Hotel WhatsApp Message Templates

Why hotels need ready WhatsApp messages

For most Indian hotels and homestays, WhatsApp is now the main booking and guest-service channel. Guests ask for rates, send payment screenshots, ask for directions and share feedback there. Typing every reply from scratch is slow and leads to mistakes — a missed check-out time, a wrong amount or a message that sounds rude. These nine templates cover the full guest journey, from the first enquiry to the thank-you after check-out. Fill in your details once and copy each message when you need it.

Messages included

1. Enquiry reply with room rates
2. Booking confirmation
3. Advance payment request with UPI details
4. Pre-arrival message one day before, with Google Maps link
5. Welcome message at check-in
6. Mid-stay check
7. Check-out thank you and Google review request
8. Cancellation acknowledgement
9. Festival greeting with a direct-booking offer

Save them as Quick Replies

In the WhatsApp Business app, go to Business tools > Quick replies and save each template with a shortcut, such as /rates or /confirm. Staff can then type the shortcut and send a consistent message in seconds. Set a greeting message and an away message too, so enquiries outside office hours still get a reply.

Good WhatsApp etiquette for hotels

• Reply quickly — guests often message several hotels at once.
• Keep messages short and polite, and avoid sending many messages in a row.
• Only message guests who have contacted you or booked with you, and stop if they ask.
• Never ask for card numbers or OTPs on chat; share only your UPI ID or bank details.
• Send the full confirmation by email as well — the booking confirmation email generator writes both.

Guests who book direct on WhatsApp save you OTA commission. See what that is worth with the direct booking savings calculator.

Frequently asked questions