Airbnb message templates: 8 ready-to-use guest messages so you stop typing the same thing every day
If you rent a place on Airbnb or Booking, you already know the script: the same questions, over and over — “What’s the WiFi password?”, “What time is check-in?”, “How do I get in?” — often at 3am and in languages you don’t even speak. Below you’ll find 8 ready-to-use message templates for every moment of the stay — from the first hello to check-out. Swap the {variables} for your details, copy, and send today.
Answer before guests even askWork in 30+ languages with GuestAIReady for WhatsApp, Airbnb, Booking & email
The library: 8 ready-to-use templates
Tap the copy icon, paste, and swap in your details.
First contact / Connection
Send it the moment a guest first messages you, books, or scans your QR code.
Hi {guest_name}! 👋 You're now connected with {property_name}.
I'm your stay assistant — ask me anything: WiFi, access instructions, check-in, local tips… I'm here 24/7 whenever you need me.
Welcome
Send it right after the booking is confirmed — sets a warm tone and shares the basics.
Hi {guest_name}! 👋
Welcome to {property_name} — we're so happy to host you!
📅 Check-in: {check_in_date}
📍 Address: {property_address}, {property_city}
📶 WiFi
Network: {wifi_name}
Password: {wifi_password}
If you need anything before you arrive or during your stay, just send us a message — we're here.
Can't wait to welcome you! 🏠
Before arrival
Send it 1–3 days before check-in so the guest can prepare stress-free.
Hi {guest_name}! 👋
Your trip to {property_name} is coming up!
📅 Check-in: {check_in_date}
⏰ Time: {check_in_time}
A couple of things to get ready:
• Save the address: {property_address}, {property_city}
• We'll send detailed arrival directions and the WiFi password closer to the day
Any questions, just ask. See you soon! ✈️
Arrival directions & access
Send it on check-in day (or the night before) with everything needed to get inside.
Hi {guest_name}! 🗺️
Here's everything you need to reach {property_name}:
📍 Address: {property_address}, {property_city}
⏰ Check-in time: {check_in_time}
🔑 Access
{access_instructions}
Entry code: {access_code}
📶 WiFi
Network: {wifi_name}
Password: {wifi_password}
If you have trouble finding the place or need help at the door, message us right away — we'll guide you. Safe travels! 🚗
House rules
Send it with the welcome or on arrival day — sets boundaries kindly.
Hi {guest_name}! 👋
Welcome to {property_name}! A few important things for a comfortable, easy stay:
🏠 The basics
• Check-in: {check_in_date}
• Check-out: {check_out_date}
• No smoking inside the property
• Quiet hours after 10pm, please — we respect the neighbours
• Parties only by prior arrangement 🙂
📶 WiFi
Network: {wifi_name}
Password: {wifi_password}
📍 {property_address}, {property_city}
Anything you need, we're one message away. Enjoy your stay! 🌟
Mid-stay check-in
Send it midway through a longer stay — shows you care and heads off bad reviews.
Hi {guest_name}! 😊
We hope you're having a great time at {property_name}!
Just wanted to check — is everything okay? Do you need anything?
Whether it's extra towels, restaurant recommendations, or anything else, let us know and we'll sort it out. Enjoy the rest of your stay! 🌟
Local recommendations
Send it in the first days — adds value and cuts down 'where should we go?' questions.
Hi {guest_name}! 🌍
A few of our favourite spots near {property_name}, in {property_city}:
🍽️ Food & coffee
Ask us for the places we go to ourselves — we know the good ones!
🏖️ Things to do
Tell us what you're into and we'll suggest the best of the area.
🛒 Essentials
We'll point you to the nearest supermarket, pharmacy and ATM.
Ask us anytime for tailored recommendations. Enjoy exploring! 🗺️
Check-out reminder
Send it the night before or the morning of departure — clear steps, less hassle.
Hi {guest_name}! 👋
We hope you had a wonderful stay at {property_name}!
📅 A friendly reminder: check-out is on {check_out_date} at {check_out_time}.
Before you go, please:
✓ Take all your personal belongings
✓ Leave the keys where we agreed
✓ Make sure windows and doors are closed
Thank you for choosing us! We'd love to hear how it went — and to host you again soon! 🌟
The problem: answering the same questions 20 times a day
Every host lives it. A guest asks for the WiFi five minutes after check-in. The next one wants the arrival time. A third messages at 3am because they can't find the entrance — in German. Multiply that across 4–5 listings and you've lost your evening to copy-paste, Google Translate and the anxiety of forgetting to reply.
The truth is that 90% of those questions are the SAME questions: WiFi, check-in, check-out, access, rules, recommendations. You don't need to write them from scratch every time — you need ready-made message templates that answer before guests even ask.
The fix: why message templates save time (and reviews)
A good template does three things at once. First, it saves you time — copy it, fill in two fields, send it in under a minute. Second, it gives a consistent, professional impression — no more rushed, half-written replies. Third, and maybe most importantly, it pre-empts questions: if you send the WiFi, check-in time and access instructions early, the guest never has to ask.
When every guest gets the same complete, thoughtful message, you never forget to mention the code, the check-out time or the house rules. Fewer 'where's the WiFi?' questions at midnight, better reviews, less stress for you. A timely 'is everything okay?' midway through the stay has saved countless 5-star reviews — because the problem gets solved while it's happening, not in the review afterwards.
How to personalise the templates (without losing time)
The {variables} inside the messages are blanks you fill with your own details:
• {guest_name} → the guest's name
• {property_name} → your listing's name
• {check_in_date} / {check_out_date} → the dates
• {check_in_time} / {check_out_time} → arrival and departure times
• {wifi_name} / {wifi_password} → your network details
• {property_address} / {property_city} → the address
• {access_instructions} / {access_code} → how they get in (lockbox, code, reception)
If you send them by hand, treat the brackets as a checklist and fill them in before you hit send. Three quick tips: keep the tone warm but short, add at most 1–2 emoji per message, and drop in one personal touch — a recommendation for your favourite spot in the neighbourhood makes a huge difference to the guest experience. The same template works for every guest — only the details change.
From templates to automation
Copy-paste is a big improvement over writing from scratch. But you still have to remember WHEN to send each one, find the right guest, and fill in the details — and if the guest speaks another language, it's back to translating.
This is where the next step comes in. GuestAI takes exactly these templates (they come built in) and sends them on its own, over WhatsApp, at the right moment: the welcome the second a booking comes in, the directions on arrival day, the check-out reminder the morning of departure. It auto-fills {guest_name}, {wifi_password}, {check_in_time} from the booking details. It translates the messages into 30+ languages, so your German guest gets them in German and your French guest in French — without you lifting a finger.
And when a guest asks something a template doesn't cover — 'is there an iron?', 'where do I park?' — the AI assistant answers on its own, 24/7, based on your specific property's information. You wake up and everything's already been handled. The same templates you saw above, now working for you while you sleep.
Frequently asked questions
Can I use these Airbnb message templates for free?
Yes, completely free. Copy any message from the list above, fill in your details (guest name, WiFi password, check-in/check-out times) and send it via Airbnb, Booking, WhatsApp or email. They're yours, no account and no cost.
What do {guest_name}, {wifi_password} and the other items in brackets mean?
They're variables — blanks you fill with your own details. Wherever you see {guest_name} you put the guest's name, wherever you see {wifi_password} your WiFi password, and so on. If you send messages by hand, you replace them yourself. If you use a tool like GuestAI, they're filled in automatically from the booking details.
When should I send each message to a guest?
A good rhythm: welcome right after the booking, a 'before arrival' message 1–3 days ahead, arrival directions on check-in day, a check-in midway through a longer stay, and a check-out reminder the night before. That way the guest always has the info exactly when they need it.
How do I send Airbnb guest messages automatically?
With an automation tool like GuestAI. You set up once when each message goes out (welcome, arrival directions, check-out reminder) and the system sends them on its own over WhatsApp at the right moment, for every new booking — with nothing for you to remember. All of these templates come built into the app.
What about guests who don't speak English?
The templates above are in English and work perfectly for English-speaking guests. With GuestAI, the same messages are translated automatically into 30+ languages, so every guest receives them in their own language — German, French, Greek and many more. And if someone replies with a question, an AI assistant answers on your behalf 24/7, in the guest's language.
What if a guest asks something the template doesn't cover?
That's exactly the limit of simple templates — they cover the usual, not the unexpected. GuestAI's AI assistant answers those questions too (e.g. 'is there a dryer?', 'where do I park?'), 24/7, based on your specific property's information — so you don't wake up at 3am to reply.
Let your messages send themselves
Take any templates you like from this page and use them for free, as-is — they're yours, no strings. But if you want to stop sending them by hand, GuestAI sends them automatically on WhatsApp at the right moment, translated into 30+ languages, and answers guest questions 24/7. You just host.
Guest