25 Airbnb Message Templates for Every Stage of the Guest Stay

Great Airbnb hosts are not always great writers — they just never start from a blank message. A small library of proven Airbnb message templates covers every stage of the guest journey, keeps your tone warm and consistent, and turns communication from a daily chore into a two-minute routine.

This guide gives you 25 templates organised by stage: booking, pre-arrival, check-in day, during the stay, checkout and after the stay. Copy them, adjust the details in brackets, and pair them with a digital guest guide so the factual heavy lifting — directions, Wi-Fi, house information — lives at a link instead of inside every message.

How to use these templates well

Three rules make templates feel personal rather than robotic. First, always keep the guest's name and one specific detail in the first line — "Hi Maria, great to see you're coming for the marathon weekend" beats any perfectly polished paragraph. Second, keep messages about timing and warmth, and put reference information (access steps, Wi-Fi, house rules, recommendations) in your guest guide and link it — messages get buried, guides get consulted. Third, schedule what can be scheduled: most of the templates below work beautifully as Airbnb scheduled messages.

Booking stage templates

1. Instant booking confirmation. "Hi [name], thanks so much for booking [property]! We're looking forward to hosting you from [date]. Everything you need — directions, check-in details and our favourite local spots — is in your guest guide: [link]. Any questions before then, just message me here."

2. Booking request approval. "Hi [name], I've just approved your request — welcome aboard! You'll find all the practical details for your stay in our guest guide: [link]. I'll send check-in specifics closer to your arrival. Really glad to have you."

3. Booking enquiry reply. "Hi [name], thanks for your message! Yes, the apartment is available for those dates and it's a great fit for [their stated purpose]. Happy to answer anything else — and if you'd like a feel for the place, our guest guide shows how the stay works: [link]."

Pre-arrival templates

4. One week before. "Hi [name], your stay at [property] is a week away! A quick heads-up: check-in opens at [time], and your guest guide has directions, parking and everything else: [link]. Let me know your rough arrival time when you know it."

5. Three days before. "Hi [name], looking forward to Friday! Everything you need for a smooth arrival is in the guide — [link] — including the entrance photos and parking tips. What time do you expect to arrive?"

6. Day before arrival. "Hi [name], tomorrow's the day! Quick essentials: check-in from [time], access details are in your guide ([link]), and the weather's looking [forecast] so pack accordingly. Safe travels — message me if anything comes up en route."

7. First-time Airbnb guest. "Hi [name], welcome to your first Airbnb stay — you've picked a good one! Don't worry about a thing: your guest guide ([link]) walks you through arrival step by step with photos, and I'm one message away if you're ever unsure."

Check-in day templates

8. Morning of arrival. "Hi [name], today's the day! The place is ready from [time]. Your door code and step-by-step entry instructions are in the guide: [link]. The Wi-Fi details are in there too — one tap to copy. See you soon (virtually)!"

9. Self check-in reminder. "Hi [name], quick reminder for tonight: head to [address], and the guide ([link]) shows exactly where the lockbox is with a photo — code [code]. Lights are on a sensor, so the entrance will light up as you approach. Sleep well!"

10. Post-arrival check. "Hi [name], hope you found everything okay and you're settling in! Everything about the apartment — heating, appliances, our favourite dinner spots — is in your guide: [link]. Enjoy your first evening!"

During-stay templates

11. Day-two light touch. "Morning [name], hope the first night treated you well! If you're planning your day, the Explore section of the guide has our honest local favourites with opening hours and directions: [link]. Enjoy!"

12. Mid-stay for longer bookings. "Hi [name], just checking in halfway through — everything working as it should? Fresh towels are in [location] and the guide covers anything practical: [link]. Don't hesitate to shout if you need anything."

13. Response to a practical question. "Great question, [name]! The answer is [answer] — and I've just realised it should be easier to find, so I've added it to the guide under [section] for the rest of your stay: [link]."

14. Weather event heads-up. "Hi [name], a heads-up that [weather] is forecast for tomorrow. The guide's got good bad-weather options under Explore ([link]) — the [museum/café] is a favourite. The umbrella by the door is yours to borrow!"

15. Issue acknowledgement. "Hi [name], I'm really sorry about [issue] — thank you for telling me. I've [action taken] and [tradesperson/solution] will be there [time]. I'll keep you posted, and please message me directly if anything changes."

Checkout templates

16. Night-before checkout. "Hi [name], it's been a pleasure hosting you! Checkout tomorrow is at [time] — the guide has the short checklist (keys, bins, that's about it): [link]. No rush before then; enjoy your last evening."

17. Checkout morning. "Morning [name]! Just the gentle reminder: checkout by [time], keys [instruction]. Everything else is in the guide's checkout section: [link]. Safe travels home — it was lovely having you."

18. Late checkout offer. "Hi [name], if a slower morning would help, I can offer checkout at [time] for [free/£X] this stay — just say the word. Otherwise the usual [time] applies. Either way, details are in the guide: [link]."

19. Luggage solution. "Hi [name], I can't stretch checkout tomorrow as the next guests arrive at [time], but you're welcome to leave luggage in [location] until [time] — the guide shows where: [link]. Hope that helps you make the most of the day!"

After-stay templates

20. Thank-you message. "Hi [name], thank you for being such a great guest — the place was left beautifully. It was a pleasure hosting you, and you'd be welcome back any time. Safe onward travels!"

21. Review request. "Hi [name], hope you're home safe! If you have two minutes, a review would mean a lot — I'll be leaving you a glowing one shortly. Thanks again for choosing [property]."

22. Repeat-guest invitation. "Hi [name], it was genuinely lovely hosting you. If [city] calls you back, message me directly — returning guests get first pick of dates. Until next time!"

Edge-case templates

23. Early check-in request response. "Hi [name], I'd love to help — the previous guests leave at [time] and we need the cleaning window, so I can't promise early entry. I can offer luggage drop from [time], and I'll message the moment the place is ready. More in our guide: [link]."

24. Noise reminder. "Hi [name], hope you're having a great evening! A gentle reminder that quiet hours start at [time] — the neighbours are early risers. Thanks so much for understanding."

25. Post-stay item found. "Hi [name], you left [item] behind! I can post it to you at cost, or hold it for [period] if you're local. Just let me know what works best."

Make the templates work half as hard

Notice what the best templates have in common: they carry warmth and timing, and they point somewhere for the details. That somewhere is your guest guide. When directions, Wi-Fi, house information and recommendations live at one link, your messages shrink, your guests self-serve, and the questions those 25 templates used to answer largely stop arriving. WelcomeFlo makes that guide free for your first property — create yours here.

Start with the three that matter most

If you adopt only three templates today, take numbers 5, 8 and 16 — pre-arrival, check-in morning and checkout eve. They prevent the most questions per word. Then put the answers those messages point to in one place: create your free WelcomeFlo guest guide and let your messages get shorter as your guide gets better.