Your response time matters more than most hosts realize. Airbnb tracks how fast you reply, and guests notice too. A slow or clunky first message sets the wrong tone before the stay even starts.
But writing the same check-in instructions from scratch every single time? That gets old fast.Message templates fix this. You write them once, store them in Airbnb as Scheduled Messages or Quick Replies, and they go out automatically or with a couple taps.
Your guests feel taken care of, your response rate stays high, and you’re not typing the same parking instructions at 11pm on a Friday.
Scheduled Messages send automatically based on a trigger. You set the timing and Airbnb handles the rest.
Quick Replies are saved messages you send manually with one tap. Good for things that come up a lot but don’t follow a set schedule, like “where’s the nearest grocery store” or “how does the TV work.”
Now here are the actual templates. Swap out anything in [brackets] with your own details.
Hi [Guest Name], thanks for booking! We're looking forward to hosting you at [Property Name].
Your stay is [Check-in Date] to [Check-out Date]. I'll send over all the check-in details a day before you arrive so everything's ready for you.
In the meantime, if you have any questions at all, just send me a message. Talk soon!
[Your Name]
Hey [Guest Name], your stay is tomorrow and we’ve got everything set up for you! Here’s what you need to know: Address: [Full Address] Check-in time: [Time] Access: [Key/lockbox/smart lock instructions – be specific] Wifi network: [Network Name] Wifi password: [Password] Parking: [Parking instructions or “street parking is free” etc.] A couple quick things. [Any house-specific notes, like “the front door sticks a little, just give it a firm push” or “the AC remote is on the kitchen counter.”]
If anything comes up when you arrive or during your stay, just message me. I usually reply within a few minutes. Have a great trip! [Your Name]
Hi [Guest Name], just a quick note to say the place is ready for you! Everything should be good to go for your [Check-in Time] arrival. Let me know once you’re settled in or if anything seems off. Happy to help with restaurant recommendations or anything else you need while you’re in [City/Area]. Enjoy your stay!
Good morning [Guest Name]! Hope you slept well and everything was comfortable. Just checking in to make sure the place is working out and nothing caught you off guard.
If anything needs attention, even something small like a tricky faucet or a missing blanket, let me know now and I'll sort it out. Way easier to fix things early than find out about them in a review, right?
Otherwise, enjoy your day! [Optional: "The weather looks great today if you're planning to check out [local attraction/beach/downtown area]."]
[Your Name]
Hey [Guest Name], hope you've had a great stay! Just a quick heads up that checkout is tomorrow, [Check-out Date], by [Check-out Time]. Before you head out, here's all we ask: - [Start the dishwasher / rinse any dishes in the sink] - [Take out any trash to the bins at [location]] - [Leave used towels in the bathtub / laundry basket] - [Lock the door behind you / return the key to the lockbox] - [Adjust thermostat to [temperature]] That's it. Nothing crazy. We handle the deep cleaning after every stay so don't worry about making it spotless. Thanks again for staying with us, and safe travels! [Your Name]
Early Check-In Request: Thanks for asking! Our standard check-in is [Time] since we need time for cleaning between guests. I'll check with our cleaning crew and let you know if an earlier time opens up, but I can't guarantee it. I'll keep you posted! Late Check-Out Request: I'd love to accommodate that! Let me check whether we have a same-day turnover. If not, I can usually offer a late checkout until [Time] for no extra charge. I'll get back to you by [timeframe]. How to Use the TV / Streaming: The TV is set up with [Roku/Apple TV/Smart TV apps]. You can log into your own Netflix, Hulu, or whatever you use. Just make sure to log out before you leave. The remote is [location]. If it's not responding, pull the batteries out and pop them back in. That usually does it. Local Restaurant Recommendations: Great question! A few spots we always recommend: - [Restaurant 1] for [type of food / vibe]. About [distance] away. - [Restaurant 2] if you want something more [casual/upscale/quick]. - [Restaurant 3] is our personal favorite for [reason]. If you tell me what kind of food you're in the mood for, I can narrow it down more!
Keep your templates warm but not over-the-top. Guests can tell when a message is automated, and that’s fine. What feels weird is an automated message pretending to be spontaneous.
Short, clear, and friendly beats long and gushy every time.Also, test your scheduled messages by doing a test booking if you can.
Timing matters. A check-in message that arrives at 2am because of timezone settings is not the vibe you’re going for.And one more thing. Personalize where it counts.
The [Guest Name] shortcode is the bare minimum. If a guest mentioned in their booking message that they’re celebrating an anniversary or traveling with kids, drop a quick line about it. That one small thing is what turns a 4-star review into a 5.
