Most Airbnb message templates are copied from the same three blog posts, reworded slightly, and pasted into inboxes across thousands of properties. Guests notice. A message that opens with "Dear Guest, we are so excited to welcome you" and closes with a door code buried in paragraph four is not a template that earns five-star reviews. This guide gives you 50 ready-to-use templates organized by scenario, plus the formatting rules that separate the messages guests actually read from the ones that generate follow-up questions at 11 PM.
Why Most Airbnb Message Templates Fall Flat (And How to Fix Them)
The problem with generic templates is not that they are automated. It is that they are incomplete. A guest books your three-bedroom cabin in the Smokies, and you send them a confirmation that says "check-in details will follow." They still have to ask about parking. They still have to ask about the door code. The template saved you nothing and created two more messages.
The second mistake is confusing speed with quality. Airbnb data shows hosts who respond within one hour are three times more likely to maintain Superhost status. But speed without substance produces the "felt like a hotel" reviews that average three stars. Guests want to feel like a real person is hosting them, not a ticketing system.
The fix is a three-layer structure for every template:
- Base template (the message scaffold that works for every booking)
- Property variable fields (door code, parking, WiFi, specific quirks of that property)
- One personalized sentence pulled from reservation data (arrival date, group size, or occasion)
A message that says "Your hot tub is freshly serviced and ready for Saturday's arrival" takes ten seconds to add and converts inquiries to bookings at twice the rate of generic replies, according to STR industry surveys. That one line is the difference between a template and a message that sounds like you wrote it.
Pre-Booking Message Templates (Inquiry Stage)
Before someone books, your messages are doing sales work. The goal is to answer their question, surface the right selling points, and make booking feel like the obvious next step.
Template 1: Responding to a booking inquiry
Hi [GUEST_NAME], thanks for your interest in [PROPERTY_NAME]. We are available for your dates and would love to host you. A few things that make [PROPERTY_NAME] a good fit for your trip: [SELLING_POINT_1], [SELLING_POINT_2], and [SELLING_POINT_3]. Feel free to book directly or ask any questions before you do. Looking forward to having you.
Template 2: Handling a discount request
Hi [GUEST_NAME], I appreciate you reaching out. Our pricing reflects [brief reason: peak season, recent renovation, etc.], so I am not able to adjust the rate. What I can offer: [early check-in if available / a digital local guidebook with restaurant picks / a welcome basket]. Happy to get that set up for you if you'd like to move forward.
Template 3: Flagging a house rule issue before booking
Hi [GUEST_NAME], before you confirm, I want to make sure [PROPERTY_NAME] is the right fit. Our home is [no-pet / max occupancy of X guests], and I noticed your inquiry mentioned [dogs / a larger group]. I want to be upfront rather than have any surprises on arrival. If your plans have flexibility, happy to chat.
Template 4: Same-day or next-day inquiry
Hi [GUEST_NAME], great timing. [PROPERTY_NAME] is available for tomorrow and our cleaner has confirmed the property will be fully turned over by [CHECK_IN_TIME]. Door code and full instructions will be sent the moment you book. Any questions before then?
Hosts who include a property-specific detail in their inquiry response convert at roughly twice the rate of those who send a generic "yes we're available" reply.
Booking Confirmation Message Templates (Post-Booking, Pre-Arrival)
Once someone books, your job shifts from sales to logistics. The goal is to give guests everything they need before they ask for it.
Template 5: Instant booking confirmation
Hi [GUEST_NAME], your booking for [PROPERTY_NAME] is confirmed. You are all set for [CHECK_IN_DATE]. I will send full check-in details, including your door code and parking instructions, about seven days before arrival. In the meantime, one thing to look forward to: [specific feature like the deck view, the fire pit, the walkability to downtown]. Reach out anytime with questions.
Template 6: 7-day pre-arrival message
Hi [GUEST_NAME], your stay at [PROPERTY_NAME] is one week away. Here is everything you need for a smooth arrival:
- Address: [FULL_ADDRESS]
- Check-in time: [CHECK_IN_TIME] (early check-in may be available, just ask by [DATE])
- Door code: [DOOR_CODE]
- Parking: [PARKING_INSTRUCTIONS]
- WiFi: Network: [WIFI_NAME] / Password: [WIFI_PASSWORD]
- Nearest grocery store: [STORE_NAME], [DISTANCE] from the property
- Questions or issues during your stay: Text or message me at [CONTACT_METHOD]
Full local recommendations are in the digital guidebook: [GUIDEBOOK_LINK]. See you [DAY_OF_WEEK].
Template 7: 48-hour pre-arrival reminder
Hi [GUEST_NAME], two days out. Your door code is [DOOR_CODE] and parking is [PARKING_INSTRUCTIONS]. Full guidebook is at [GUIDEBOOK_LINK]. Heads up: [WEATHER_NOTE if relevant, e.g., 'looks like rain Saturday morning so the path to the hot tub may be slippery']. Reach out if anything comes up.
Template 8: Day-of-arrival message
Good morning [GUEST_NAME]. [PROPERTY_NAME] is ready for you. Check-in is anytime after [CHECK_IN_TIME]. Your code: [DOOR_CODE]. Parking: [PARKING_INSTRUCTIONS]. Text me if you hit any snags on arrival. Enjoy your stay.
A property manager in Nashville handling 14 properties cut check-in day messages by 60% after switching from paragraph-format confirmations to numbered list templates with every variable pre-filled per property. The Hostfully integration makes this simpler by pulling reservation data directly into each message.
Check-In and First-Night Message Templates
The check-in window, typically 3 PM to 10 PM on arrival day, generates more guest messages than any other period. Based on Hostrexa inbox data across 500+ properties, this window accounts for roughly 40% of total trip messages. Most of those messages ask for information you could have sent already.
Template 9: Check-in welcome message
Hi [GUEST_NAME], welcome to [PROPERTY_NAME]. Hope the drive in was smooth. Let me know if you have any questions as you get settled. Enjoy your first night.
Template 10: Proactive WiFi and parking confirmation (for guests who have arrived but not messaged)
Hi [GUEST_NAME], just checking in. WiFi is [WIFI_NAME] / [WIFI_PASSWORD] and parking is [PARKING_INSTRUCTIONS] if you need a reminder. Everything working okay so far?
Template 11: Handling a check-in problem
Hi [GUEST_NAME], I am sorry you ran into that. [Acknowledge the specific issue, e.g., 'The door code should be [DOOR_CODE], if it is not working, try holding the button for 3 seconds before entering.']. If that does not resolve it, I am calling you in the next five minutes. [For cleaner delays: 'The property will be ready by [TIME]. I am offering a [COMPENSATION] for the inconvenience.'] Thank you for your patience.
Template 12: Late check-in (arrivals after 10 PM)
Hi [GUEST_NAME], your door code is [DOOR_CODE]. Parking is [PARKING_INSTRUCTIONS]. Everything is set up and ready. No need to message unless something is off. See you in the morning if you need anything.
The Nashville property manager community deals with high late-night arrival volume, especially on weekends, so having a short, reassuring template ready saves significant back-and-forth.
Mid-Stay Message Templates (The Overlooked Category)
Most hosts communicate at check-in and checkout and go quiet in between. That silence is a missed opportunity. A simple mid-stay message is the most skipped step that earns the most five-star review mentions.
Template 13: Mid-stay check-in (day 2 or 3 of a longer stay)
Hi [GUEST_NAME], just checking in mid-stay. Hoping [PROPERTY_NAME] has been treating you well. Anything you need or anything we can improve for the rest of your stay? Happy to help with local suggestions too if you have not figured out dinner yet.
Hosts who send a mid-stay check-in message receive five-star reviews 23% more often than those who only communicate at arrival and checkout, according to a 2023 Superhost community survey.
Template 14: Responding to a mid-stay maintenance complaint
Hi [GUEST_NAME], thank you for letting me know about [ISSUE]. I am on it. [Specific resolution: 'My plumber can be there by [TIME] tomorrow, does that window work for you?' OR 'I have a workaround: [specific fix or workaround].']. I want to make sure the rest of your stay is great. I am also going to [offer compensation if warranted] to make up for the inconvenience.
Template 15: Upsell for extended stays (late checkout offer)
Hi [GUEST_NAME], hope you are enjoying your stay. Quick note: the property is free until 4 PM on [CHECKOUT_DATE] if you would like a late checkout. I can offer it for [PRICE OR FREE]. Just let me know by [TIME] so I can adjust the cleaning schedule.
Template 16: House rule reminder
Hi [GUEST_NAME], thanks again for staying at [PROPERTY_NAME]. One quick note: [specific rule, e.g., 'our neighborhood has a noise ordinance after 10 PM, and I want to give you a heads up before it becomes an issue']. Appreciate you understanding. Everything else going well?
Checkout Message Templates That Earn the 5-Star Review
The checkout sequence is where five-star reviews are won or lost. Guests who leave having heard nothing since check-in are less likely to review, and less likely to review well.
Template 17: 24-hour checkout reminder
Hi [GUEST_NAME], just a reminder that checkout at [PROPERTY_NAME] is [CHECKOUT_TIME] tomorrow. A few things that help our cleaning team turn over quickly for the next guests:
- Lock the front door (the code will deactivate after checkout)
- Start the dishwasher if there are dirty dishes
- Leave used towels on the bathroom floor
- Trash bags go in [TRASH_LOCATION]
No need to strip the beds or do any cleaning beyond that. Thank you.
Template 18: Morning-of checkout message
Good morning [GUEST_NAME]. Checkout is at [CHECKOUT_TIME] today. Thank you for staying at [PROPERTY_NAME], it was genuinely great having you. Safe travels, and reach out if anything comes up before you head out.
Template 19: Post-checkout thank-you and review request
Hi [GUEST_NAME], hope you made it home safely. Thank you for taking such good care of [PROPERTY_NAME]. If you have a moment, sharing your experience on Airbnb helps future guests find the right fit and helps us keep improving. We would love to host you again.
Send this 2-4 hours after checkout, not immediately. The phrase "we would love to host you again" increases repeat booking rates by an estimated 18%, and repeat guests review at higher rates than first-time guests.
Template 20a: Late checkout approved
Hi [GUEST_NAME], no problem at all. You are welcome to stay until [APPROVED_TIME]. Just lock up when you leave and let me know if you need anything before then.
Template 20b: Late checkout declined
Hi [GUEST_NAME], I wish I could, but we have another group checking in at [CHECK_IN_TIME] and the cleaning team needs the full window. A few options if you need a place to leave your bags: [NEARBY_LUGGAGE_STORAGE or local option]. Thank you for understanding.
One important note: avoid writing "please leave us a 5-star review if you enjoyed your stay." Airbnb's guidelines discourage requesting specific star ratings and you risk a policy flag. Use indirect language instead. The Guesty integration lets you schedule these messages to send automatically at the right time without having to remember.
50 Fill-in-the-Blank Templates Organized by Scenario
The templates above cover the core flow. The full set of 50 covers every scenario you will run into across a real portfolio. Here they are, organized by category:
| # | Scenario | Send Timing | Key Variable Fields | Expected Outcome |
|---|---|---|---|---|
| 1 | Booking inquiry response | Within 1 hour of inquiry | [PROPERTY_NAME], [SELLING_POINTS] | Inquiry converts to booking |
| 2 | Discount request response | Within 2 hours | [REASON], [ALTERNATIVE_VALUE] | Guest books at full rate or declines gracefully |
| 3 | House rule flag pre-booking | Before booking confirmed | [RULE], [CONCERN] | Prevents mismatched booking |
| 4 | Same-day/next-day inquiry | Immediately | [CHECK_IN_TIME], [CLEANER_CONFIRMATION] | Guest books confidently |
| 5 | Instant booking confirmation | Auto, immediately | [PROPERTY_NAME], [CHECK_IN_DATE] | Guest feels welcomed, expectations set |
| 6 | 7-day pre-arrival | 7 days before check-in | [ADDRESS], [DOOR_CODE], [PARKING], [WIFI] | Eliminates day-of questions |
| 7 | 48-hour pre-arrival reminder | 2 days before check-in | [DOOR_CODE], [GUIDEBOOK_LINK], [WEATHER_NOTE] | Reduces arrival-day messages |
| 8 | Day-of-arrival confirmation | Morning of check-in | [CHECK_IN_TIME], [DOOR_CODE], [PARKING] | Reduces "is the property ready?" messages |
| 9 | Check-in welcome | When check-in window opens | [PROPERTY_NAME] | Guest feels acknowledged |
| 10 | Proactive WiFi/parking confirmation | 1-2 hours after expected arrival | [WIFI], [PARKING] | Prevents common first-night questions |
| 11 | Check-in problem response | Immediately on issue report | [ISSUE], [RESOLUTION], [TIMELINE] | De-escalates before review |
| 12 | Late check-in message | Evening of arrival (9-10 PM) | [DOOR_CODE], [PARKING] | Guest feels reassured arriving late |
| 13 | Mid-stay check-in | Day 2 or 3 of stay | [PROPERTY_NAME] | Increases 5-star review rate 23% |
| 14 | Mid-stay maintenance complaint | Immediately on complaint | [ISSUE], [RESOLUTION_TIME], [COMPENSATION] | Prevents review damage |
| 15 | Late checkout upsell | Day before checkout | [LATE_CHECKOUT_TIME], [PRICE] | Generates incremental revenue |
| 16 | House rule reminder | When issue is identified | [RULE], [SPECIFIC_SITUATION] | Enforces rule without triggering retaliation |
| 17 | 24-hour checkout reminder | 24 hours before checkout | [CHECKOUT_TIME], [INSTRUCTIONS] | Smooth turnover |
| 18 | Morning-of checkout | Morning of checkout day | [CHECKOUT_TIME] | Positive final impression |
| 19 | Post-checkout thank you + review request | 2-4 hours after checkout | [PROPERTY_NAME] | Review conversion |
| 20a | Late checkout approved | On guest request | [APPROVED_TIME] | Guest loyalty |
| 20b | Late checkout declined | On guest request | [CHECK_IN_TIME], [LUG |
FAQ
Can I use the same message templates for Airbnb and VRBO?
Yes, with minor adjustments. VRBO guests tend to be families booking longer stays, so they respond better to slightly more detailed pre-arrival instructions. The core templates work across both platforms, just replace platform-specific references like 'Airbnb message' with neutral language if you cross-post.
Does Airbnb allow automated guest messages?
Yes. Airbnb's own platform has a Scheduled Messages feature that supports basic automation. Third-party tools like Hostrexa go further by integrating with your PMS and using AI to draft replies to inbound guest questions, not just send scheduled reminders.
How do I ask guests for a 5-star review without sounding desperate?
The key is timing and framing. Send your review request 2-4 hours after checkout (not immediately), thank them for being great guests, and say something like 'Your feedback helps us improve for future guests.' Avoid mentioning star ratings directly, Airbnb's guidelines discourage pressuring guests for specific ratings.
What should I include in an Airbnb check-in message template?
Every check-in message needs six things: exact address, door/lockbox code, parking instructions, WiFi network and password, checkout time, and a contact method for urgent issues. Format it as a numbered list, not a paragraph, guests skim messages on mobile and will miss buried details.
How many Airbnb message templates do I actually need?
For a single property, 8-10 templates cover 90% of situations: inquiry response, booking confirmation, 7-day pre-arrival, day-of check-in, mid-stay check-in, checkout reminder, post-checkout review request, and 2-3 problem resolution templates. Multi-property managers need property-specific variables in each template or an AI tool that fills them automatically.