5 Message Templates Every Airbnb Host Should Use
It all begins with an idea.
Save time, improve communication, and earn more 5-star reviews with these essential messages.
One of the most powerful tools in your Airbnb hosting toolkit isn't your smart lock or your stylish decor—it's communication. Clear, consistent, and timely messaging can be the difference between a smooth guest experience and a stressful one—for both you and your guests.
That’s where message templates come in.
Whether you're managing one property or scaling a short-term rental business, having pre-written messages on hand helps you respond quickly, stay professional, and deliver a consistent guest experience every time. Here are five message templates every Airbnb host should have ready to go.
1. ✅ The Check-In Instructions Message
Check-in is the first real interaction your guest has with your property. A smooth, stress-free arrival sets the tone for their entire stay. That’s why this message is one of the most important.
This message should include:
Check-in time and entry method
Address and directions
Parking instructions
Wi-Fi credentials
Any unique quirks of your space (e.g., tricky locks, light switches)
Sample Template:
Subject: Your Check-In Instructions – [Property Name]
Hi [Guest First Name],
We’re so glad you’ve booked with us! Here are your check-in details for [Property Name]:
🕒 Check-in time: After [Time]
🔑 Entry code: [Code]
📍 Address: [Full Address]
🚗 Parking: [Instructions]
📶 Wi-Fi:Network: [Network Name]
Password: [Password]
If you have any questions before your arrival, just send us a message. We’re here to help!
2. 🕔 The Last-Minute Booking Response
Last-minute bookings can be a win—if you’re prepared. A quick, professional response helps reassure your guest and shows that you're on top of things. This is especially important if they’re arriving the same day or within hours.
Sample Template:
Subject: Welcome to [Property Name] – We're Getting Ready for You!
Hi [Guest First Name],
Thanks so much for your last-minute booking! We’re currently preparing everything for your stay and will send over check-in instructions shortly.
In the meantime, if you have any questions or specific needs, don’t hesitate to reach out. Safe travels—we look forward to hosting you!
3. 🌟 The Review Request Message
Many guests are happy to leave a great review, but simply forget. A friendly reminder can go a long way toward boosting your ratings.
Send this message 1–2 days after checkout, once the guest has had time to settle back in and reflect on their experience.
Sample Template:
Subject: Thanks for Staying – We’d Love Your Feedback!
Hi [Guest First Name],
It was such a pleasure having you at [Property Name]. We hope you had a relaxing and comfortable stay!
If you have a moment, we’d be so grateful if you could leave a quick review. It helps us improve and helps future guests know what to expect.
Thanks again and safe travels!
– [Your Name]
4. 🧼 The Reminder to Cleaners
Turnovers are the heartbeat of short-term rental hosting. Keeping your cleaning team informed ensures your space is spotless, restocked, and ready for the next guest.
Automating this message based on your calendar or using a property management system can save a ton of time.
Sample Template:
Subject: Cleaning Scheduled – [Date] for [Property Name]
Hi [Cleaner Name],
Just a heads up—guests will be checking out at [Time] on [Date] at [Property Name].
Please complete the standard clean and check for:
Missing or damaged items
Restocking supplies
Any maintenance issues
Let us know once you’re finished. Thanks so much for keeping everything in great shape!
5. 🛠 The Guest Problem Resolution Message
No matter how well you prepare, things can go wrong—a broken appliance, noisy neighbors, or a Wi-Fi outage. The way you respond can make or break your guest’s impression.
A quick, empathetic message that offers a solution is essential for diffusing frustration and preserving your rating.
Sample Template:
Subject: Apologies for the Inconvenience – We're on It
Hi [Guest First Name],
I’m really sorry to hear about the issue with [brief mention of issue]. I completely understand how this might be frustrating.
We’re already working on a solution: [mention your action plan or expected resolution time].
Please let us know if there’s anything else we can do to make your stay more comfortable—we’re here for you!
Final Thoughts
Great hosting isn’t just about amenities—it’s about the experience. And experience is shaped by communication.
By using these five Airbnb message templates, you’ll save yourself time, reduce stress, and create a more professional, reliable guest experience that earns more 5-star reviews.
Want to level up your hosting game even more? Consider automating these messages using Airbnb’s built-in tools or property management platforms like Hospitable, Guesty, or Hostaway.
How to Automate 80% of Your Airbnb Guest Communication
It all begins with an idea.
Save time, boost guest satisfaction, and never miss a message again with smart automation tools.
Running a short-term rental can quickly feel like a full-time job—especially when it comes to guest messaging. From booking confirmations to check-in instructions and review requests, the communication never stops.
The good news? You can automate around 80% of your Airbnb guest communication—without sacrificing a personal touch. In this guide, we’ll break down the tools, tips, and templates you need to streamline your hosting operations and create a seamless guest experience from booking to checkout.
Why Automate Guest Messaging?
Guest communication is essential—but it doesn’t have to be manual. Automating routine messages allows you to:
Respond instantly (even while you sleep)
Deliver consistent information
Reduce errors or forgotten details
Free up time to focus on cleaning, maintenance, and growing your business
The key is knowing what to automate—and how to keep it feeling human.
What You Can (and Should) Automate
Here are the most common Airbnb messages that can be automated:
Message TypeShould You Automate?NotesBooking Confirmation✅ YesInstant reassurance builds trustPre-Arrival Instructions✅ YesInclude check-in time, directions, Wi-FiMid-Stay Check-In✅ YesSimple “Hope all is well” messageCheckout Reminder✅ YesSend 24 hours before checkoutReview Request✅ YesSchedule for 1–2 days post-stayResponses to FAQs✅ Yes (with triggers)Use quick replies or auto-respondersGuest Problem Resolution❌ NoNeeds empathy and situational awarenessCustom Recommendations❌ NoBest when personalized to guest interests
Best Tools for Airbnb Automation
There are several great tools built specifically for short-term rental hosts looking to automate communications. Here are a few of the most popular:
🛠️ Hospitable (formerly Smartbnb)
Best for: Full-suite messaging automation with smart triggers
Sends personalized messages based on events (booking, check-in, etc.)
Responds to guest questions using AI and keywords
Integrates with Airbnb, Vrbo, Booking.com, and more
Pricing starts at ~$25/month per property
💬 Airbnb’s Scheduled Messages (Free Tool)
Best for: Beginners or single-listing hosts
Found inside Airbnb’s platform under “Messages > Scheduled”
Allows you to send timed messages for check-in, checkout, etc.
Limited customization, but a great free option
📲 Guesty for Hosts
Best for: Hosts managing 1–3 listings who want automation + calendar sync
Offers message automation, team coordination, and booking calendar
Available as an app for on-the-go hosting
Freemium model with optional upgrades
🤖 Your Own System (Google Sheets + Templates + Zapier)
Best for: DIYers or tech-savvy hosts
Use Zapier to trigger emails or texts
Store templates in Google Docs
More setup time, but low monthly cost
When to Automate vs. When to Personalize
Even the best automation can’t replace a thoughtful, human message in key moments. Here's a general rule of thumb:
Automate When:
You’re repeating the same info for every guest
Timing matters (e.g., pre-check-in reminders)
You're managing multiple properties or time zones
Personalize When:
A guest has a special request or complaint
Something goes wrong (e.g., Wi-Fi outage, maintenance)
You're recommending things to do in the area
The guest is celebrating something (anniversary, honeymoon, etc.)
Automated messages can be customized with variables like guest name, dates, or property names to feel personal, even when they’re sent automatically.
💡 Free Checklist: 7 Essential Messages to Automate
Want to get started fast? Here's a simple automation checklist you can follow:
1. Booking Confirmation Message
Send immediately after a guest books to thank them and confirm dates.
2. Pre-Check-In Message (1–2 days before arrival)
Includes address, parking, Wi-Fi, and entry instructions.
3. Check-In Day Message (Morning)
Short reminder with the check-in time and a “We’re excited to host you!”
4. Mid-Stay Check-In (Day 2 of stay)
Ask if they need anything and ensure everything is going smoothly.
5. Checkout Reminder (Night before)
Includes checkout time, lock-up instructions, and where to leave keys or trash.
6. Post-Checkout Thank You + Review Request (1–2 days later)
Thank the guest and invite them to leave a review.
7. Welcome Back / Repeat Guest Message (30+ days after stay)
A great follow-up to build loyalty and boost rebookings.
👉 Pro tip: Store your templates in a Google Doc or Notion page so you can quickly copy and personalize as needed.
Final Thoughts
Automating your Airbnb guest communication isn’t about being impersonal—it’s about being efficient and consistent. With the right tools and message templates, you’ll save hours each week, reduce stress, and provide a smoother experience for every guest.
The result? More 5-star reviews, more repeat bookings, and more time for you.
Airbnb Review Response Script Pack
It all begins with an idea.
Templates for thanking great guests, handling bad reviews professionally, and staying within Airbnb’s guidelines.
Whether you’re hosting one property or managing multiple short-term rentals, reviews are your reputation. They’re often the first thing potential guests look at—and one negative comment can carry a lot of weight. But here’s the truth: it’s not just what guests say in their reviews that matters. How you respond plays a big role in building trust with future guests.
In this post, you'll get a ready-to-use Airbnb Review Response Script Pack that includes:
Templates to thank great guests
Professional replies to critical or unfair reviews
Guidelines to help you avoid getting flagged by Airbnb
Let’s make sure your responses show off your hospitality, not your stress levels.
Why Responding to Reviews Matters
Responding to guest reviews isn’t just polite—it’s strategic.
Your replies are visible to future guests, which makes them part of your public brand. Thoughtful responses help you:
Show that you’re an attentive and respectful host
Clarify misunderstandings without arguing
Turn a bad experience into a learning opportunity
Build credibility with potential bookers
Even when a guest leaves a glowing review, a warm thank-you message shows appreciation and encourages repeat stays.
✨ Script 1: Thanking Great Guests
Responding to a 5-star review is the fun part! Be specific when possible, and end on an open door for them to return.
Template:
Thank you so much for the kind words, [Guest Name]! We’re thrilled to hear you enjoyed your stay at [Property Name]. You were a wonderful guest—communicative, respectful, and tidy—and we’d love to host you again anytime. Safe travels and come back soon!
Variation (for repeat guests):
It was such a pleasure to welcome you back, [Guest Name]! We’re so glad to hear everything went smoothly during your stay. Repeat guests like you make hosting a joy. Looking forward to your next visit!
💬 Script 2: Professionally Responding to Bad Reviews
Negative reviews happen to every host eventually. What matters is how you handle them. Here’s how to write a calm, professional response that maintains your credibility and shows future guests you take feedback seriously.
Golden Rules:
Stay calm and polite
Don’t argue point-by-point
Acknowledge the feedback
Offer brief clarification if needed
Highlight steps taken to improve
Template:
Hi [Guest Name],
Thank you for taking the time to share your feedback. I’m sorry to hear that aspects of your stay didn’t meet your expectations. We always aim to provide a great experience and take comments like yours seriously.
We’ve reviewed your concerns regarding [brief mention—e.g., cleanliness, noise, etc.] and are taking steps to ensure future guests have a better experience.
Wishing you all the best on your future travels.
Shorter Version:
Thank you for your feedback, [Guest Name]. We're sorry to hear that your stay wasn’t what you hoped for. We appreciate you pointing out these issues and will use your comments to continue improving. Safe travels.
🚩 Script 3: Avoiding Review Flags from Airbnb
Airbnb discourages hosts from responding in ways that violate its review policy—like threatening retaliation, naming third parties (like cleaners or neighbors), or sharing private information. To avoid getting your response flagged or removed:
Do NOT:
Accuse the guest of lying or violating rules
Include booking details (e.g., rate paid)
Mention anything Airbnb considers “private” or “personal”
Respond emotionally or defensively
Here’s a safe, respectful way to respond to a review that feels unfair:
Thank you for your feedback, [Guest Name]. We're sorry to hear your stay didn’t meet your expectations. While we strive for accuracy in our listing and guest communication, we understand that experiences can vary and appreciate the opportunity to learn and grow.
Wishing you the best in your future travels.
This lets you respond without escalating the issue—or violating Airbnb’s content policies.
Pro Tip: Use a Review Response Tracker
Keep a simple Google Sheet or Notion page with the following:
Guest name
Date of review
Review summary (positive, neutral, negative)
Response status
Your response
This helps you stay organized and consistent—especially as you grow your hosting business.
Final Thoughts
Airbnb reviews are more than just feedback—they're your public reputation. With the right scripts, you can:
Celebrate and invite back amazing guests
Diffuse negative reviews with professionalism
Protect your listing from Airbnb review policy violations
Consistency is key, so don’t wing it. Save this script pack, personalize each response, and show potential guests the kind of thoughtful host you are.
The 7 Biggest Mistakes Short-Term Rental Hosts Make (and How to Avoid Them)
It all begins with an idea.
Learn from the most common pitfalls that cost hosts time, money, and 5-star reviews.
It’s easy to think that hosting a short-term rental is simple: get a cute space, list it on Airbnb, and wait for the bookings to roll in. But seasoned hosts know better. Behind every smooth stay is a system—and behind every bad review is usually a mistake that could have been prevented.
Whether you’re new to the game or managing multiple listings, avoiding the most common short-term rental mistakes can save you serious stress and protect your bottom line.
Let’s walk through the biggest missteps hosts make—and how to sidestep them with confidence.
1. Treating It Like a Hobby, Not a Business
When your short-term rental starts earning real income, it stops being “just a side hustle.” And yet, many hosts keep managing it casually—using their personal Venmo, texting cleaners, or ignoring expenses until tax time.
Why It Matters:
Without systems in place, you're more likely to miss messages, double-book, underprice, or run into legal or tax issues.
How to Fix It:
Set up a separate business bank account
Use a property management platform like Hospitable, Hostaway, or OwnerRez
Track income and expenses from day one—even if you only have one listing
2. Underestimating the Importance of Photos
This one’s huge. Guests often decide in seconds whether to book or keep scrolling—and grainy, dark, or cluttered photos are an instant turn-off.
Why It Matters:
Even if your property is beautiful in person, poor visuals will kill your conversion rate. You’ll book less, and earn less.
How to Fix It:
Hire a professional photographer (it often pays for itself in a few bookings)
Use natural light, tidy up, and show the space as guests will use it (not just the furniture)
Include wide-angle shots, bathroom and kitchen close-ups, and exterior views
3. Writing a Vague or Misleading Listing
Over-promising and under-delivering is one of the fastest ways to earn a 3-star review. On the flip side, being vague or underselling your place makes it harder to attract bookings.
Why It Matters:
Guests want clarity, not surprises. If your “quiet neighborhood” is next to a freeway or your “fully stocked kitchen” lacks basics, it leads to frustration—and bad reviews.
How to Fix It:
Be honest and specific: mention pros and potential cons clearly
Use bullet points for key amenities (e.g., washer/dryer, fast Wi-Fi, free parking)
Set expectations: Is it a shared space? Are there stairs? Pets? Mention it.
4. Not Automating Guest Communication
Trying to personally respond to every inquiry, check-in question, and mid-stay message? That works—for a while. But as you scale or host more frequently, it’s unsustainable.
Why It Matters:
Delays in communication can lead to guest frustration and missed bookings. Automation keeps things consistent.
How to Fix It:
Use scheduled messages through Airbnb or a tool like Hospitable
Create a communication flow: Pre-booking → Confirmation → Check-in → Mid-stay → Checkout → Review request
Add a digital guidebook (try TouchStay or Hostfully) for common questions
5. Skipping Mid-Stay Check-Ins
Many hosts go silent once guests arrive, assuming “no news is good news.” But checking in mid-stay shows you care and gives guests a chance to raise issues while you can still fix them.
Why It Matters:
A guest who didn’t sleep well due to noise or confusion over the thermostat may not complain—until they leave a poor review.
How to Fix It:
Send a short message after their first night:
“Just checking in! Hope everything’s going smoothly—let me know if you need anything.”For longer stays, consider a second message around mid-point
6. Neglecting Your Cleaning Standards
This is one of the fastest ways to lose Superhost status. Even if you clean the space yourself, you need a consistent, top-to-bottom routine—every single time.
Why It Matters:
Guests expect hotel-level cleanliness. One overlooked hair, stain, or smudge can overshadow everything else they loved about the stay.
How to Fix It:
Create a detailed turnover checklist (or use an app like Properly)
Inspect your cleaner’s work periodically or request photos
Keep backup supplies for laundry, linens, and broken items on hand
7. Ignoring Reviews (or Responding Emotionally)
Reviews are your social proof—but too many hosts make the mistake of ignoring them entirely, or worse, lashing out at negative ones.
Why It Matters:
Your responses to reviews are public. Future guests will read them. A defensive or hostile reply can do more damage than the original complaint.
How to Fix It:
Always respond professionally, especially to negative reviews
Acknowledge the guest’s feedback, offer a brief explanation if needed, and focus on improvements
Use templates to stay calm and consistent (see our Review Response Script Pack post)
Final Thoughts: Mistakes Are Lessons—If You Learn From Them
Every host makes mistakes. It’s part of the journey. But the best hosts learn quickly, systemize their operations, and treat feedback as free business coaching.
Whether you’re just getting started or refining a growing operation, avoiding these common pitfalls will set you up for smoother stays, higher ratings, and stronger profits.
Hosting isn’t just about having a nice space. It’s about creating trust, solving problems before they happen, and treating your short-term rental like the business it truly is.