15 Airbnb Message Templates for Every Stage of a Stay

23 Oct 20269 min readBy Md Arif Ahamed

Below are 15 ready-to-copy Airbnb message templates for every step of a stay — from the first inquiry to the review request — plus replies for late check-out requests and problems. Copy them, replace the [placeholders] with your details, and save them in Airbnb so you can send them in seconds. First, two quick rules about what Airbnb allows in messages.

Airbnb messaging rules to follow first

Good Airbnb host messages are friendly and clear, but they must also follow the platform’s rules. As of 2026, Airbnb’s policies say:

• Keep communication on Airbnb before booking. Airbnb’s pricing and payment transparency policy says all communication before booking must happen on Airbnb, and listings and messages must not include links that send people off the platform.
• Never ask for payment outside Airbnb. The same policy says you may not ask or encourage a guest to pay outside Airbnb, or offer off-platform discounts or rebooking.
• Contact details may be blocked. Airbnb’s help article on paying and communicating through Airbnb explains that it may block messages containing words or numbers that look like contact information.

Policies change and can differ by region, so read the current help articles before you build your templates. In the templates below, there are no phone numbers, emails or outside links before booking.

How to save time with scheduled messages

Airbnb lets hosts create quick replies — saved message templates — and schedule some of them to send automatically. Airbnb calls this feature scheduled quick replies. You set them up in Messages settings, choose which listings they apply to, and pick when they send (for example, a set time before check-in).

Airbnb can also fill in details automatically from the listing and reservation, such as guest first name, check-in date and time, checkout date and time, address, Wi-Fi name and Wi-Fi password. If a detail is missing from your listing, it shows as unavailable — so fill in your listing fully before you rely on automation.

Setting up your templates: step by step

1. Write all 15 templates in a document first and check spelling.
2. Replace each [placeholder] with your fixed details, or with Airbnb’s automatic details where available.
3. Open Messages, go to settings and create a quick reply for each template.
4. Choose the listings each template applies to.
5. Schedule the timed ones (confirmation, pre-arrival, check-in, check-out, review request).
6. Send a test booking flow to yourself or read each message as a guest would.
7. Review the templates every few months and after any change in your listing.

15 Airbnb message templates to copy

1. Reply to an inquiry

Hi [Guest first name], thank you for your message! Yes, [Listing name] is available from [Check-in date] to [Checkout date]. It sleeps up to [Number] guests and has [Key feature, e.g. a private balcony and fast Wi-Fi]. [Answer to their question]. You can book directly through this listing whenever you are ready. Happy to answer any other questions! – [Your name]

2. Reply to a question about the area

Hi [Guest first name], great question. The place is in [Neighbourhood], about [Time] by [Walk/car/train] from [Landmark]. Nearby you will find [Supermarket, cafés, beach]. It is a [quiet/lively] area, good for [Type of trip]. Let me know if you would like any other details before you book.

3. Booking confirmation

Hi [Guest first name], thank you for booking [Listing name]! Your stay is confirmed for [Check-in date] to [Checkout date]. Check-in is from [Check-in time] and checkout is by [Checkout time]. I will send full check-in instructions [Number] days before you arrive. If you have any special requests, just reply here. Looking forward to hosting you!

4. Pre-arrival message (3–7 days before)

Hi [Guest first name], your trip to [City] is coming up soon! A few quick things: Do you know your arrival time? Will you arrive by car or public transport? Is there anything we can prepare, such as [Cot, extra towels, early luggage drop if possible]? Please also read the house rules in the listing before you arrive. See you on [Check-in date]!

5. Check-in instructions (1–2 days before)

Hi [Guest first name], here is everything you need for check-in on [Check-in date]:

• Address: [Address]
• Directions: [Short directions or landmark]
• Parking: [Parking details]
• Entry: [Self check-in method, e.g. keypad on the front door; code sent on arrival day]
• Wi-Fi: [Wi-Fi name] / [Wi-Fi password]

Check-in is from [Check-in time]. Please message me here when you have arrived safely.

6. Arrival day welcome

Welcome to [Listing name], [Guest first name]! I hope the journey went well. You will find [Welcome item, e.g. water and tea] in the kitchen and the guidebook on the table. If anything is not right, message me here and I will help as soon as I can. Enjoy your stay!

7. Mid-stay check

Hi [Guest first name], just checking in — is everything comfortable at [Listing name]? Do you need anything, such as fresh towels or local suggestions? If you are looking for dinner tonight, [Restaurant name] nearby is popular with guests.

8. Reply to a late check-out request (yes)

Hi [Guest first name], good news — the place is free after you leave, so you are welcome to check out at [New time] instead of [Checkout time]. [If you charge a fee: There is a late checkout fee of [Amount], which I will send as a request through Airbnb.] Enjoy the extra time!

9. Reply to a late check-out request (no)

Hi [Guest first name], thank you for asking. I am sorry, but another guest is arriving today, so I need checkout by [Checkout time] to prepare the place. If it helps, [Option, e.g. you can leave luggage in the locker until [Time], or there is a café with seating at [Place]]. Thank you for understanding!

10. Reply to an early check-in request

Hi [Guest first name], I will do my best. Cleaning usually finishes around [Time]. I will confirm on the morning of [Check-in date] if the place is ready earlier. If not, check-in starts at [Check-in time].

11. Response to a problem or complaint

Hi [Guest first name], I am really sorry about [Problem]. Thank you for telling me straight away. Here is what I am doing now: [Action, e.g. a technician is coming at [Time] / I am bringing a replacement]. I will update you by [Time]. If it is urgent in the meantime, [Temporary fix]. I want you to have a comfortable stay.

12. Follow-up after fixing a problem

Hi [Guest first name], is [Problem] fully fixed now? Please let me know if anything else is not working. Thank you again for your patience.

13. Check-out reminder (evening before)

Hi [Guest first name], I hope you enjoyed your stay! A quick reminder that checkout is tomorrow by [Checkout time]. Before you leave, please: [Task 1, e.g. put used towels in the bathroom], [Task 2, e.g. start the dishwasher], [Task 3, e.g. leave the key in the lockbox]. Safe travels!

14. Review request (after checkout)

Hi [Guest first name], thank you for staying at [Listing name]. It was a pleasure to host you. If you have a moment, I would really appreciate a review on Airbnb — it helps future guests and helps me improve. I will be leaving a review for you too. Hope to welcome you back one day!

15. Reply to a booking request you cannot accept

Hi [Guest first name], thank you for your interest in [Listing name]. Unfortunately, I cannot accept this request because [Reason, e.g. the group size is above the maximum of [Number] guests / the dates are not available]. I hope you find a great place for your trip.

Note: the check-in template above is shown as a list for readability. In Airbnb, simply put each item on its own line. Only share door codes and exact entry details after the booking is confirmed, through Airbnb messages.

Guest message templates by timing: summary table

Tips for writing better Airbnb host messages

• Use the guest’s first name. It makes an automated message feel personal.
• Keep it short. Guests read on phones. Put the most important detail first.
• One message, one purpose. Do not mix check-in codes with marketing.
• Be specific. “Check-in from 3 pm” is better than “Check-in in the afternoon”.
• Match your house rules. Every time and fee in your messages must match the listing.
• Stay calm with problems. Say sorry, say what you are doing, and give a time. Our guide on handling angry guests covers this in more detail.
• Add a welcome book. Many questions disappear when guests have a clear guide. Create one fast with our free guest welcome book generator.

Need more than 15? 200+ Guest Message Templates gives you 232 ready-to-use messages for Airbnb, OTA inboxes, email and WhatsApp — including special requests, payment reminders, emergencies and review replies.

If you also run a hotel or guesthouse that uses WhatsApp, see our free hotel WhatsApp message templates. And when reviews arrive, the review reply generator helps you answer them quickly and politely.

FAQ

Can I share my phone number with Airbnb guests?

Airbnb requires communication before booking to stay on the platform, and it may block messages that look like contact information. Keep all messages in the Airbnb app, and check the current policy in Airbnb’s Help Centre for what is allowed after booking.

What are Airbnb scheduled messages called?

Airbnb calls them scheduled quick replies. You create a quick reply template, choose the listings and set when it sends automatically.

When should I send check-in instructions?

One to two days before arrival works well for most hosts. It is close enough that guests will not lose the message and early enough for them to plan.

Should I ask every guest for a review?

A short, polite request after checkout is common and acceptable. Do not offer rewards for reviews or ask for a specific rating — review platforms generally do not allow that.

How fast should I reply to Airbnb inquiries?

As fast as you can. Guests often message several hosts at once, so a quick, helpful reply gives you a better chance of the booking. Turn on notifications in the Airbnb app.

Conclusion

Good Airbnb message templates save you hours and make every guest feel looked after. Copy the 15 templates above, adjust them to your listing, follow Airbnb’s messaging rules, and schedule the timed ones as quick replies. Review them every few months so they stay accurate.

If you want the complete library of 232 guest messages for every situation and channel, see 200+ Guest Message Templates.

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