Think of your vacation rental like a stage: the guest experience is the performance, and your communication is the script that sets the scene for an unforgettable show. A well-timed, thoughtful message can make all the difference between a one-time stay and a loyal guest who books again and again.
But how do you craft that perfect script? That’s where Airbnb message templates come in.
Having ready-to-go message templates not only saves time but helps deliver the right communication when it counts. Whether you’re communicating with prospective guests before they book, checking in mid-stay, or following up after check-out, each message is a chance to build rapport and showcase the best of your space.
This guide will walk you through the must-have Airbnb message templates you need to keep your guests engaged and your listing glowing with five-star reviews.
Must-have Airbnb message templates
In vacation rental hosting, communication is more than just a formality — it’s the bridge that connects you to your guests, ensuring they feel at home from the moment they inquire about your space until they check out. Airbnb message templates help you communicate consistently, clearly, and thoughtfully without missing a beat.
From pre-booking inquiries to the final farewell, your messages are an essential part of the guest experience. Below, we’ll provide the messages every host should have in their toolkit, making sure you’re ready to tackle any scenario with ease and confidence.
Before someone books
Strong communication with prospective guests is crucial, even before they’ve hit "Book Now." Just because they haven’t committed yet doesn’t mean you can’t make a lasting impression.
Responding promptly and thoughtfully to their questions shows that you’re engaged and committed to creating a welcoming experience from the very start. This is your chance to set the tone for the kind of host you are and to build trust. Clear, friendly communication helps prospective guests feel confident in their decision to book with you, setting the stage for a positive, five-star experience.
Be prepared to respond to Airbnb pre-booking messages from guests like:
- Questions about your property. How many bedrooms are there? Is there parking on-site? Expect to receive questions about the basic layout of your property and what’s included.
- Clarifications about your house rules. Do you allow pets? Is there a limit on how many guests your property accommodates? You’ll likely need to share quick info about your policies, from check-in and check-out times to rules about noise and parties.
- Amenities you provide. Even if they’re included in your listing, travelers are likely to ask about which amenities are included in your property. Get ahead of these inquiries with an Airbnb message template that lists key amenities like air conditioning, kitchen supplies, and WiFi.
Want to make your life a whole lot easier when addressing these kinds of guest inquiries? Create and save message templates! Most short-term rental platforms allow you to save answers to common inquiries and effortlessly send them with a click.
Airbnb Quick Replies
Airbnb Quick Replies are pre-written messages that hosts can use to respond to common questions or requests. This feature is a huge time-saver and ensures consistency in your messaging.
When to use Quick Replies:
- Responding to inquiries about availability
- Answering common questions about house rules
- Sharing a list of amenities
How to set up Quick Replies:
- Go to your Airbnb inbox.
- Select the "Quick Replies" button at the bottom of the message input field.
- Click "Add new Quick Reply" and input the message.
- Save, and use it whenever you need to send a similar response.
Vrbo inquiry templates
Just like Airbnb Quick Replies, Vrbo also offers inquiry templates that streamline communication with potential guests. Vrbo inquiry templates help you quickly respond to booking inquiries, providing necessary details and reinforcing your listing’s appeal.
How to set up Vrbo inquiry templates:
- Log into your Vrbo account.
- Select Inbox from the navigation menu.
- Go to the "Templates" section.
- Create and save templates for your most frequent responses.
After someone books
Once a guest has booked your space, it’s a great idea to reach out with a confirmation message that sets the tone for their stay.
Booking confirmation message
Sending a booking confirmation message is a key step in making a strong first impression. A well-crafted message reassures guests that they’ve made the right choice and creates excitement for their upcoming visit.
This message should:
- Thank the guest for choosing your listing.
- Welcome them to the area and share your enthusiasm about their upcoming stay.
- Provide recommendations for nearby activities, restaurants, or attractions to help them plan their trip.
- Reassure them that more information will be sent closer to their check-in date, including detailed check-in instructions and other important details.
- Encourage them to reach out if they have any questions or need assistance, showing that you’re available and eager to help.
Template for a booking confirmation message:
Hi [Guest Name],
Thank you for booking with us! We’re so excited to host you at [Property Name].
As you plan your trip to [location/area], here are some of our favorite local spots to add to your itinerary:
[insert a list of restaurants, shops, and activities you recommend]
We’ll send you more details closer to your check-in date, but in the meantime, don’t hesitate to reach out with any questions.
Best regards,
[Your Name]
Right before check-in
As check-in approaches, it’s time to remind your guests of the details they’ll need to access your property and make the most of their stay.
Airbnb check-in message
Sending a message a day or two before your guest’s scheduled check-in is the prime opportunity to ensure they feel prepared and excited for their stay. This message serves as a reminder of their stay with all the details they need for a seamless arrival. It’s also your chance to highlight any important house rules or guidelines that may have slipped through earlier communication.
Here’s what to include in your pre-check-in message:
- Confirmation of check-in and check-out times
- Clear instructions on how to access the property, including door codes, lockboxes, or key collection details
- A reminder of house rules, such as quiet hours, smoking policies, or any other special policies that need to be followed
- WiFi details, including the network name and password
- Highlight any amenities or features that guests may want to know about, such as parking availability, laundry facilities, or outdoor spaces.
- Instructions for what to do if they encounter any issues — provide contact information or troubleshooting steps if necessary
- If you’re a Minoan member with a Showroom, provide a link to your Showroom and let guests know they can shop any items they love in your rental during their stay.
Template for a check-in message:
Hi [Guest Name],
We’re looking forward to welcoming you soon! Here are the details to make your arrival as easy as possible:
- Check-in time: [Insert time]
- Check-out time: [Insert time]
- Access code for door: [Insert code]
- Parking instructions: [provide details]
- WiFi network and password: [Insert network name and password]
- House rules: [Insert link to rules or key points]
Feel free to reach out with any questions. We’re here to help! You can contact us by phone at [insert phone number].
Best,
[Your Name]
During their stay
You’ve done the legwork to ensure your guest checks in smoothly, but don’t drop the ball yet! A simple message checking up on your guest shows you care.
Check up message
Once your guests have arrived, check in and offer assistance if needed. This is your chance to make sure they’re comfortable and address any potential issues before they become larger problems. Sending a friendly, personalized message within the first day or two of their arrival shows your guests that you care about their experience and are available to help if needed.
For short stays, a quick message on their first night ensures they’ve settled in well. For longer stays, consider sending this message multiple times—perhaps on the first night, then again midway through their stay.
Here’s what to include in your check-up message:
- A friendly greeting and ask if they’ve settled in comfortably.
- A reminder that you’re available for any assistance, such as troubleshooting tech or appliance issues, or any local recommendations they might need.
- Ask if everything is to their liking and if there’s anything they need to make their stay more enjoyable.
- If applicable, include a reminder to check out your Minoan Showroom, letting guests know they can browse and purchase any items they love during their stay.
Template for a check up message:
Hi [Guest Name],
Just checking in to see how everything is going at [property name]. Have you settled in comfortably?
Please let me know if there’s anything else I can provide to improve your stay. Give me a call or shoot me a message here with any questions or concerns!
Enjoy the rest of your stay,
[Your Name]
Noise complaint message
If you ever receive a noise complaint or detect a violation through a noise monitoring device, addressing it quickly and professionally is key. Your message should be polite, courteous, and clear, while gently reminding guests of your house rules.
Here’s what to include in your noise complaint message:
- Friendly greeting: "Hi [Guest Name], I hope you're enjoying your stay."
- Address the issue: "We’ve noticed some noise after the quiet hours and wanted to kindly remind you of our house rules."
- Reiterate house rules: "Please keep noise levels to a minimum between 10 PM and 8 AM to ensure a comfortable stay for everyone."
- Make a polite request: "We’d appreciate it if you could lower the noise level for the rest of your stay."
- Offer help: "Let me know if you have any questions or need assistance."
Template for a noise complaint message:
Hi [Guest Name],
I wanted to let you know that we’ve received a complaint about noise levels in the property. We want to remind you of the quiet hours at [property name] and kindly ask that you lower the noise level for the rest of your stay. Thank you for your understanding and cooperation!
Best,
[Your Name]
Check-out reminder
Send a friendly check-out reminder on the last night of your guest’s stay to ensure a smooth and stress-free departure. This message serves as a final touch to make sure they feel supported as they wrap up their trip.
Here’s what to include in your check-out reminder message:
- Check-out time: "Just a quick reminder that check-out is at [time] tomorrow."
- Key return and cleaning instructions: "Please leave the keys in [location], and feel free to place the used towels in the [designated area]."
- Double-check belongings: "We recommend double-checking the property for any personal items before you leave to avoid forgetting anything."
- Encouraging tone: "We hope you had a great time and wish you safe travels home!"
- Gratitude: "Thank you for staying with us! We’d love to welcome you again in the future."
Template for a check-out reminder message:
Hi [Guest Name],
Time flies—can you believe it’s already almost check-out time?
We hope you’ve enjoyed your stay at [property name]! Just a friendly reminder that check-out is at [insert time] tomorrow. Please leave the keys in the [location] and kindly take any garbage outside to the bin located at [location].
If you need anything else before you head out, please let me know.
Best,
[Your Name]
After check-out
Once the guest has checked out, don’t forget to send a thank-you message and request a review.
Airbnb check-out message
After your guest checks out, send them one more message to express your gratitude and maintain a positive relationship with them. This message provides a lasting impression, encouraging them to return or leave a glowing review.
Here’s what to include in your check-out message:
- Thank them for their stay: "Thank you so much for choosing to stay with us! We hope you had a wonderful time."
- Ask for feedback: "We’d love to hear how your stay went! If there’s anything we can improve, please let us know."
- Review request: "If you enjoyed your time, we’d appreciate it if you could leave a review. It helps us continue to improve and makes a difference for future guests!"
- Minoan Showroom reminder (if applicable): "If there were any items you loved in our home, don’t forget you can shop our Minoan Showroom and bring home a piece of your stay!"
Template for a check-out message:
Hi [Guest Name],
Thank you so much for staying with us! We hope you had a wonderful time.
If you have any feedback, we’d love to hear from you. Please don’t forget to leave a review — it helps us tremendously as a small business!
Also, don’t forget to explore our Minoan Showroom at [link] for any items you loved during your stay — you can purchase them right through the Showroom.
All the best,
[Your Name]
Review request reminder
After a guest checks out, their review is one of the best ways to boost your reputation as a host. If your guest hasn’t left a review within the first week, it’s perfectly acceptable to send a friendly reminder. A gentle nudge can encourage them to share their experience and help you maintain a steady stream of positive feedback.
Here’s what to include in your review reminder message:
- Thank them again: "Thank you so much for staying with us! We truly hope you had a memorable time."
- Polite reminder: "If you enjoyed your stay, we’d be so grateful if you could take a few moments to leave us a review."
- Make it easy: "If you need the link to leave a review, just let me know—I’m happy to help!"
- Offer a positive tone: "Your feedback really helps us continue to provide a great experience for our guests, and we appreciate it so much!"
When writing and scheduling your review request reminder message, keep in mind that each platform has its own review timeline:
- Airbnb: Hosts and guests have 14 days to submit a review.
- Vrbo: Hosts and guests have up to 180 days to leave a review. Once one party submits their review, the other party has 14 days to complete theirs, but the reviews will remain private until both are submitted.
Template for a review request reminder message:
Hi [Guest Name],
We hope you had a great time during your stay at [property name]! Just a quick reminder to leave a review if you haven’t already — you have until [Insert date] to leave your feedback.
Thanks again for choosing our property, and we hope to host you again soon!
Cheers,
[Your Name]
Don’t forget to promote your Minoan Showroom!
If you’re a Minoan user, incorporate your Showroom link into your communication with guests at multiple touchpoints.
Here are some prime opportunities to promote your Showroom:
- Pre-check-in message
- Mid-stay check-up message
- After check-out message
- In your guest handbook
- In your property (place a QR code somewhere visible, like on the coffee table or dining table)
Join Minoan today to create your Showroom for free and start offering a curated shopping experience for your guests!
How to automate your Airbnb messages
Automating your Airbnb messages can save you time, ensure consistency, and keep your guests well-informed. While personalized communication is key, automating certain messages allows you to focus on other aspects of hosting while still maintaining a great guest experience.
Use built-in messaging tools
Most short-term rental platforms offer an easy way to automate messages, including booking confirmations, check-in instructions, and pre-arrival reminders. You can customize these templates to suit your property’s unique needs, which helps streamline communication without losing a personal touch.
Consider using third-party tools for further automation
Platforms like Hospitable, IGMS, and Hostaway offer advanced automation features that can go beyond Airbnb’s native system. These tools allow you to set up more specific messages based on guest behavior, such as sending a review reminder if a guest hasn’t left feedback after a certain period.
Personalize automated messages
While automation helps with efficiency, personalization still matters. Include the guest’s name, mention your specific house rules, and use custom details about your property. This makes the automated message feel more genuine and less like a generic, pre-written response.
How to write better Airbnb messages to guests
Effective communication is one of the pillars of successful Airbnb hosting. The way you write your messages can set the tone for your entire guest experience, so it’s important to be thoughtful and intentional with each one.
Here’s how to write messages that get results:
- Use active voice: Write messages that feel engaging and direct. Instead of "The keys will be provided to you," try, "I’ll provide the keys for you."
- Have a positive tone: Always maintain a friendly, upbeat tone — even when addressing issues like noise complaints or late check-ins.
- Check spelling and grammar: Clear, error-free messages reflect professionalism and respect for your guests.
- Be professional: Keep your tone polite, courteous, and respectful at all times, even in tense situations.