner's turnover. A guest who reads this message checks out on time and follows the tasks. A guest who misses it stays late and leaves a mess.

Template:

Hi [Guest Name],

We hope you have had a great stay! Just a quick reminder that checkout is by [time] tomorrow.

Before you head out:

• Gather used towels and leave them in the bathtub
• Bag any trash and place it in the bin [location]
• Turn off lights, fans, and set the thermostat to [temp]
• Lock the door [specific instruction]

Thank you for staying with us. Safe travels!

[Your Name]

Why this works: Checkout time is stated clearly. Tasks are listed as bullet points that scan in 10 seconds. No excessive asks. For a full breakdown of what to include (and what to leave out), see our Airbnb checkout instructions guide.

This message also serves as the signal that triggers your cleaning workflow. When your guest reads this reminder, your cleaner should already know about tomorrow's turnover. GleamSync sends your cleaner automated notifications for every turnover with the exact checkout and check-in times, so you never need to separately text your cleaner after sending the checkout reminder. The two workflows (guest communication and cleaner coordination) run in parallel without manual overlap.

Message 6: Post-Stay / Review Request

When: 1 day after checkout Trigger: 1 day after checkout

This message thanks the guest and gently encourages a review without being pushy.

Template:

Hi [Guest Name],

Thank you for staying at [Property Name]! We hope you enjoyed your time in [area/city].

If you have a moment, we would really appreciate a review of your stay. Your feedback helps us improve and helps future guests know what to expect.

We hope to welcome you back sometime. Safe travels!

[Your Name]

Why this works: Grateful tone without begging. Mentions that reviews help future guests (gives them a reason beyond helping you). Does not offer incentives for reviews (this violates Airbnb's policy).

How Do You Set Up Automated Messages on Airbnb?

Airbnb's Scheduled Messages feature lets you create templates and assign automatic triggers so messages send without your involvement.

Step-by-step setup

1. Go to your Airbnb hosting dashboard
2. Navigate to Messaging (or Inbox)
3. Click Scheduled Messages (sometimes under "Messaging Settings")
4. Click Create a new scheduled message
5. Select the listing this template applies to (or apply to all listings)
6. Choose the trigger (Booking confirmed, Check-in day, 1 day before checkout, etc.)
7. Paste your template text
8. Use shortcodes to auto-insert guest name, check-in date, listing name, etc.
9. Save the message

Available Airbnb shortcodes

Airbnb lets you insert dynamic data into your templates using shortcodes:

• Guest first name (inserts the guest's first name)
• Listing name (inserts your property name)
• Check-in date and time
• Checkout date and time
• Confirmation code

These shortcodes mean you write one template and it personalizes automatically for every booking.

When you need more than Airbnb's built-in tools

Airbnb's Scheduled Messages work well for hosts managing properties only on Airbnb. If you list on both Airbnb and VRBO, you need to set up separate message templates on each platform, or use a cross-platform messaging tool like Hospitable ($29/month for 2 listings) that manages a unified inbox across both platforms.

For more on the full automation stack, see our guide on how to automate your Airbnb business.

How Do You Handle Messages for Difficult Situations?

Beyond the standard six messages, you will occasionally need templates for situations that require more careful wording.

Late checkout request (guest asks to stay longer)

Hi [Guest Name], thanks for reaching out! I would love to accommodate a late checkout, but we have a guest arriving this afternoon and our cleaning team needs the full window to prepare the property. Checkout by [time] would be a big help. If you need a few extra minutes (up to [30 min later]), that should be fine. Let me know!

Noise complaint from neighbors

Hi [Guest Name], I received a report about noise levels at the property. As a reminder, our quiet hours are [times] per our house rules. I would really appreciate it if you could bring the volume down. Thank you for understanding, and let me know if you have any questions.

Guest reports a problem during the stay

Hi [Guest Name], I am sorry to hear about that. I want to get this resolved for you as quickly as possible. [Specific action: "I am sending my maintenance contact over this afternoon" or "I have ordered a replacement and it will arrive tomorrow"]. In the meantime, [interim solution if applicable]. Please let me know if anything else comes up.

For more on handling guest disputes and scam attempts, see our guides on Airbnb guest scams and guest damage claims.

Frequently Asked Questions

How many scheduled messages can I create on Airbnb?

Airbnb does not impose a hard limit on scheduled messages. Most hosts use 5-7 templates covering the standard booking lifecycle. You can create different templates for different listings if your properties have unique instructions (different door codes, parking situations, or checkout procedures).

Should I use the same messages for Airbnb and VRBO?

The content can be identical, but you need to set them up separately on each platform since Airbnb's Scheduled Messages only work within Airbnb. VRBO has its own automated messaging system. If managing templates across both platforms is too much overhead, a cross-platform tool like Hospitable consolidates everything into one dashboard.

Will automated messages hurt my personal touch?

No. The templates are the starting point, not the ceiling. Shortcodes automatically insert the guest's name and booking details, which handles basic personalization. For guests who message you with specific questions or plans, respond personally outside the automated flow. The automation handles the routine so you have time for the personal.

What time of day should I send each message?

Booking confirmation: immediately (automated, no delay needed). Pre-arrival: morning, 2 days before check-in. Check-in day: 10 AM local time. Mid-stay: late morning, day 2. Checkout reminder: 5-6 PM the evening before. Post-stay: late morning, 1 day after checkout. Airbnb's Scheduled Messages let you set the trigger but not always the exact time, so the platform handles timing based on the event.

How do I handle messages for back-to-back bookings?

The same templates work for back-to-back bookings. The key difference is operational: when one guest checks out at 11 AM and another checks in at 3 PM, your cleaner needs to know about the tight turnaround. Your messages to the guest stay the same. Your cleaner's notification from GleamSync handles the operational side automatically by detecting the turnover window and alerting your cleaner with the exact times.

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Your Messages Handle the Guest. GleamSync Handles the Clean.

Automated guest messages ensure every guest gets the right information at the right time. Automated cleaning notifications ensure your cleaner always knows when to show up. Together, they make your hosting workflow fully hands-off from check-in to checkout.

Try GleamSync for $8/month per property, and keep the cleaner who already knows your place.

Start your free trial at gleamsync.com

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Related reading:

• Airbnb Checkout Instructions: What Every Host Should Include
• The Complete Airbnb Welcome Book Template
• How to Become an Airbnb Superhost
• How to Get an Unfair Airbnb Review Removed
• Airbnb Guest Scams: How Hosts Get Tricked Into Giving Refunds
• How to Automate Your Airbnb Business
• Best Smart Locks for Airbnb
• Why I Built GleamSync