8 Essential Airbnb Message Example Templates for 2025

Welcome, fellow hosts! If there's one thing we've learned after more than a decade of managing our own properties—from our 4-bedroom house in Washington, D.C. to a few beach getaways in the Riviera Maya—it's this: clear, friendly communication is the bedrock of a five-star experience. It’s not just about sending messages; it's about sending the right message at the right time to build trust and create a standout stay from the moment a guest inquires. Great hosting isn't magic—it's a system, and your guest messaging is the engine that powers it.

This guide is our playbook. It’s a collection of the exact Airbnb message example templates that have worked for us, helping us automate our workflow, delight guests, and consistently earn Superhost status. We’ve refined these scripts over thousands of stays to anticipate guest needs and prevent common issues before they arise. Forget generic, robotic replies. We’ll show you how to craft communication that feels both personal and professional.

Inside, you'll find more than just copy-and-paste templates. We will break down the strategy behind each message, covering every critical touchpoint:

• Pre-booking inquiries that convert lookers into bookers.

• Reservation confirmations that set a warm, welcoming tone.

• Pre-arrival and check-in instructions that eliminate confusion.

• Mid-stay check-ins that show you care.

• Proactive issue resolution scripts that turn problems into positive reviews.

• Check-out and review requests that secure that coveted five-star rating.

Let’s dive into the essential templates that can transform your hosting.

1. The Personalized Welcome Message

The first message you send after a guest confirms their booking is your most crucial first impression. A personalized welcome message, sent almost immediately, does more than just confirm the reservation; it sets a warm, professional tone for the entire stay. This initial contact is your chance to build rapport, express genuine excitement, and reduce the likelihood of a last-minute cancellation. It reassures the guest that they've made the right choice by booking with a responsive and attentive host.

This Airbnb message example moves beyond a generic, automated response. By incorporating specific details like the guest's name and their exact travel dates, you demonstrate that you're paying attention. In our experience, this simple act of personalization makes guests feel valued from the start, not just like another transaction.

Example Messages

Enthusiastic & Friendly Tone:

Hi [Guest Name]! Thank you so much for booking our cozy Brooklyn brownstone for your stay from [Start Date] to [End Date]. We're so excited to host you and hope you love the neighborhood as much as we do! We'll be in touch a few days before your arrival with all the check-in details.

Professional & Reassuring Tone:

Dear [Guest Name],
Confirmation for your booking from [Start Date] to [End Date] is complete. We're delighted to host you at our beachfront condo. Rest assured, we are preparing everything for your arrival. Please let us know if you have any initial questions.

Strategic Breakdown & Takeaways

• Timing is Everything: Send this message within the first hour of booking. Quick communication builds trust and excitement.

• Acknowledge Key Details: Always include the guest's first name and their specific booking dates. This confirms the details and shows you're on top of things.

• Set Expectations: Briefly mention that you'll send more information (like check-in instructions) closer to their arrival date. This prevents anxious follow-up questions.

• Keep It Brief: A concise message of 3-4 sentences is perfect. The goal is to welcome, not overwhelm.

To make a memorable first impression, hosts can draw inspiration from customer onboarding best practices, ensuring a smooth and delightful start to their guests' stay. This welcome message is the first step, and it can be complemented by a comprehensive digital welcome book. You can find more tips on creating a fantastic guest resource in our guide to the perfect Airbnb welcome book.

2. The House Rules and Expectations Message

A clear and proactive message detailing your house rules is essential for preventing misunderstandings and ensuring a smooth stay. Sent a few days before arrival, this message sets clear boundaries and expectations, covering everything from check-in times and noise policies to guest limits and amenity usage. It’s your opportunity to protect your property and ensure your guests have a safe, enjoyable experience without any unwelcome surprises.

This Airbnb message example acts as a friendly but firm reminder of the agreement the guest made when they booked. From our experience managing both urban and vacation properties, addressing these points before check-in drastically reduces the chance of conflicts. It empowers guests with the information they need to be respectful and responsible, fostering a better relationship from the start.

Example Messages

Clear & Direct Tone:

Hi [Guest Name], We're looking forward to hosting you in a few days! To help you prepare, here are a few key house rules:

1. Check-in is anytime after 3:00 PM.

2. Please be mindful of our neighbors and keep noise levels low after 10:00 PM.

3. No undisclosed guests are permitted. The booking is for [Number of Guests] only.
   Let us know if you have any questions!

Welcoming & Informative Tone:

Hello [Guest Name]! Your trip is just around the corner, and we can't wait to welcome you. To ensure a wonderful stay for everyone, please take a moment to review a few important guidelines for our home:

• Parking: You may park one vehicle in the designated spot labeled '7B'.

• Amenities: Feel free to use the pool between 9 AM and 8 PM. Please remember that no glass is allowed in the pool area.

• Check-out: Check-out is at 11:00 AM. Please ensure all doors and windows are locked upon departure.
  We appreciate your cooperation and are excited for your stay!

Strategic Breakdown & Takeaways

• Timing is Key: Send this message 5-7 days before check-in. This is close enough to the trip that guests will read it carefully but provides enough time for them to ask questions.

• Prioritize and Simplify: Don't list every single rule. Highlight the 3-5 most critical ones (e.g., noise, guests, parking) in a bulleted or numbered list for easy readability.

• Use a Friendly but Firm Tone: Frame the rules positively as guidelines for a great stay, not as a list of restrictions. This maintains a welcoming atmosphere.

• Be Specific: Instead of saying "be quiet," say "keep noise levels low after 10 PM." Clarity prevents ambiguity and potential disputes.

Establishing these ground rules early is a cornerstone of professional hosting. For a deeper dive into crafting the perfect set of guidelines for your property, you can explore our detailed guide on Airbnb house rules templates.

3. The Check-in Instructions and Access Message

A clear, detailed check-in message is one of the most critical pieces of communication you'll send. This logistical message, typically sent the day before arrival, provides everything a guest needs for a smooth and stress-free entry. It eliminates arrival-day anxiety, minimizes frantic last-minute questions, and shows that you are a well-prepared and professional host. Getting this right prevents confusion and starts the stay on a positive, seamless note.

This Airbnb message example is all about precision and clarity. From our experience, guests deeply appreciate having all access information consolidated in one easy-to-find message. It empowers them to arrive at their leisure without feeling like they need to bother you, which is especially important for late-night arrivals or guests coming from long-haul flights.

Example Messages

Clear & Step-by-Step Format:

Hi [Guest Name]! We're excited for your arrival tomorrow at [Property Name]! Here is everything you need for a smooth check-in anytime after [Check-in Time].

1. Address: [Full Property Address with Link to Google Maps]

2. Parking: Park in spot #47 or #48 in the main lot. A parking pass is on the kitchen counter.

3. Entry: The front door has a smart lock. Your code is 4829.

4. WiFi: Network: AirbnbVilla2024 / Password: BlueMoon#87

5. Inside: You'll find the thermostat in the hallway.

Please save this message for easy access. Our emergency number is [Host Phone Number], but for immediate threats, please call 911.

Strategic Breakdown & Takeaways

• Optimal Timing: Send this message exactly 24 hours before check-in. This is late enough that guests are in travel mode but early enough for them to plan their arrival.

• Format for Skimming: Use a numbered or bulleted list. Guests often read this message on their phones while juggling luggage, so make key details like codes and passwords bold and easy to spot.

• Include Visuals: If your entry process is complex, link to a short video walkthrough. This is a game-changer for reducing confusion with lockboxes or unique smart locks.

• Confirm Key Info: Double-check that all codes and passwords are correct before hitting send. A wrong code is one of the fastest ways to create a negative first impression.

This message is your guest's key to a frictionless arrival. To build on this, a well-crafted guide with more detailed instructions is essential. You can discover more strategies in our complete guide to creating perfect check-in instructions.

4. The Amenities and Local Recommendations Message

Going beyond just providing a place to sleep is what separates good hosts from great ones. Sending a curated message with property amenities and personalized local recommendations transforms you from a property manager into a knowledgeable local guide. This message, typically sent 2-3 days before arrival, builds excitement and helps guests plan their trip, making their stay more enjoyable and memorable from the moment they start packing. It demonstrates a high level of care and positions you as an invaluable resource.

This Airbnb message example serves as a mini-concierge service, offering insider tips that guests can't find in a generic travel guide. Based on what’s worked for us in competitive markets like Playa del Carmen, providing a few thoughtful, tailored suggestions makes guests feel special and truly enhances their local experience. It’s a simple way to add significant value and drive five-star reviews.

Example Messages

Foodie Focused (For a couple):

Hi [Guest Name]! As your trip gets closer, we wanted to share a few of our favorite local spots you might enjoy.

• Coffee: Don't miss 'Bean There' on 5th Ave for the best espresso (a 5-min walk).

• Fine Dining: For a special night, reserve a table at 'Ember'. It's Michelin-starred, so we recommend booking 2 weeks ahead if possible!

• Local Gem: The farmers market on Sunday mornings is just 3 blocks away and has amazing fresh produce and local crafts.
  Enjoy!

Family-Friendly (For guests with kids):

Hi [Guest Name]! Hope you're all excited for your trip. Here are a few family-friendly ideas:

• Park: The community park with a new playground is a 10-minute walk down the street.

• Easy Dinner: 'Pizza Palace' delivers and is a huge hit with kids. Their menu is on the fridge.

• Rainy Day: The Children's Discovery Museum is a 15-minute drive and great for all ages.
  We also have a Nespresso machine in the kitchen for your morning coffee!

Strategic Breakdown & Takeaways

• Perfect Timing: Send this message 2-3 days before arrival. This timing is ideal as guests are finalizing their plans and packing.

• Tailor to the Guest: Personalize your recommendations based on the guest's profile. Suggest playgrounds and easy restaurants for families, or romantic dinner spots and cocktail bars for couples.

• Highlight Property Features: Weave in a reminder of a key amenity, like the Nespresso machine or the smart TV, to connect the local experience with their stay in your home.

• Be Specific and Actionable: Include names, walking distances, and insider tips (like "book ahead"). This makes your advice practical and easy for guests to use.

This message is a powerful tool for elevating the guest experience, but it can also be the start of a more comprehensive resource. For hosts looking to build a complete guide, you can find inspiration in these Airbnb guidebook examples.

5. The Pre-Arrival Upsell and Services Message

A message sent a week before arrival presents a unique opportunity to enhance your guest's stay and increase your revenue. This strategic communication offers optional services, upgrades, or local experiences for an additional fee. When done thoughtfully, it comes across as genuinely helpful rather than a sales pitch, allowing you to provide extra value while optimizing your hosting business. It's about anticipating guest needs and offering convenient, high-value solutions.

This Airbnb message example is designed to feel like a premium, concierge-style service. In our experience, guests often appreciate the offer to arrange conveniences like airport transfers or a late check-out, especially if it saves them the hassle of researching and booking it themselves. The key is to present these options as valuable enhancements to their trip, not just as transactional add-ons.

Example Messages

Concierge & Helpful Tone:

Hi [Guest Name]! We're looking forward to hosting you in just a few days. As you finalize your travel plans, we wanted to offer a few services to make your arrival and stay as smooth as possible:

• Private airport pickup ($45)

• Early check-in at 1 PM ($30)

• A welcome basket with local pastries & coffee ($25)
  Just let us know if any of these are of interest, and we can arrange it for you. No pressure at all!

Direct & Value-Focused Tone:

Dear [Guest Name],
Your check-in on [Start Date] is just around the corner! To enhance your stay, we offer the following optional add-ons:

• Guaranteed Late Check-Out until 1 PM: $35

• Mid-Stay Housekeeping Service: $50
  If you would like to add any of these to your reservation, please reply to this message, and we will update your booking.

Strategic Breakdown & Takeaways

• Timing is Key: Send this message 5-7 days before arrival. This is when guests are finalizing their plans and are most receptive to travel-related offers.

• Limit the Options: Don't overwhelm guests. Stick to 3-4 high-value, relevant offers that genuinely improve their stay.

• Use Optional Language: Frame your message with phrases like "Would you like..." or "We offer the option..." to ensure it feels helpful, not pushy.

• Price Competitively: Research local rates for similar services to ensure your pricing is fair. The goal is to offer convenience and value.

• Simplify Acceptance: Make it easy for guests to accept an offer. A simple reply to the message should be all that's required to confirm.

This approach can be a powerful way to boost revenue and guest satisfaction simultaneously. You can discover more about integrating these offers into your communication flow by reading our guide on automated Airbnb messages, which helps streamline the process.

6. The Mid-Stay Check-in and Support Message

A proactive mid-stay check-in message is a hallmark of exceptional hosting. This brief, friendly touchpoint, sent a day or two into the stay, shifts your role from simply providing a space to actively ensuring a great experience. It’s your opportunity to uncover and resolve minor issues before they escalate into bigger problems or, worse, a negative review. This simple message shows you genuinely care about your guest's comfort and enjoyment.

This Airbnb message example demonstrates a commitment to guest satisfaction that goes beyond the basics. From our own experience, we've found that guests are often hesitant to bother the host with small queries. A mid-stay message opens a clear and welcome channel for communication, making guests feel supported and valued throughout their entire trip.

Example Messages

Casual & Friendly Tone:

Hi [Guest Name]! Just wanted to check in and hope you're having a great time and enjoying the city. Is everything in the apartment comfortable for you? Please don't hesitate to reach out if you need anything at all!

Helpful & Proactive Tone:

Hi [Guest Name],
We hope you are settling in well and enjoying your stay. We wanted to see if you needed any fresh towels, recommendations for a great local dinner spot, or have any questions about the neighborhood. We're here to help make your trip a memorable one!

Strategic Breakdown & Takeaways

• Perfect Timing: Send this message on the morning of day two for any stay of three nights or longer. This gives guests enough time to settle in and notice if anything is amiss.

• Keep It Light and Optional: Frame the message so it doesn't demand a response. The goal is to offer help, not to add a task to their vacation.

• Encourage Small Questions: By asking if they need recommendations or have questions, you make it easier for them to bring up minor concerns, like how to operate an appliance.

• Be Prepared to Act: If a guest does report an issue, respond and act on it immediately. A quick resolution to a small problem often impresses guests more than a flawless stay.

7. The Checkout and Post-Stay Message

The final message you send after a guest departs is just as important as the first. A thoughtful checkout and post-stay message closes the loop on their experience, creating a lasting positive impression. This communication serves multiple strategic purposes: it confirms a smooth departure, provides a crucial window for a quick damage assessment, gracefully requests a review, and opens the door for future bookings. It's your last chance to reinforce your professionalism and turn a one-time guest into a repeat visitor.

This Airbnb message example is designed to be sent shortly after the official checkout time. It shows you're attentive and organized, managing the turnover process efficiently while still prioritizing the guest relationship. In our experience, this proactive follow-up not only boosts review rates but also helps resolve minor issues, like a forgotten phone charger, before they become a hassle.

Example Messages

Appreciative & Proactive Tone:

Hi [Guest Name], thank you so much for staying with us! We hope you had a wonderful time. Just confirming you’ve checked out, and wanted to ask if you happened to leave anything behind? We really appreciate you leaving the place so tidy. When you have a moment, a review of your stay would mean a lot to us.

Incentive-Driven & Friendly Tone:

Hey [Guest Name]! It was a pleasure hosting you. We hope your travels home are safe and easy. As a small thank you, we'd like to offer you 10% off a future stay. We rely on feedback from great guests like you to improve, so we'd be grateful for a review. Thanks again for choosing our place!

Strategic Breakdown & Takeaways

• Timing is Key: Send this message within 1-3 hours after the scheduled checkout time. This timing is immediate enough to feel personal but allows guests a moment to begin their journey home.

• Encourage Reviews Gracefully: Make it easy for them. Directly ask for a review and frame it as feedback that helps you improve.

• Offer a Genuine Incentive: A small discount (like 10-15%) for a future stay can be a powerful tool to encourage repeat bookings and build loyalty. It shows you value their business.

• Keep It Positive: Your primary goal is to end the experience on a high note. Unless there is a significant issue, keep the tone appreciative and forward-looking. Address any damage claims separately in a neutral, factual message through the Resolution Center.

8. The Problem Resolution and Service Recovery Message

No matter how perfect your property is, issues can and will arise. A problem resolution message is your critical tool for damage control when a guest reports a complaint or property issue. This message is less about fixing the problem and more about managing the guest's experience, demonstrating accountability, and turning a negative situation into an opportunity to showcase outstanding customer service. It’s a moment that can make or break a guest's review and your reputation.

This Airbnb message example is about responding with empathy, speed, and a clear solution. When something goes wrong, like a broken AC unit, guests feel vulnerable and frustrated. From our own hosting experiences, a swift, sincere, and solution-focused response can often salvage a stay and even earn a positive review for how well the problem was handled.

Example Messages

Empathetic & Solution-Focused Tone:

Hi [Guest Name], thank you so much for letting us know about the issue with the air conditioning. I am so sorry for the inconvenience and discomfort this has caused. We have already dispatched a technician who should be there within the hour to resolve it. In the meantime, we've dropped off a portable cooling unit for your comfort. We appreciate your patience and will keep you updated.

Formal & Compensatory Tone:

Dear [Guest Name],
We sincerely apologize that the Wi-Fi was not working upon your arrival. This is not the standard we aim for, and we understand your frustration. While we work with the provider to restore service, we would like to offer you a refund for last night's stay. We have also provided a mobile hotspot for your immediate use. Please let us know if there is anything else we can do.

Strategic Breakdown & Takeaways

• Acknowledge and Apologize First: Always start by validating the guest's feelings and offering a sincere apology. Phrases like "I understand how frustrating that must be" show empathy.

• State the Immediate Action: Immediately tell the guest what you are doing to fix the problem. This shows you're taking their complaint seriously and are actively working on a solution.

• Offer a Proportional Solution: Compensation should match the level of inconvenience. A small issue might warrant a gift card for a local coffee shop, while a major one (like no heat in winter) may require a partial or full refund for the affected nights.

• Avoid Defensiveness: Never make excuses, blame others, or argue with the guest. The focus must be entirely on a swift and effective resolution for them. Document everything within the Airbnb chat to keep a clear record.

Comparison of 8 Airbnb Messages

From Messages to Memories: Elevating Your Hosting Game

Throughout this guide, we've explored a library of Airbnb message examples, each designed for a specific moment in the guest journey. From that initial pre-booking inquiry to the final review request, we’ve seen that effective communication is far more than just conveying information. It's about setting expectations, building trust, and creating a framework for a seamless, five-star stay.

The real power of these templates isn't in copying and pasting. It's in understanding the strategy behind each message. The pre-arrival check-in isn't just a reminder; it's an opportunity to build excitement and preempt last-minute questions. The mid-stay check-in isn't just a courtesy; it's a proactive tool that can turn a potential complaint into a glowing review. Each airbnb message example we've broken down serves as a blueprint you can adapt to your unique property and hosting style.

Key Takeaways for Exceptional Guest Communication

As you begin to implement these strategies, remember these core principles that separate good hosts from great ones:

• Proactivity Prevents Problems: The best communication anticipates guest needs. Sending clear check-in instructions, house rules, and local tips before they have to ask reduces friction and shows you're a thoughtful, organized host.

• Personalization Builds Connection: Using a guest's name is the bare minimum. Referencing the purpose of their trip shows you're paying attention. This small effort makes guests feel seen and valued, not like just another booking number.

• Consistency Creates Trust: A reliable communication cadence, from confirmation to checkout, assures guests that you are available and professional. This consistency is the foundation of a stress-free experience for them and a more manageable workflow for you.

• Automation Is Your Ally: Manually sending every message is not scalable, especially as you grow. Automating your core messages frees up your time to focus on genuine, high-impact interactions, like responding to specific questions or handling unique situations.

Your Actionable Next Steps

Mastering your guest messaging is a continuous process of refinement. Start by auditing your current communication flow. Identify the gaps where a new message could prevent a common issue or enhance the guest experience. Begin by implementing just one or two new templates, perhaps the mid-stay check-in or the detailed pre-arrival message.

Once you have your core messages drafted, the next step is to systematize their delivery. This is where automation becomes indispensable. To truly elevate your hosting and ensure memorable guest experiences, consider implementing advanced automated messaging strategies and examples that can handle the routine tasks, ensuring no guest ever feels left in the dark.

Ultimately, every message is an opportunity. It's a chance to turn a simple transaction into a genuine human connection and a forgettable stay into a cherished memory. By investing in thoughtful, strategic communication, you're not just managing a property; you're building a reputation, earning loyalty, and crafting the kind of experiences that keep guests coming back.

Ready to transform these message examples into a seamless, automated workflow? SmoothStay was built by hosts, for hosts, to put powerful communication tools at your fingertips. Our customizable guidebooks and AI-powered features help you organize templates, personalize them with dynamic tags, and elevate every stay. With fair, scalable pricing, it’s designed to grow with your business. Start your free trial of SmoothStay today and see how effortless five-star hospitality can be.