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Airbnb Message Templates: 8 Guest Messages to Copy, Schedule and Stop Retyping

Nightly Profit · October 21, 2026 · 4 min read

If you host more than a few stays a month, you're probably typing the same messages over and over: thanks for booking, here's how to get in, how's everything going, please don't forget the keys. Each one takes two minutes, but across a busy month that adds up to hours, and the one you forget to send is the one that leads to a 10 PM phone call. A small set of templates, sent at the right moments, fixes both problems. Here are the eight messages most hosts need, when to send them, and examples you can copy.

Why templates beat writing from scratch

• Guests ask fewer questions. Most mid-stay messages ("what's the Wi-Fi?", "where do we park?") are answered by a check-in message that arrives at the right time.
• Nothing gets forgotten. A schedule means every guest gets the same information, whether you're on vacation or juggling three turnovers.
• You sound like yourself. Writing a template once, carefully, usually reads better than a rushed message typed in a parking lot.

Most platforms and channel managers let you save quick replies and schedule them relative to check-in and check-out. Write the templates once, add placeholders for the guest's name and dates, and let the schedule do the rest.

The messaging schedule at a glance

1. Booking confirmed

Keep it short. The guest just paid and wants to know they're in good hands.

Hi [Guest name], thanks for booking [Property name] for [dates]! We're looking forward to hosting you. I'll send full check-in details closer to your stay. In the meantime, is there anything that would make your trip easier, like an early arrival, a crib or a special occasion we should know about?

[Your name]

2. One week before arrival

This one catches problems early: wrong dates, more guests than booked, or someone arriving at midnight.

Hi [Guest name], your stay at [Property name] is one week away. A few quick things: check-in is from [time] and check-out is by [time]. Parking is [details]. If your arrival time or number of guests has changed, just reply here and let me know. I'll send door instructions on the morning of your arrival.

3. Check-in instructions

This is the most important message you send. Put everything a tired guest needs in one place, in the order they'll need it.

Hi [Guest name], welcome day! Here's everything you need:

• Address: [address]
• Parking: [where to park]
• Entry: [how to get in; codes are best sent here, not in your public listing]
• Wi-Fi: [network] / [password]
• House guide: [where to find it]

If anything isn't right when you arrive, message me here and I'll sort it out quickly.

4. First-morning check-in

Hosts often skip this one, which is a mistake. A small problem reported on day one (a slow drain, a missing towel) is easy to fix. The same problem discovered in the review is not.

Good morning [Guest name]! Just checking that you settled in well and have everything you need. If anything isn't working or you're missing something, let me know and I'll take care of it.

5. Check-out reminder

Make check-out easy and list only what genuinely matters. Long chore lists are one of the most common complaints in guest reviews.

Hi [Guest name], hope you've enjoyed your stay! Check-out is tomorrow by [time]. Before you go, please [2–3 short items: e.g. start the dishwasher, take out trash, lock the door]. No need to strip the beds. Safe travels!

6. Thank you

Thanks so much for staying with us, [Guest name]. It was a pleasure hosting you, and we'd love to welcome you back any time.

7. Review request

Ask politely, once, and never offer anything in exchange for a review or ask for a specific star rating; platforms generally don't allow it. A simple, honest request works best:

If you have a moment, a review helps other travellers know what to expect, and helps a small host like us a lot. Thank you again!

8. When something goes wrong

Don't automate this one. Reply fast, acknowledge the problem, say what you'll do and by when, then follow up when it's fixed. A short, calm reply ("I'm sorry about the hot water. My plumber can be there by 2 PM today and I'll message you as soon as it's done") turns many bad stays into fair reviews.

Tips that make templates sound human

• Use the guest's name and your first name. It's the easiest way to stop a template feeling like a template.
• Write for a phone screen. Short paragraphs, the key fact first.
• Keep payments and contact details on the platform where its rules require it.
• Review the set every season. Update parking notes, seasonal amenities (hot tub, fireplace) and local tips.

Track the stays behind the messages

Templates handle the guest side. If you'd also like to see what each stay actually earned after cleaning and platform fees, our free Turnover Checklist + Pricing Sanity Check PDF (sign up on our homepage) is a good place to start.

General information, not tax, legal or financial advice. Any figures in examples are made up to illustrate the math. Nightly Profit is not affiliated with Airbnb, Vrbo or Booking.com.