7 Essential Airbnb Check Out Message Templates for Hosts

Your guest's experience doesn't end when they pack their bags. The final touchpoint—the airbnb check out message—is a powerful tool that can solidify a 5-star review, prevent negative feedback, and even encourage repeat bookings. A generic "thanks for staying" message is a missed opportunity. To truly elevate your hosting, you need a nuanced approach that adapts to different guests and unique stay scenarios.

As hosts ourselves for over a decade—managing our family home in Washington, D.C., and a few beach properties in the Riviera Maya—we've learned that a one-size-fits-all approach just doesn't work. A message for a long-term guest should feel different from one sent after a stay that had a minor maintenance issue. The right message at the right time shows you're professional and you care, leaving a lasting positive impression that directly impacts your reviews and reputation.

This guide shares our communication playbook. We'll break down seven essential types of Airbnb checkout messages we personally use, tailored for specific situations you'll inevitably encounter as a host. You'll get practical examples, timing tips, and advice for each scenario, from standard departures to delicate situations involving damages. This is what has worked for us to streamline departures and build great guest relationships.

1. The Gracious Departure Message - Standard Checkout

The foundation of a smooth guest departure is the Gracious Departure Message. This is your standard, all-purpose airbnb check out message sent to guests who have had a typical, uneventful stay. Its purpose is to combine warm hospitality with clear, simple instructions, ensuring guests feel appreciated while knowing exactly what to do before they leave. Think of it as a friendly nudge that prevents last-minute confusion and sets a positive tone.

This message is more than just a list of tasks; it's a strategic communication tool. When timed correctly, it significantly reduces the chances of late checkouts, forgotten tasks, and frantic last-minute questions. Based on our experience, a well-crafted, friendly reminder is one of the most effective ways to ensure a seamless turnover process.

When and Why to Use This Message

This is your go-to message for the vast majority of your guests. It’s perfect for standard bookings where there have been no issues or special circumstances. By sending it the evening before departure, you give guests ample time to plan their morning without feeling rushed. It reinforces the checkout time, clarifies procedures, and subtly reminds them of their responsibilities as guests.

Our Take: This message is proactive, not reactive. It anticipates common checkout questions and provides answers before they are even asked, which saves you time and makes the guest feel well-cared for.

Example Templates

Here are a couple of templates that you can adapt for your property. Notice the friendly tone combined with direct instructions.

Friendly & Concise:

"Hi [Guest Name], we hope you've had a wonderful stay at [Property Name]! Just a friendly reminder that checkout is tomorrow at 11:00 AM. Before you go, could you please:

• Place used towels in the laundry basket.

• Ensure all windows and doors are locked.

• Leave the key in the lockbox.

Safe travels, and we hope to host you again!"

Slightly More Detailed:

"Hello [Guest Name], we've so enjoyed having you! As your trip comes to a close, here is a quick checkout reminder for tomorrow at 11:00 AM.

Departure Checklist:

• Thermostat: Please set to 74°F.

• Trash: Take all trash to the bins at the side of the house.

• Dishes: Please load and start the dishwasher.

• Keys: Return the key to the lockbox by the front door (code: [Code]).

Thank you for being such a great guest. We'd love to have you back!"

Actionable Tips for Implementation

• Timing is Everything: Schedule the message to send the evening before checkout (around 7 PM). This is the sweet spot: not so early they forget, and not so late they feel pressured. Platforms like SmoothStay can automate this timing perfectly.

• Create a Simple Checklist: Use bullet points or a numbered list for instructions. This scannable format is much easier for guests to follow than a dense paragraph.

• Personalize with Dynamic Tags: Use automation to insert the guest’s name and your property’s name. This small touch makes a generic message feel personal and professional.

• Provide Essential Links: If local regulations require specific trash or recycling procedures, embed a link to a clear guide. This is especially helpful for guests unfamiliar with the area. For a deeper dive into crafting the perfect instructions, you can explore our detailed guide on Airbnb check-out instructions.

2. The Issue Resolution & Apology Message - Problematic Stays

Not every stay is perfect, and how you handle issues is what separates good hosts from great ones. The Issue Resolution & Apology Message is a critical tool for managing guest experiences when something has gone wrong, like a maintenance failure or a cleanliness oversight. This airbnb check out message is designed to acknowledge the problem, express sincere empathy, and outline a clear resolution before the guest checks out. It's your chance to turn a negative experience into a salvageable one and often prevent a poor review.

This message is far more than a simple apology; it's a strategic act of customer service. When a guest feels heard, respected, and fairly compensated for an inconvenience, their frustration often turns into appreciation for your professionalism. In our experience, a swift, transparent, and empathetic response can completely reframe a guest's final impression of their stay, protecting your reputation.

When and Why to Use This Message

This message should be sent immediately after a significant issue has been reported and a solution has been agreed upon. It’s essential for stays impacted by problems like a broken AC unit, a Wi-Fi outage, or cleanliness issues that you couldn't resolve immediately. Sending it before the standard checkout reminder ensures the guest feels their problem was your top priority. It formalizes your conversation, confirms the resolution, and shows you're taking accountability.

Our Take: This message is about taking control of the narrative. By proactively addressing the issue and offering a solution, you show that you care about the guest's experience more than just the booking, which is a powerful way to mitigate a negative review.

Example Templates

Here are a couple of templates that balance apology with action. Notice how they are specific, professional, and focused on resolution.

For a Maintenance Issue:

"Hi [Guest Name], thank you again for your patience regarding the hot water heater issue. We sincerely apologize for the inconvenience this caused during your stay. As we discussed, we have processed a refund of [Amount] for the disruption. Our plumber is scheduled for this afternoon to ensure this is fully resolved for our next guests. We truly value you as a guest and hope to have the chance to provide you with a five-star experience in the future."

For a Third-Party Disruption (e.g., Neighborhood Noise):

"Hello [Guest Name], I'm writing to follow up on our conversation about the unexpected construction noise next door. We are so sorry that this impacted the peaceful enjoyment of your trip. While it was outside of our control, it's not the experience we want for our guests. We have issued a partial refund of [Amount] to your account. Thank you for your understanding, and we hope the rest of your trip is wonderful."

Actionable Tips for Implementation

• Act Immediately: Send this message as soon as you have a resolution. Don't wait for the standard checkout time. Timeliness shows you take the matter seriously.

• Be Specific, Not Vague: Acknowledge the exact problem. Saying "we're sorry about the hot water" is more effective than "we're sorry for the inconvenience."

• Clearly State the Resolution: Explicitly mention the refund amount, discount, or other compensation offered. This avoids any miscommunication or ambiguity.

• Confirm a Permanent Fix: Reassure the guest by stating how you are preventing the issue from happening again. This shows responsibility and can be crucial for building trust. For more strategies on this, you can learn how to fix poor guest reviews with better communication.

3. The VIP/Long-Term Guest Appreciation Message - Extended Stays

Not all guests are the same, and your checkout messaging shouldn't be either. The VIP/Long-Term Guest Appreciation Message is a tailored airbnb check out message designed for guests who stay longer (typically 7+ nights) or have proven to be exceptionally respectful of your property. Its goal is to move beyond a simple thank you and cultivate a long-term relationship, turning a great guest into a loyal, repeat visitor.

This message acknowledges their extended stay and exceptional behavior, making them feel truly valued. It’s a powerful tool for building a direct booking clientele and encouraging positive, detailed reviews. By personalizing the farewell and offering an exclusive incentive, you transform a transactional checkout into a memorable, relationship-building moment. This approach is key for hosts who want to foster a dedicated community around their properties.

When and Why to Use This Message

Use this for guests staying a week or more, or for shorter-stay guests who were particularly communicative, clean, and respectful. It's especially effective for off-season long-term bookings where you want to encourage a return visit during a similar period next year. By recognizing their value, you not only increase the likelihood of a glowing review but also plant the seed for future direct bookings, which can save significantly on platform fees.

Our Take: This message is an investment in future revenue. A small discount or personalized offer for a great guest can generate significant repeat bookings and referrals over time, creating a more stable rental income.

Example Templates

Here are a few templates that demonstrate how to combine appreciation with a compelling reason to return.

Personalized with an Incentive:

"Hi [Guest Name], we've truly enjoyed hosting you for your 10-day stay! It was a pleasure having such thoughtful guests. As a special thank you for taking such wonderful care of our home, we'd like to offer you an exclusive 15% discount on your next stay with us.

Checkout is tomorrow at 11:00 AM. No need to worry about stripping beds or taking out the trash; our cleaning team will handle it all. Just lock up on your way out. Safe travels!"

Celebrating an Extended Stay:

"Hello [Guest Name], we can't believe your month-long stay is coming to an end! Thank you for making our place your home. We've loved having you. We noticed you enjoyed the local hiking trails, so we’ve left a guide to some of our other favorite spots for your next visit!

As a reminder, checkout is tomorrow by 11:00 AM. Please ensure the doors and windows are locked. We hope to see you again soon!"

Actionable Tips for Implementation

• Track Guest Preferences: During their stay, make notes of their interests or activities. Mentioning these details (e.g., "we saw your photos from the waterfall hike!") makes your message feel authentic and personal.

• Consider a Loyalty Offer: It could be a simple discount for a future stay. For example, a 7-14 night stay gets a 10% discount, while a 30+ night stay earns a 15% discount or a complimentary welcome basket on their next visit.

• Offer Non-Monetary Perks: Incentives don't always have to be discounts. Consider offering an upgraded welcome gift, early check-in, or priority booking for peak season dates.

• Automate Thoughtfully: Use a tool like SmoothStay to tag long-term or VIP guests. You can then create a separate automated message template that triggers specifically for them, ensuring your personalization is delivered consistently without manual effort.

4. The Group Organizer Coordination Message - Special Circumstances

Handling checkouts for large groups, family reunions, or corporate retreats requires a different approach than a standard booking. The Group Organizer Coordination Message is a specialized airbnb check out message designed to streamline departures for multiple guests by centralizing communication and responsibility. Instead of communicating with every individual, you channel all instructions through a single point of person, usually the one who made the booking. This creates clarity, ensures accountability, and prevents chaos.

This message is a logistical tool that helps manage the complexities of a group departure. It turns a potentially hectic turnover into a structured process by empowering the group leader with clear instructions and a sense of ownership. Our experience hosting retreats in the Riviera Maya taught us that a well-briefed organizer is the key to a smooth, damage-free checkout.

When and Why to Use This Message

Use this message for any booking involving a large group where one person is the designated organizer. This includes corporate off-sites, wedding parties, or family gatherings. It's particularly crucial for properties with a higher risk of wear and tear due to the number of guests. Send this message 48 hours before checkout to give the organizer ample time to coordinate with their group, delegate tasks, and perform a final walkthrough.

Our Take: This message transforms the group leader into your on-site partner. By giving them clear responsibilities, you empower them to ensure the property is left in good order, significantly reducing your post-checkout workload.

Example Templates

These templates are more direct and logistical, focusing on accountability and clear, verifiable actions.

Checklist-Focused:

"Hi [Organizer Name], we hope your group has had a fantastic time! To help coordinate a smooth checkout tomorrow at 11:00 AM, could you please oversee the following?

• Confirm all guests have departed.

• Conduct a final walkthrough of all rooms and common areas.

• Ensure all windows are locked and appliances are turned off.

• Collect all keys and place them in the lockbox.
  Please reply to this message to confirm once the walkthrough is complete. Thank you for your help in coordinating everything!"

Damage-Reporting Focused:

"Hello [Organizer Name], thank you for choosing our home for your team retreat! As you prepare for checkout tomorrow at 11:00 AM, please act as the main point of contact for the departure.

Final Walkthrough:

• Please check for any accidental damage (e.g., broken glasses, spills on furniture).

• Send us a quick photo of any issues you find. This helps us address them immediately for our next guests.

• Ensure all trash is in the designated bins.

Your cooperation is greatly appreciated. Safe travels to the entire team!"

Actionable Tips for Implementation

• Establish a Single Point of Contact Early: From the booking confirmation, clarify that the organizer is your main contact. This sets the expectation for centralized communication.

• Send it Earlier: Unlike standard messages, send this one 48 hours in advance. Group coordination takes time, and this gives the organizer a full day to rally their group.

• Provide a Digital Checklist: For high-value properties, create a simple digital checklist (like a Google Form) for the organizer to fill out and submit. This formalizes the process and provides documentation.

• Clarify Financial Responsibility: Your house rules should already state this, but it’s wise to gently reiterate that the booking guest is responsible for any damages incurred by the group. This message reinforces that accountability.

5. The International/Language-Specific Guest Message - Cross-Cultural Communication

Hosting international guests opens your property to the world, but it also introduces the potential for miscommunication. The International/Language-Specific Guest Message is an airbnb check out message designed to bridge language and cultural gaps. Its goal is to provide crystal-clear checkout instructions that are easily understood by guests, regardless of their native language or familiarity with local customs. This approach ensures a smooth departure by preventing confusion caused by language barriers.

This isn't just about translation; it's about cultural consideration. What is standard practice in the U.S. might be entirely foreign to a guest from Japan or Germany. From our experience hosting guests in culturally diverse locations like the Riviera Maya, we've learned that a message that acknowledges and accommodates these differences is a powerful tool for hospitality. It shows respect, prevents mishaps, and makes guests feel genuinely cared for.

When and Why to Use This Message

This message is essential whenever you're hosting guests whose primary language isn't English. Use it to clarify procedures that might be unique to your region, such as complex recycling rules, thermostat settings, or smart lock operations. Sending this message ensures your essential checkout requirements don't get lost in translation, protecting your property and making the process stress-free for your guests.

Our Take: This message demonstrates a higher level of hospitality. By communicating in a guest's preferred language and anticipating cultural questions, you transform a standard procedure into a personalized and thoughtful experience.

Example Templates

Here are a few examples showing how to adapt messages for different cultures. The key is clarity and empathy.

For a Japanese Guest (Focus on visuals and politeness):

"Konnichiwa [Guest Name], we truly hope you have enjoyed your stay. A friendly reminder that checkout is tomorrow at 11:00 AM.

To make your departure easy, here are the steps:

• Garbage: Please separate trash as shown in this picture [Link to visual guide]. This is a local requirement.

• Lock: Please ensure the door is locked. The smart lock can be tricky; here is a diagram [Link to diagram].

• Keys: No key is needed! Just lock the door.

We understand checkout culture can be different. Thank you for your cooperation. Safe travels!"

For a European Guest (Focus on appliance differences):

"Hello [Guest Name], we hope you've had a wonderful time! Just a quick reminder about checkout tomorrow at 11:00 AM.

Before you leave, could you please:

• Thermostat: Set the air conditioning to 78°F / 25°C. This helps us conserve energy.

• Appliances: Unplug small appliances like the coffee maker.

• Windows: Please close and lock all windows.

We wish you a safe journey home and hope to see you again!"

Actionable Tips for Implementation

• Use Visuals: A picture is worth a thousand words in any language. Create simple diagrams or photos for complex tasks like operating a smart lock, using the thermostat, or sorting recycling.

• Leverage Automation: Platforms like SmoothStay can detect a guest's preferred language from their booking profile and automatically send a pre-translated message. This saves you time and ensures accuracy.

• Explain the "Why": Instead of just stating a rule, briefly explain the reason. For example, "Please set the thermostat to 78°F to help us conserve energy" is better received than just "Set thermostat to 78°F."

• Provide Multi-Lingual Support: For hosts communicating in a different language, an translation tool with effective writing, can greatly improve clarity.

• Avoid Slang and Idioms: Stick to simple, direct language. Humor and colloquialisms rarely translate well and can cause confusion.

6. The Damage/Loss Accountability Message - Documentation & Responsibility

Dealing with property damage is one of the most challenging aspects of hosting. The Damage/Loss Accountability Message is a crucial, non-confrontational tool for these situations. Its purpose is to professionally and transparently communicate with a guest about any observed damage or missing items found after their departure. This airbnb check out message is designed to protect your investment by establishing a clear, documented record for security deposit claims or Airbnb Resolution Center cases.

This message moves the conversation from an emotional reaction to a factual, business-like process. When handled correctly, it minimizes disputes and sets expectations for financial resolution. It is your primary method for holding guests accountable while adhering to platform policies and maintaining a professional demeanor, even in difficult circumstances.

When and Why to Use This Message

Use this message exclusively when your post-checkout inspection reveals issues beyond normal wear and tear. This includes things like broken furniture, deep stains, missing linens, or damage to walls and fixtures. Sending this message within 24 hours of checkout is critical, as it demonstrates that the damage occurred during that guest's stay. It serves as your official opening statement in the resolution process, providing the guest with an opportunity to respond before you escalate the claim.

Our Take: This message is about documentation, not accusation. By presenting the facts with evidence and costs, you shift the focus to resolution and create a robust paper trail that Airbnb’s support team can easily follow if needed.

Example Templates

Here are templates designed to be firm, fair, and factual. Notice the neutral language and clear presentation of costs.

Specific Item Damage:

"Hi [Guest Name], thank you for your stay. During our post-checkout inspection, we documented some damage we need to address. We found a large red wine stain on the living room rug and a broken hinge on the kitchen cabinet under the sink. We are gathering quotes for professional cleaning and repair.

• Estimated Carpet Cleaning: $150

• Estimated Cabinet Repair: $95

We have attached photos for your review. As per our house rules, we will need to file a claim for these costs through the Resolution Center. Please let us know if you have any questions."

Multiple Issues & Missing Items:

"Hello [Guest Name]. Following your departure, our turnover team completed an inventory and condition check. We documented the following issues:

• Missing: Two bath towels ($40 replacement)

• Damage: A significant burn mark on the wooden nightstand ($110 to refinish)

• Damage: The sliding glass door handle is broken ($75 for replacement and labor)

Total estimated cost for resolution is $225. We have timestamped photos and receipts for the replacement items, which we will be submitting to Airbnb. We wanted to make you aware of this directly before proceeding."

Actionable Tips for Implementation

• Document Everything Immediately: Take clear, timestamped photos and videos of the damage as soon as you discover it. Before-and-after photos are incredibly powerful evidence.

• Get Professional Quotes: Obtain written estimates or receipts from vendors for repairs or replacements. This substantiates the amount you are claiming and shows you are not inflating costs.

• Use Neutral Language: Avoid accusatory phrases like "you broke" or "you ruined." Instead, use objective descriptions like "damage was observed" or "we found the item to be broken."

• Reference Your Rules: Gently refer back to your house rules and the security deposit policy that the guest agreed to at booking. This reinforces that you are following an established procedure. For detailed guidance on assessing property condition post-departure, a comprehensive landlord move out inspection checklist can be an invaluable resource.

7. The Feedback & Review Incentive Message - Reputation Management

A well-managed reputation is the engine of a successful short-term rental business, and the Feedback & Review Incentive Message is the fuel. This strategic airbnb check out message is designed not just to thank guests, but to actively encourage them to leave a positive review and provide valuable private feedback. It’s a powerful tool for boosting your property’s visibility, credibility, and booking rates on platforms where social proof is everything.

This message goes beyond a simple "thanks for staying." It gently nudges guests to share their experience. From what we've seen, guests are often willing to leave a review but simply forget once they return to their daily routines. A timely and friendly reminder significantly increases the likelihood of them sharing their positive experience, which directly impacts your search ranking and appeal to future guests.

When and Why to Use This Message

This message is ideal for all guests, but its timing and tone are critical. You should send it 24 to 48 hours after checkout. This gives guests time to travel home and settle in, but their positive memories of the stay are still fresh. The goal is to catch them in a moment of reflection, making them more receptive to sharing their thoughts. It's a proactive strategy for reputation management and continuous improvement.

Our Take: Encouraging reviews isn't just about collecting stars; it's about building a conversation with your guests. By asking for feedback, you show that you value their opinion and are committed to creating an even better experience, which can turn one-time visitors into repeat bookers.

Example Templates

Here are a few templates that balance a warm closing with a clear call-to-action for leaving a review. Remember to always comply with Airbnb's policies, which prohibit explicitly offering compensation for positive reviews.

Simple & Direct:

"Hi [Guest Name], we hope you had a smooth trip home! We loved hosting you at [Property Name]. Your feedback is incredibly valuable to us. If you have a moment, would you mind leaving a review on Airbnb? It helps future travelers find us.

We hope to see you again soon!"

Feedback-Focused:

"Hello [Guest Name], thank you again for choosing our home for your trip. We're always looking for ways to improve, and we'd love to hear what you enjoyed most.

Reviews from great guests like you help our small business thrive. If you have a moment to share your experience, we would truly appreciate it.

If you have any private feedback for our team, please reply directly to this message. We appreciate your insights! Safe travels!"

Actionable Tips for Implementation

• Perfect Your Timing: Schedule this message to send 24-48 hours post-checkout. It's the sweet spot where the trip is still memorable, but the guest is no longer in travel mode.

• Make It Effortless: Provide a direct, one-click link to your Airbnb review page. The fewer steps required, the higher your completion rate will be.

• Frame Incentives Carefully: Be very cautious with incentives. A raffle entry for any review left in a certain month is generally acceptable, but directly offering discounts for reviews can violate platform rules. Check the latest policies.

• Ask for Private Feedback: Explicitly invite guests to share constructive criticism directly with you. This can prevent minor issues from appearing in a public review and provides you with actionable data to improve your property. To dive deeper into this, you can explore our guide on creating a guest experience survey.

7-Point Airbnb Checkout Message Comparison

Your Final Message is Your Lasting Impression

As we've explored, the checkout message is far more than a simple logistical reminder. It is the final, crucial touchpoint in your guest's journey and your last opportunity to solidify their positive experience. Viewing your airbnb check out message as a strategic asset, rather than an administrative chore, elevates your hosting from good to exceptional. It’s the difference between a transaction and a relationship.

Throughout this guide, we've shared what has worked for us—moving beyond the generic "check-out is at 11 AM" to a more thoughtful approach to departure communication. We've seen how a well-crafted message can graciously guide a standard guest, tactfully resolve issues from a problematic stay, and make a long-term guest feel like a cherished friend. The key takeaway is that one size never fits all. Your communication strategy must be as dynamic as the guests who walk through your door.

From Information to Impression

The true power of an effective checkout message lies in its ability to shape memory. A guest might forget the thread count of the sheets, but they will remember how you made them feel.

• Proactive Problem-Solving: A message that acknowledges a minor hiccup before they even think to complain (like the "Issue Resolution & Apology" template) can turn a potential 3-star review into a 5-star one, simply by showing you care.

• Building Loyalty: The "VIP/Long-Term Guest Appreciation" message transforms a long booking into a lasting connection, encouraging direct bookings for their next visit.

• Setting Clear Expectations: For complex situations, like the "Damage/Loss Accountability" message, clarity and professionalism protect your investment while treating the guest with respect, minimizing conflict.

• Cultivating Your Reputation: The final message is your prime opportunity to encourage reviews. A gentle, personalized prompt, as shown in the "Feedback & Review Incentive" template, feels less like a request and more like the natural conclusion to a great conversation.

Mastering the airbnb check out message is about systemizing your hospitality. It’s about ensuring that every guest, regardless of their stay's circumstances, leaves feeling respected, valued, and appreciated. This final communication reinforces your brand, encourages glowing reviews, and builds the kind of repeat business that is the bedrock of a successful short-term rental operation. It's the moment you stop being just a place to stay and become a host they'll remember.

Ultimately, your last message isn't just an endcap to a booking; it’s a bridge to your next one. It's your final handshake, your farewell wave, and your lasting promise of quality hospitality. By investing a few moments to tailor this last interaction, you invest in the long-term health and reputation of your business. It is, without a doubt, one of the highest-return activities a host can perform.

Ready to automate your five-star communication and make every guest feel valued without the manual effort? As hosts ourselves, we built SmoothStay to help you schedule personalized messages, share customizable digital guidebooks, and streamline your entire guest experience with guest-first, AI-powered features. Turn the insights from this article into a seamless system and give yourself more time to focus on what matters most.