5 Message Templates Every Airbnb Host Should Use
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.
