15 Essential Airbnb Message Template Examples for Hosts

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Updated: May 13, 2021

Author: Benjamin Harty

Hi, I'm Benjamin, Digital Media Strategist for Skyline STR. I have been involved in content creation for over a decade and love helping people develop strategies to grow their business. My wife and I are AirBnB photographers that are experienced in rental arbitrage and hosting on the platform.

SkylineSTR.com is a participant in several affiliate programs and may be compensated for referring traffic and business to these companies at no additional cost to you.

I know it’s not easy to put on a happy face and send your guests off into the world with a heartfelt goodbye. But you should!

As an Airbnb host, superb communication is key to getting a good review and return visitors. That’s why if you haven’t been utilizing message templates, you may have been missing out. By using templates, you can easily communicate with your visitors without worrying about what to say.

Essential Airbnb message templates for hosts should welcome guests and include information to optimize their stay, such as booking confirmation details, pre-arrival steps, and review reminders. These automated messages can boost communication between hosts and guests, and show customer appreciation.

If you want to make sure that your Airbnb listing is successful, then you need to remember these 15 essential Airbnb message templates for hosts. They’ll cover everything from what to say before they check in, all the way through checkout reminders.

Learn more about creating effective messages on Airbnb by watching our video below:

Ensure You’ve Activated Automated Messages

I know it feels like cheating, but who doesn’t like a little automation in their business? Especially if it helps save you time and energy?

I’ll show you how to set up Airbnb messages that will automatically send at the right times.

Luckily, Airbnb provides the ability to send pre-booking messages automatically. To turn this feature on, you’ll need to follow these steps:

  1. Head to your hosting inbox.
  2. Click on the left folder menu.
  3. Click on scheduled messages.
  4. Click on + new message.
  5. Input the message and select which action the message should be triggered.
  6. Save the template, and it should automatically be turned on.

Templates can be edited at a different time.

If you find them too tedious, you can alternatively type out messages and copy-and-paste them into Airbnb’s messaging system. However, automatic messages just take a layer of stress off of your job as a host and make things significantly easier.

Send a Pre-Booking Message as an Introduction

One of the best message templates for hosts is sending a pre-booking message. This gives you an opportunity to introduce yourself and your home, as well as thank the guest in advance for booking with you.

This email should be sent at least 24 hours before they’re expected to arrive so that there’s plenty of time for communication if something changes or the guest has additional questions.

The pre-booking message is sent to guests who book using the instant book feature.

During this time, your automatic message will be sent if you’ve changed your automatic messaging to being on.

In this message, you should remind the guests to read through the house rules and confirm that they agree. Additionally, write a brief sentence or two telling them to ask or contact you about any questions or concerns.

Here is an example of two pre-book message:

Thank you for taking the time to click on my Airbnb listing! We’d appreciate it if you took the time to check out the listed house rules. If you have any questions or concerns, feel free to reach out to us. We look forward to hosting you!”

“We appreciate that you considered our Airbnb listing! Feel free to contact us on how we can improve your stay. Also, please take a moment to review our house rules. Can’t wait to host you, thanks!”

The pre-booking message serves as a method to entice guests to keep their reservations.

You also want the guest to feel like they’re comfortable with you before they check in. This way, you two have built up a bit of trust, and further communication will seem more manageable.

Use a Booking Confirmation Message for Reassurance

A booking confirmation message is sent out to guests who actually book a reservation.

The first contact with a guest is crucial to making an excellent first impression and setting the tone for their entire stay.

A booking confirmation message is an opportunity to congratulate them on their successful reservation, and reassure them that they’re staying with a good Airbnb host.

At this time, you’ll want to reach out with a message to show you’re an attentive and professional Airbnb host. 

In this message, thank your guest for booking a reservation. Also, express your delight at having them visiting, and any helpful information that may make their visit more enjoyable.

Here are a few examples of booking confirmation messages:

Hi ___. Thank you so much for choosing to stay with us! We’ll send you more information about check-in when your reservation date is sooner. In the meantime, if you feel like you have any questions or concerns, feel free to let us know, and we will do our best to accommodate you.”

“Hello ___. We’re so happy that you’ll be staying with us! A separate message will be sent your way once your reservation date is closer. If there is anything you need prior, we are glad to make any changes to make your visit as nice as possible. Thanks!”

The purpose of booking confirmation is to touch bases with your guest and to make a good impression.

These are the messages that matter most, as this will set up the rest of how your guest views you. Making a good first impression goes a long way when it comes to the rest of the guest’s stay.

Drop a Pre-Arrival Message To Prepare Guests’ Stay

As the reservation date draws near, you’ll want to send out another pre-arrival message.

This should be sent at least 36-72 hours before the guest will check-in. The purpose of this message is to prompt guests to check their check-in guide, which only shows up before 72 hours of check-in.

Here are two types of messages you can send for pre-arrival:

“Hello ___, thank you for booking your stay with us. Please check out this link to access the check-in guide. Look over the instructions carefully and let us know if you have any problems. Thanks!”

“Dear Guest, thanks for choosing to stay at our Airbnb. Here is a link to access the Check-in Guide. Please take a look at it and read over the instructions. If you run into any trouble, please contact us, and we’ll do our best to help.”

Sometimes hosts run into issues during the pre-booking phase. Plans change, accommodations may need to be tweaked, etc.

During this time, you’ll benefit from reaching out to your guest and get a rundown of who’s staying at your place. It will also explain why they are staying and what to expect in terms of their stay.

Send a Check-Up Message for a Smooth Arrival

A check-up message isn’t mandatory, but it can help you touch base with your guests on any concerns they have during their stay.

Some guests don’t like to be bothered, so it’s best to send these based on past replies. That being said, a check-up message shows that you’re thoughtful and care about giving them the best experience during their stay at your place. 

Plus, it also highlights a simplified version of what you have listed on your House Manual.

Many guests don’t bother to read through every little detail of a listing. Giving them a simplified version and a reminder can help prompt them to follow listed rules and regulations.

Here are two good examples of check-up messages:

Hello ___, I just wanted to check in on you and give you a bit more information about your stay. Feel free to check in any time between (insert time) on (insert date). If you need an earlier check-in time, please let us know ahead of time, and we will try our best to accommodate you.

Location: (insert location/address)

How to get to Location: (give a brief description)

Key/Code: The access code for the door is _____. The key is located near _____. 

As for parking, please park in the parking space labeled _____. It is near _____.

The wifi password is ____. Please contact us if you have any other troubles connecting to the wifi.

Here is the link to the house rules. Please read over them and get back to us when you can.

Hi ____. Thanks for choosing to stay with us for your visit! Before checking in, we’d like to provide you some basic information about your stay. The scheduled check-in time is (insert time) on (insert date). Please contact us if you need accommodations for a check-in time, and we will do our best to accommodate your schedule. (alternatively, you can direct them to a cafe, bar, restaurant, or activity they can do until the Airbnb is ready).

To find the location, head on ___ and turn on ____, then the unit will be located on your ____. From there, please park in the parking lot ____ marked unit ____. The code to the building is ___, and if you have any troubles, please reach out to us ASAP.

Once you’re check-in, the wifi password is ____ and is written on ____ in the rental. Please let us know if there is anything else we can help you with, and we hope you enjoy your stay!

The check-up message can be helpful as it can clear up any misunderstandings.

Many guests are traveling and may have overlooked certain aspects of their stay which can come as a surprise if they were expecting something different.

Providing a reminder that is in simplified form can help take some stress off their travels. Additionally, it lets them know the quickest route to the place to get comfortable and relaxed once they arrive.

Drop an After Check-In Message To Gauge Comfort

An after check-in message isn’t necessary, but it shows that you care.

Checking in to see how your guest is doing can help ensure they have everything they need during their stay and gives your guests an opportunity to ask for specific things that they may not bother to request but would reflect in your review.

It also ensures that they’ve correctly done check-in and are comfortable for their stay. Craft your message and send it a day after check-in, preferably during the day.

A short, but polite after check-in message should be sufficient to ensure that your guests have had a comfortable stay at your Airbnb listing. Here are two examples of after-check in messages:

Hello ___, we’re checking in to see if check-in went smoothly. If you need anything, feel free to let us know to make your stay more enjoyable. Any questions or concerns, or even recommendations on local activities, eateries, etc., we can give you a list of surrounding activities.”

“Hi ___, I hope your day is going well and that you had no troubles checking in the other day. Let us know if there is anything you need, as we’d be more than happy to help. If you have any questions or concerns or just want some knowledge of the local area, please reach out. Thanks!”

At this time, you’ll benefit from checking in with your guest because they may have found issues with the listing or may need a few things.

It happens when cleaning crews may not have done a good job or that some supplies were listed in and are now diminished. Touching base with your guest the day after gives them time to explore the Airbnb and figure out if they need anything during their stay.

Use a Night Before Check-Out Message as a Reminder

The purpose of a night before check-out message is to inform your guest of check-out instructions and to thank them for choosing to stay at your Airbnb.

Some information may include where they can leave keys, how to lock the padlocked door, and if they should clean up after themselves.

Let’s be honest; many guests don’t carefully read over the house rules or the house manual. Hence, giving them a brief rundown of what to do for check-out can be more convenient.

We have found this to be a critical step in ensuring that guests actually check out on time so we can get in and clean before the next guest arrives.

You should take this time to refer them to the House manual and the ‘check-out’ section. Additionally, summarize what you’d like them to do as it helps quicken the process.

Here are two types of the night before check-out messages:

“____, I hope that you’ve had a great visit and have enjoyed your stay. To help prepare you for check-out, we suggest going over the House Manual for the check-out procedure. To sum up, what you’ll need to do, here is a quick checklist:

Check out is at (time)
Please (insert reason)
Also, (insert reason #2)
Then please (insert reason #3)

Thank you so much for your stay!

Dear ____, thank you so much for staying with us. We’re sad to see you leave, but we hope you choose to stay with us again. Please remember that check-out is at (time), and we’d appreciate it if you can do (list reason #1), (list reason #2), and (list reason #3). These are just standard check-out procedures that are listed under the House Manual under ‘check-out.’ If you have any questions, please contact us!

The purpose of this message is to give guests a rundown version of what you expect. This prompts them to be more likely to follow through with check-out regulations.

Giving them a reminder can also help them adjust their check-out time accordingly – especially if they need to do specific tasks before leaving.

Send a Post-Check-Out Message To Show Appreciation

Touching base with your guest after they’ve left influences a few different factors.

Firstly, it gives you a chance to address any issues that may have happened during check-out. Secondly, you can get valuable feedback on their stay and see if you need to adjust anything to make future guests’ stays better. 

Reaching out and showing that you care about the guest can cause them to consider you for future bookings.

Plus, they may also be more inclined to give your place a good recommendation to any of their friends or family. That being said, the post-check-out message should be short and straightforward.

Here are two examples of short yet simple post-check-out messages:

Hello ____, thank you so much again for choosing to stay with us! You left the place in perfect condition, and we’d love to host you again. We’ve gone ahead and given you a five-star review and hope to hear from you again someday.”

“Thank you ____ for following the check-out directions. We’d like to check into you one last time and get any suggestions on the feedback of what we could do better. We’ve gone ahead and given you a five-star review as you were (list a reason), and we’d love to get the chance to host you again in the future.”

The purpose of this message is to get feedback on guest’s experiences. Hearing suggestions before they review you also gives you a chance to address any issues.

This could lead to a less harsh review if things didn’t go exactly as planned. Many hosts undervalue this step because it doesn’t seem important until you see how much of a difference it can make.

Deliver a Review Reminder Message for Feedback

The last message you should send is a prompt to leave a review. As you may know, a review can make or break any business. So, getting a good review from guests can help lead to future bookings.

However, if you feel like your guest might be negative, then no review is better than a bad one.

Airbnb guests have 14 days after the day of check-out to leave a review. That being said, you don’t want to wait too long to send this message. It’s okay to give them a few days, but you will want to send the reminder after a week.

Here is a template of what a quick review reminder message should look like:

Hi ____, 

Yet again, thank you so much for staying with us! If you liked your visit, we’d really appreciate a review. Reviews help us maintain our Superhost status on Airbnb, and we’d be overjoyed if you took a moment to review us. Thanks again!”

Reviews are the key to success on Airbnb.

Airbnb themselves will prompt the guest that they have a certain time left to leave a review, but asking them yourself will get more responses.

Messaging can seem like a hassle, but we assure you that it’s vital if you want to host more clients in the future. 

Final Thoughts

As you can see, message templates are a great way to sound friendly and respectful while still getting your point across.

It can be tiring to write out each message to every single guest. Hence, templates can save you time and make communicating with the guest simpler.

Plus, hosts who utilize Airbnb message templates tend to receive higher-rated reviews.

While one or two reviews may not seem like they do much, a handful of five-star reviews can give you Superhost status. That’s why we hope you learn how to use and utilize Airbnb message templates.

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