You know the drill. Every guest asks the same 15 questions. WiFi password. Check-in instructions. Where to park. How the coffee machine works.
You're answering these questions for the 50th time this month, and it's eating your time.
Good news: You can automate most of this. Not with robots that sound like customer service nightmares, but with smart templates that feel personal.
Here are 25 Airbnb host message templates you can copy-paste and customize. Cover every hosting scenario from inquiry to final review request.
Let's get your time back.
Pre-Booking Templates (5)
1. Inquiry Response
When to use: Guest asks about availability or details
Hi [Name]!
Thanks for reaching out about [Property Name].
I'd love to host you from [Dates]. The space would be perfect for [mention something from their message - business trip/family vacation/etc].
Quick details:
🏠 [Key feature 1]
📍 [Key feature 2]
✨ [Key feature 3]
[Answer their specific question]
Any other questions? Feel free to book directly or message me first - happy either way!
Looking forward to hosting you,
[Your Name]
Customization tip: Reference something specific from their inquiry. Shows you're reading, not copy-pasting blindly.
2. Booking Confirmation
When to use: Immediately after they book
Welcome, [Name]! 🎉
Your booking is confirmed for [Dates]. I'm excited to host you!
Here's what happens next:
📅 [2 days before]: I'll send detailed check-in instructions
📍 [Day of arrival]: Access codes and WiFi details
📞 [Anytime]: Message me with questions
In the meantime:
• Review house rules at [link to house rules]
• Let me know if you need early check-in/late check-out
• Send over any questions
See you on [Check-in date]!
[Your Name]
Customization tip: Set expectations early. Guests appreciate knowing when they'll hear from you next.
3. Pre-Arrival Information
When to use: 48 hours before check-in
Hi [Name],
Your stay at [Property Name] is almost here!
Essential info:
📍 **Address**
[Full address]
[Google Maps link]
🚗 **Parking**
[Parking instructions - street/garage/driveway]
⏰ **Check-in**
After [Time] on [Date]
[Building access instructions if applicable]
🔑 **Access**
[Lockbox/smart lock/meet in person details]
**Flying in?** Let me know your arrival time so I can coordinate.
**Questions?** Now's the time to ask!
See you soon,
[Your Name]
Customization tip: Include a photo of the building entrance. Saves "where exactly is it?" messages.
4. Directions & Navigation
When to use: When guests ask how to get there
Great question! Here's how to get here:
🚗 **By car:**
[Turn-by-turn from main highway/landmark]
GPS: [Address]
Parking: [Specific instructions]
✈️ **From airport:**
Taxi: ~[Time/Cost]
Uber: ~[Time/Cost]
Public transit: [Route details]
🚇 **Public transportation:**
Nearest station: [Name] ([X] minute walk)
Route: [Specific directions]
**Pro tip:** [Local shortcut or traffic advice]
Got it? If you get lost day-of, call/text me: [Phone]
Safe travels!
Customization tip: Include what guests will SEE when they arrive. "Blue door with a white mailbox" beats generic directions.
5. House Rules Summary
When to use: 24 hours before check-in (for guests you're slightly worried about)
Hi [Name],
Quick reminder about house rules before you arrive:
✅ Check-in: After [Time]
✅ Check-out: Before [Time]
✅ Quiet hours: [Time range]
✅ Guests: Max [Number] (as booked)
✅ Smoking: [Not permitted / Balcony only / etc]
✅ Pets: [Policy]
**The big one:** [Your #1 rule - no parties, no shoes inside, etc]
These help me maintain the space for everyone. I know you'll be respectful - just want to make sure we're on the same page!
Questions? Let me know.
Looking forward to hosting you!
Customization tip: Use this selectively. Most guests don't need this. Save it for when your spidey-sense tingles.
Check-In Templates (5)
6. Day-of Welcome Message
When to use: Morning of check-in day
Good morning, [Name]!
Today's the day! 🎉
Quick reminders:
⏰ Check-in: Anytime after [Time]
📍 Address: [Address]
🔑 Access code: [Code] (active from [Time])
**If you're arriving early:** Feel free to drop bags with me or explore the neighborhood. Here are the best coffee spots: [2-3 nearby cafes]
**Running late?** No problem - just give me a heads up.
Everything's ready for you. See you soon!
[Your Name]
Customization tip: Send between 9-10am. Early enough to be useful, not so early it wakes them.
7. Access Instructions
When to use: 30 minutes before their ETA or upon request
Welcome to [Property Name]! 🏡
**GETTING IN:**
1️⃣ [Building entrance instructions]
2️⃣ [Lockbox/smart lock location with photo/description]
3️⃣ Access code: [####]
4️⃣ [Apartment door location - floor/number/direction]
**If the code doesn't work:**
• Make sure you're entering [####] exactly
• [Backup entry method]
• Call me: [Phone] - I'm 5 minutes away
**You're in?** Great! WiFi details inside.
Enjoy! 😊
Customization tip: Include a photo of the lockbox/entrance. Visual beats written instructions every time.
8. WiFi & Essentials
When to use: Right after check-in or when requested
Welcome! Here's everything you need:
📶 **WiFi**
Network: [Network Name]
Password: [Password]
🌡️ **Climate**
Heating: [Instructions]
AC: [Instructions]
Thermostat: [Location and how to use]
📺 **Entertainment**
TV: [How to turn on/switch inputs]
Streaming: [Netflix logged in / use your own accounts]
☕ **Kitchen**
Coffee maker: [How to use]
Dishwasher: [Where pods are]
🔥 **Emergency**
Fire extinguisher: [Location]
First aid: [Location]
Emergency exit: [Instructions]
**Need anything else?** I'm a message away!
Customization tip: Also print this and laminate it. Keep it on the counter. Digital + physical = zero WiFi password messages.
9. Neighborhood Guide
When to use: Evening of first day or when they ask for recommendations
Hey [Name]! Hope you're settling in nicely.
Here's my insider guide to the neighborhood:
☕ **COFFEE**
• [Spot 1]: Best espresso ([X] min walk)
• [Spot 2]: Laptop-friendly, great pastries
🍽️ **FOOD**
• [Restaurant 1]: [Cuisine] - [Price range] - [Why it's good]
• [Restaurant 2]: [Cuisine] - [Price range] - [Why it's good]
• [Restaurant 3]: [Cuisine] - [Price range] - [Why it's good]
🛒 **GROCERIES**
[Supermarket name]: [X] minutes away, open until [Time]
🎭 **DO STUFF**
• [Activity 1]: [Brief description]
• [Activity 2]: [Brief description]
🤫 **LOCAL SECRET**
[Something tourists don't know about]
Want reservations anywhere? Let me know - I can call ahead!
Customization tip: Segment by guest type. Families get playgrounds. Business travelers get quick lunch spots. Couples get romantic restaurants.
10. First Night Check-In
When to use: Next morning after first night
Morning, [Name]!
Just checking in - how was your first night?
Everything comfortable?
✅ Bed okay?
✅ Temperature good?
✅ Noise level fine?
If something needs adjusting, now's the time to tell me. I'd rather fix it today than have you uncomfortable all week!
Enjoy your day 😊
Customization tip: This catches problems early. Better to fix a noisy AC on day 2 than get dinged in the review.
During-Stay Templates (5)
11. Mid-Stay Check
When to use: Day 3-4 of a longer stay (5+ nights)
Hi [Name],
You're a few days in - hope you're enjoying [City/Area]!
Quick check:
• Need fresh towels?
• Running low on toilet paper/coffee/anything?
• Any maintenance issues I should know about?
I'm swinging by the neighborhood tomorrow if you need anything restocked.
Otherwise, enjoy! 🌟
Customization tip: For stays 7+ nights, offer a linen change. Small touch, huge impact on reviews.
12. Common Questions Auto-Reply
When to use: Response template for frequent questions
// WiFi password request
Hi! WiFi details:
Network: [Name]
Password: [Password]
Also on the laminated card in the kitchen 😊
// "Where is [item]?"
[Item] is in [specific location]. If you can't find it, send me a quick photo of where you're looking and I'll point you in the right direction!
// "How does [appliance] work?"
Good question! [Quick instructions or video link]
Let me know if that doesn't make sense!
// Checkout time request
Standard checkout is [Time], but I can be flexible! When were you hoping to leave? Let me check my calendar.
Customization tip: Build a notion page or Google Doc with FAQs. Send the link when asked anything covered there.
13. Maintenance Issue Response
When to use: When something breaks or doesn't work
Thanks for letting me know, [Name]. I really appreciate you telling me right away.
Here's the plan:
1️⃣ [Immediate workaround if available]
2️⃣ [Action you're taking - calling repairman/coming over/etc]
3️⃣ [Estimated timeline]
**In the meantime:** [Alternative solution if applicable]
I'll keep you updated every step of the way.
Sorry for the inconvenience - I'll make this right.
Customization tip: Response speed matters more than perfect solutions. Reply within 10 minutes even if fix takes hours.
14. Local Recommendations (Detailed)
When to use: When guests ask "what should we do?"
Oh this is my favorite question! What are you into?
🎨 **CULTURE BUFFS**
• [Museum/gallery]: [Why it's great]
• [Historic site]: [Why it's great]
🌳 **NATURE LOVERS**
• [Park/hike]: [Difficulty/time]
• [Viewpoint]: [Best time to visit]
🍷 **FOODIES**
• [Food tour/market]: [Details]
• [Cooking class]: [Details]
👨👩👧👦 **FAMILIES**
• [Kid-friendly spot 1]
• [Kid-friendly spot 2]
💰 **BUDGET**
Free: [Free activities]
Mid: [Mid-range €€]
Splurge: [Worth it experience €€€]
What sounds good? I can help with bookings/tickets!
Customization tip: Update this seasonally. Summer recommendations ≠ winter recommendations.
15. Extension/Late Checkout Request (from guest)
When to use: Guest asks to extend stay or check out late
I'd love to have you stay longer!
Let me check availability...
✅ **Good news!** [Available dates]
**Pricing:**
[Nightly rate for extension OR late checkout fee]
**OR:** If you just need a few extra hours on checkout day:
• 12pm checkout: Free (if I don't have same-day guests)
• 2pm checkout: [Price]
• 4pm checkout: [Price]
Want me to modify the reservation? Or you can send a request through Airbnb and I'll approve it immediately.
Let me know what works!
Customization tip: Be flexible on checkout time if calendar allows. Free late checkout = glowing reviews.
Check-Out Templates (5)
16. Check-Out Reminder
When to use: Evening before checkout day
Hi [Name],
Can't believe tomorrow's your last day already!
**Checkout reminder:**
🕐 Time: By [Time]
🔑 Keys: [Leave in lockbox / on counter / return to me]
**Please:**
✅ Turn off all lights & appliances
✅ Close windows
✅ Take out trash if possible [location of bins]
✅ Leave keys [where]
**Don't worry about:**
❌ Washing dishes (just rinse)
❌ Stripping beds
❌ Deep cleaning
**Early flight?** You can leave earlier - just let me know so I don't worry you're locked out 😅
Safe travels!
Customization tip: Be explicit about what NOT to do. Prevents guests from spending 2 hours cleaning.
17. Final Instructions (morning of)
When to use: Morning of checkout day, around 7-8am
Good morning, [Name]!
Checkout day checklist:
✅ Lights & electronics off
✅ Thermostat off
✅ Windows closed & locked
✅ Keys left [specific location]
✅ Door locked behind you
**Trash:** [If you took it out, awesome! If not, no worries - leave it inside]
That's it! Have a safe trip home 🚗✈️
I'll send you a message later today. Would love to hear how your stay was!
[Your Name]
Customization tip: Don't send this to every guest. Only to early departures or people you know need structure.
18. Thank You Message
When to use: 2-3 hours after checkout
Thank you for staying at [Property Name], [Name]!
It was genuinely lovely hosting you. You were ideal guests - respectful, communicative, and you left the place in great shape. Really appreciate it.
Hope you enjoyed [City/Area] as much as we enjoyed having you here.
If you're ever back in town, you know where to find me! 😊
Safe travels,
[Your Name]
Customization tip: Mention something specific about THEM. "Loved hearing about your hiking trip" > generic thanks.
19. Review Request
When to use: 24 hours after checkout
Hey [Name],
Hope you made it home safely!
Quick favor: Could you leave a review about your stay? Your feedback helps me improve and helps future guests know what to expect.
I've already left you a 5-star review ⭐ - you were wonderful guests!
Just takes 2 minutes on Airbnb. Would really appreciate it.
Thanks again for staying with us!
[Your Name]
P.S. If there was anything you wish was different, tell me directly first - I'd love to fix it before it goes in a review!
Customization tip: Mentioning you already left THEM a review creates reciprocity. Response rate jumps 30%.
20. Rebook Offer
When to use: 7 days after checkout (for great guests)
Hi [Name],
Still thinking about how smoothly your stay went! You're the kind of guests every host dreams of.
I wanted to give you first dibs: **15% off your next stay** if you book within 60 days.
Returning to [City]? Visiting another time of year? Just mention this message when you book.
Hope to host you again soon!
[Your Name]
Customization tip: Only send to guests you genuinely want back. Quality > quantity.
Emergency & Escalation Templates (5)
21. Noise Complaint (from neighbors)
When to use: When neighbors complain about noise
Hi [Name],
I just received a message from [neighbor/building management] about noise from the apartment.
I know you probably didn't realize - walls are thin here and sound travels. But I need to ask you to keep it down, especially after [quiet hours time].
[Specific complaint if you have it]
I really appreciate your understanding. Let's avoid any issues with the building.
Thanks,
[Your Name]
Customization tip: Be firm but not angry. Most guests don't realize they're being loud. One warning usually fixes it.
22. Damage Report (to guest)
When to use: When you discover damage after checkout
Hi [Name],
I wanted to reach out about something I noticed during turnover.
[Specific damage - broken glass, stain, scratched furniture, etc]
I'm sure it was an accident! These things happen.
[Photo of damage]
The repair/replacement cost is [Amount]. Airbnb's resolution center is the easiest way to handle this.
I'm going to send a request for [Amount]. Does that seem fair?
Let me know if you want to discuss!
[Your Name]
Customization tip: Stay friendly. You want them to accept the claim, not fight it. Assume good faith.
23. Lockout Situation
When to use: Guest locked themselves out
No worries, happens all the time!
**Quick fix:**
[Access code reminder / spare key location]
**If that doesn't work:**
Call me: [Phone Number]
I'm [X minutes/hours] away. If I can't get there fast, I'll send [backup person/locksmith] - [their number].
Hang tight! We'll get you back in ASAP.
**In the meantime:** [Nearby cafe/spot to wait if needed]
Customization tip: Have a backup plan. Friend with spare key, maintenance person, someone closer than you.
24. Urgent Maintenance
When to use: Major issue - no heat, no water, gas leak, etc
I'm so sorry you're dealing with this, [Name].
This is my #1 priority right now.
**Immediate actions:**
1️⃣ [Safety instruction if applicable - turn off water main, open windows, etc]
2️⃣ [Contact emergency services if needed]
3️⃣ I'm calling [plumber/electrician/etc] right now
**Timeline:** [Realistic ETA]
**If this can't be fixed quickly:**
[Backup plan - partial refund, help finding alternative accommodation, hotel compensation]
I'll update you every 30 minutes until it's resolved.
Again, I'm really sorry. I'll make this right.
[Your Name]
Customization tip: Over-communicate. Even if there's no update, send "still working on it" messages. Silence = panic.
25. Guest Complaint (responding to negative feedback)
When to use: Guest complains during stay
Thank you for letting me know, [Name]. I really value honest feedback.
I hear you about [specific issue]. That's not the experience I want you to have.
Here's what I can do:
[Option 1]
[Option 2]
[Option 3 if applicable]
Would any of those help? Or is there something else that would make this right?
I genuinely want you to enjoy your stay. Let's figure this out together.
[Your Name]
Customization tip: Acknowledge → Apologize → Action. Don't defend or make excuses. Just fix it.
Why Templates Aren't Enough
You've got 25 solid templates now. They'll save you hours each week.
But here's the thing: you still have to remember to send them.
You still have to:
- Track when each guest needs which message
- Customize every single one
- Copy, paste, personalize, send
- Be available to respond when questions come in
With 1-2 properties, that's manageable. With 3+, it becomes your full-time job.
The best template is the one you never have to send manually.
That's where AI automation comes in. Tools like HolaAI handle the boring parts:
✅ Send messages at the perfect time (no calendar reminders needed)
✅ Personalize automatically based on guest data
✅ Answer common questions instantly, 24/7
✅ Escalate only the messages that need your attention
✅ Adapt tone based on guest type (business traveler vs family vacation)
You're not replacing yourself. You're building a system that handles the repetitive 80% so you can focus on the 20% that actually needs a human.
Start your free 30-day pilot — Set up your Airbnb host message templates once and let the system take it from there.
Frequently Asked Questions
How do I set up Airbnb auto reply messages?
Airbnb has basic scheduled messages in Host Settings, but they're limited. For true automation (context-aware responses, guest segmentation, intelligent timing), you need third-party tools like HolaAI that integrate with your Airbnb account through the API.
What's a good Airbnb welcome message example?
The best welcome messages are warm, concise, and immediately useful. Include: WiFi credentials, access instructions, 1-2 local recommendations, and your availability. See templates #3 and #8 above for copy-paste examples.
Should I use the same Airbnb message templates for every guest?
Use the same structure, but customize details. Families need kid-friendly recommendations. Business travelers need workspace info and quick food options. Couples want romantic spots. Same template framework, different personalization.
When should I send check-in instructions?
Send detailed instructions 48 hours before arrival, then send access codes (WiFi, lockbox) the morning of check-in day. This prevents the "I lost the message" panic and ensures guests have info when they need it.
How many messages should I send during a guest's stay?
For short stays (1-3 nights): 4-5 messages (pre-arrival, check-in, welcome, checkout reminder, thank you).
For longer stays (4-7 nights): Add a mid-stay check.
For week+ stays: Weekly check-ins offering towel changes or restocks.
Quality over quantity. Every message should add value.
Ready to stop manually sending the same messages 50 times a month? Automate your hosting with HolaAI and get back to doing the parts of hosting you actually enjoy.