Airbnb Message Templates: 25 Copy-and-Paste Examples

The planned journey — confirmation to thank-you — runs fine on a handful of scheduled messages. This set covers everything else: the messages you need when the situation chooses the moment. Enquiries that deserve converting, alteration requests, mid-stay wobbles, review follow-ups and the edge cases every host eventually meets.

Same rules as ever: personalise the first line, keep facts at the guide link rather than in the message body, and save the ones you'll reuse as quick replies. Brackets get your details; the rest is ready to send.

Enquiry and pre-booking templates

1. The dates-available enquiry. "Hi [name], thanks for asking! Those dates are open — if they show free on the calendar, they're yours to book. Happy to answer anything about the place first; the guest guide gives a good feel for how the stay works: [link]."

2. The "is it suitable for…" enquiry. "Hi [name], great question. For [their case — a toddler / limited mobility / remote work]: [honest specifics]. The guide's house section has photos so you can judge properly: [link]. I'd rather you book knowing exactly what to expect!"

3. The discount fisher. "Hi [name], thanks for your interest! Our pricing is set fairly for the season, so I can't discount — but the rate includes [what's genuinely included], and for stays over [X] nights the weekly rate applies automatically. If the dates work, I'd love to host you."

4. The off-platform lure. "Hi [name], I keep all bookings and payments on Airbnb — it protects us both properly. Everything about the stay is in the listing and guide, and I'm happy to answer questions right here!"

5. The enquiry that should book direct next time. (After a repeat guest enquires on-platform) "Hi [name], lovely to hear from you again! I've approved the request — and for future visits, message me first: returning guests get first pick of dates."

Alteration and cancellation templates

6. The date-change request. "Hi [name], let's sort it — send me the new dates and if the calendar's free I'll approve the alteration straight away. If there's a clash I'll offer the nearest alternatives."

7. The guest-count change. "Hi [name], thanks for telling me! [If fine:] Updated — the booking now covers [N]; the sofa bed makes up with linens in the ottoman. [If at capacity:] The place honestly maxes at [N] — beyond that it stops being comfortable, and insurance agrees. Happy to suggest [nearby option] for the overflow."

8. The guest cancellation, gracious. "Hi [name], sorry the trip fell through — these things happen. The cancellation is confirmed per the policy on the listing; Airbnb handles the refund maths automatically. Hope we get to host you another time."

9. The host-side problem (rare, honest). "Hi [name], I'm genuinely sorry — [issue: a burst pipe] means the property won't be safe to host you on [dates]. I've reported it to Airbnb so you're fully refunded and rehoused with their support, and I'm happy to help you find alternatives nearby. I hate letting guests down; this one's unavoidable."

Mid-stay situation templates

10. The "small thing's broken" report. "Hi [name], thanks for flagging — sorry about that! Quick fix to try: [one-liner]. If that doesn't sort it, I'll have [solution] there by [time]. Either way it won't spoil your evening — keep me posted."

11. The heating/hot water complaint. "Hi [name], let's get you warm. First: [the property's quick fix — boost button / reset]. If nothing changes in 20 minutes, message me and I'll call the engineer tonight rather than tomorrow. The guide's heating entry has photos of the controls: [link]."

12. The neighbour-noise complaint from your guest. "Hi [name], I'm sorry — that's frustrating at night. Honestly: [context — unusual / the Friday bar crowd]. Tonight: the earplugs in the bedside drawer are good, and the [quieter room] helps. Tomorrow I'll [action]. I'll check in with you in the morning."

13. The guest who's gone quiet after an issue. "Hi [name], just closing the loop on [issue] — [fix] is done. Anything still not right, tell me straight; I'd rather fix it today than read about it later. Otherwise, enjoy the rest of the stay!"

14. The mid-stay compliment reply. "That's really kind, [name] — thank you! Messages like this are why we host. If you're enjoying [thing they praised], the guide's Explore tab has a few more in the same spirit: [link]."

Review-stage templates

15. The review reminder, once only. "Hi [name], hope you're settled home! Airbnb's review window closes [day] — if you've a spare two minutes, it genuinely helps a small listing. Mine of you went live days ago (it's glowing). Either way, thanks again!"

16. The public response to a great review. "Thank you, [name] — hosting you was easy from start to finish. The [detail they mentioned] tip came from a guest just like you, so the tradition continues. Come back any time!"

17. The public response to a mixed review. "Thanks for the kind words and the fair point about [issue], [name] — [the fix] went in the week after your stay. We're glad the rest of the stay landed well, and we'd love to show you the improved version."

18. The private feedback follow-up. "Hi [name], thank you for the honest note about [issue] — that kind of feedback is a gift. It's fixed as of [date/action]. If your travels bring you back, I'd love the chance to show you the difference."

Edge-case templates

19. The lost property outbound. "Hi [name], you left [item] — I've got it safe! I can post it ([cost estimate], I'll confirm exact postage) or hold it [period] if anyone's passing. Which suits?"

20. The lost property inbound ("did I leave…?"). "Hi [name], let me check with the cleaning team today — describe it and where you last saw it, and I'll come back to you by [time] either way."

21. The bad-weather sympathy. "Hi [name], the forecast's done us dirty — sorry! The guide's rainy-day list is genuinely good ([link]): [top pick] is ten minutes away and perfect for exactly this. The umbrella by the door is yours."

22. The local emergency/disruption heads-up. "Hi [name], a heads-up: [disruption — roadworks/water outage] is affecting [what] until [when]. What it means for you: [practical effect + workaround]. I'll update you the moment it clears — sorry for the hassle."

23. The smoke-alarm/false-alarm follow-up. "Hi [name], saw the alarm triggered — all okay? It's sensitive (ambitious toast sets it off) and resets with the button on the unit. If anything's actually wrong, call me now: [number]."

24. The "we love it, can we extend?" request. "Hi [name], music to a host's ears! The calendar says [yes/partly] — I'll send an alteration for [dates] now. [If no:] Tonight's booked behind you, sadly — but you're top of the list for a return."

25. The goodbye to difficult guests, professional. "Hi [name], thanks for confirming checkout. [Any factual closing item, neutrally]. Wishing you safe travels." (Short, civil, nothing quotable — keep whatever happened upstream out of the written record here.)

Making the set work

Three habits turn 25 templates into a system. Store them where you'll use them: situation templates belong in quick replies with findable names ("BROKEN THING", "EXTEND ASK") — unlike the stage-based set, these can't be scheduled because situations pick their own timing. Personalise the first clause, always — fifteen seconds converts template to message. Let the guide absorb the facts: notice how many templates above lean on "[link]" — every fact that lives in your guest guide keeps every message short, current and reusable across properties. Templates plus guide is the whole communication stack; each is half a solution alone.

The bottom line

Twenty-five situations, twenty-five ready answers — saved once, personalised in seconds, backed by a guide that carries the facts. Copy the four your inbox needs most, then build the other half of the system: a free WelcomeFlo guide that makes half these messages unnecessary.