12 Free Templates of Automated Airbnb Messages for Guests – 4 Essential Texts to Schedule in 2025

Airbnb property management requires fast and effective communication to keep guests happy. Automated Airbnb messages is a key solution that saves time while personalizing interactions.

In this article, you’ll learn about Airbnb message templates to manage different key stages of the guest journey, as well as tools you can use to automate host messaging, learn to set up automated messages to improve your property management and build guest loyalty.

Why are Airbnb Automated Messages Essential?

Managing vacation rentals is a time-consuming business, especially when it comes to communicating with guests. From pre-booking requests to in-stay questions, you’re constantly trying to provide guests with the information they need in a timely manner.

You need to be efficient if you want to stay on top of your communication with them. That’s where Airbnb message templates come in, as they ensure consistency and save you a ton of time on manual tasks.

Main points of automated messages on Airbnb

Benefits of automation	– Saves time for owners – Consistent and rapid communication – Reduced administrative burden – Improved customer satisfaction
Key messages to automate	– Booking confirmationsCheck-in and check-out instructions – Payment reminders – Answers to frequently asked questions – Post-stay feedback requests
Message configuration	– Use of predefined templates – Personalization of messages – Integration of dynamic variables – Scheduling of shipments according to the workflow and needs of the owners
Image customization	– Personalization with specific details – Consistent tone of voice with the brand – Addition of personalized touches such as local recommendations or special offers

Automated messages on Airbnb offer the possibility of storing pre-written message templates, which has several advantages.

• First, they save valuable time by avoiding the constant repetition of answers to the most common questions, such as “How do I get the keys?”.
• With a simple click, the message is sent and the problem is solved, which greatly simplifies the management of communications with guests.
• In addition, the use of automated messages allows for a quick and efficient response, thus reinforcing guest satisfaction and the professional image of the owner.

Hosts using automation tools save an average of 10 hours per week and have seen a 20% increase in 5-star reviews.

Messages personalization to strengthen branding

While automated messaging is an effective way to streamline guest communication, it’s important not to compromise on personalization.

By personalizing automated messages with guest-specific details like their name, destination, and preferences, hosts can strengthen their brand and deliver a more authentic and engaging guest experience.

By using a tone of voice that’s consistent with their brand and adding personalized touches like local recommendations or special offers, landlords can create memorable interactions that stand out and build loyalty.

Mistakes to avoid with Airbnb messages

Using canned messages to automate your Airbnb communications can save you time, but some mistakes can hurt the guest experience and your reputation as a host. Here are some common mistakes to bypass:

• Non-personalized messages. Guests immediately notice generic messages. To avoid this, personalize each message by adding the guest’s name, length of stay, or specific details about their reservation. This improves satisfaction and encourages positive reviews.
• Sending messages that are too long. An effective message is short and to the point. Keep it under 100 words unless necessary. Guests appreciate clear and direct information, especially about check-in instructions and house rules.
• Using outdated information. Update data in your messages regularly (Wi-Fi code, check-in times, local recommendations). A text containing incorrect details can cause frustration and result in negative reviews.

Advanced Strategies for Airbnb Messaging

As an Airbnb host, leveraging automated messaging is key to improving guest experience while minimizing manual work. However, to truly optimize communication, advanced strategies are necessary. Below, we explore personalization, AI tools, strategic follow-ups, and handling difficult situations professionally.

1. Personalization at scale

Guests appreciate messages that feel tailored rather than generic. While automation saves time, adding a personal touch can enhance guest satisfaction.

• Use guest names and booking details – A simple “Hi [Guest’s Name]” makes a message feel more human.
• Reference past stays – If a guest has stayed before, acknowledge it: “Welcome back! We’re happy to host you again.”
• Acknowledge special occasions – If a guest mentions a birthday or anniversary, a quick note or small gesture (like a bottle of wine) can go a long way.

2. Conditional messaging for different guest types

Not all guests who you hast have the same expectations. Tailored messages based on the kind of traveler can create a more seamless experience.

Messages and guest types

Guest type	Strategy
First-time guests	Provide additional details on check-in and local recommendations to ease any uncertainty.
Repeat guests	Express appreciation and offer perks like early check-in or a small discount for future stays.
Business travelers	Highlight work-friendly amenities such as high-speed Wi-Fi and quiet workspaces.

3. Using AI and chatbots for instant responses

Using AI-powered tools can further streamline guest communication and improve response time.

• AI chatbots like Smartbnb and Hospitable can handle FAQs automatically.
• Automate responses for common inquiries (Wi-Fi info, check-in instructions) to ensure guests get quick replies.
• Set up smart responses for different times of the day to ensure no delays in guest communication.

While AI chatbots and automation can make communication much easier, monitoring their performance and checking their responses occasionally is essential. Unchecked over-automation can result in unnatural or inappropriate messages, negatively impacting the guest experience. It’s also worth remembering that some questions require a personal touch – in these cases, it’s best to answer manually to maintain a high level of service.

4. Emergency and crisis messaging

Preparing automated responses for unexpected situations can prevent panic and reassure guests.

• Power outages: “We are aware of a temporary power outage in the area. We’re actively working on updates and will keep you informed.”
• Plumbing or heating issues: provide alternative solutions or an estimated resolution time.
• Last-minute cancellations: offer a prompt response with alternative options, such as other available listings or compensation if applicable.

5. Handling difficult situations professionally

Sometimes, things go wrong. Having pre-drafted responses for challenging situations ensures a calm, professional tone.

What to answer depending on the conditions

Situation	Suggested response
Damage complaints	“We noticed some damage after your stay. Could we discuss a resolution that works for both of us?”
Noise complaints from neighbors	“We kindly ask that noise levels be kept down after 10 PM to respect our neighbors. Thanks for understanding!”
Late check-out requests	“We’d love to accommodate a late check-out, but unfortunately, we have another guest arriving. However, we can recommend a nearby café where you can relax.”
Guest dissatisfaction	“We’re sorry to hear about your experience. How can we make it right for you?”
Lost or left-behind items	“We found an item that may belong to you. Let us know how you’d like us to proceed with returning it.”
Unauthorized extra guests	“Our listing accommodates [X] guests. Unfortunately, we cannot allow additional guests due to our house rules.”
Smoking in a non-smoking unit	“Our property is strictly non-smoking. Please be mindful of this policy to avoid additional cleaning fees.”

6. Strategic follow-ups for better reviews

Encouraging positive reviews without being pushy is an art. The right follow-up messages can make a difference.

• Check-in message: “I hope everything is perfect so far! Let us know if you need anything.”
• Mid-stay check: “Just checking in! Hope you’re having a great time. Let me know if there’s anything I can do to make your stay even better.”
• Post-checkout review request: “Thanks for staying! We’d love to host you again. If you enjoyed your stay, we’d appreciate a quick review – it helps other travelers find us!”

By implementing these advanced Airbnb messaging strategies, you can ensure a smoother hosting experience, improve guest satisfaction, and increase positive reviews while maintaining efficiency. Thoughtful, automated communication not only saves time but also elevates the guest experience, making your listing stand out.

4 Key Messages on Airbnb
to Automate Immediately

There are several types of messages that can be beneficially automated as part of Airbnb property management. These include booking confirmations, check-in and check-out instructions, payment reminders, answers to frequently asked questions, and post-stay feedback requests.

Automating messages reduces the number of questions received by hosts by 30%.

Automating these communications allows guests to provide necessary information to guests quickly and efficiently, while ensuring a smooth and seamless guest experience. Set up your Airbnb account to automatically send 4 saved messages to your guests at set intervals during their stay:

• Reservation confirmation: thank you and basic instructions.
• 72 hours before check-in: instructions on parking and access to the apartment.
• 16 hours before check-out: reminder of check-out time and key collection procedure.
• 3 hours after check-out: thank you message and prayer for a good review.

With this much prep work in welcoming guests, you should be in a better position to land 5-star reviews!

1. Automatic message following a reservation

This is a very important step because your message serves as a welcome message on Airbnb, and the first impression is very important!

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2. Pre-recorded message before check-in

Here is an example of an automated message to manage automatic arrival of guests, check-in, with a smart lock or key box.

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3. Pre-recorded message to prepare for check-out

To avoid misunderstandings, for example, about the time of eviction from the apartment, it is better to remind guests about this and explain all the steps.

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4. Example of a message after guest departure

It is very important to thank the guest for choosing you and for leaving your apartment in order (if this is really the case).

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If you don’t want to bother with message templates for your Airbnb, entrust us! We’ve been doing this for over 10 years and have a lot of really working templates that, on the one hand, really save time, on the other hand, help you remain an incredible host in the eyes of your guests. What’s more, we’ll analyze your listings and improve their rankings – all with the help of the Airbnb Profile Solutions service.

12 Templates of Automated Airbnb Messages

Don’t know what to write? Here are 12 templates of messages that you can adapt and save to communicate with your guests. Whether it’s thank you messages, welcome or greeting messages, a reservation confirmation, arrival or departure message, or a message to leave a comment or to resolve a problem, we have everything you need!

You can use the templates and adapt them according to your rentals to add them to your scheduled messages. It is important to add your personal touch to avoid your guests having the impression of reading a message that is too general and lacks originality.

1. Airbnb pre-booking message

If a guest wants to book with you and you want to know more about their profile and motivations, here is a pre-booking message.

2. Airbnb booking confirmation message

A booking confirmation with an immediate “thank you” lets guests know that you’ve received their request and are ready to welcome them! It also shows that you’re attentive from the very beginning.

If you are struggling, tired, or simply don’t want to get too involved in running your Airbnb, but want to continue to make a profit and even expand, Airbnb Property Management is definitely for you. This service will allow you to freely do other things, find new properties for your business, and develop in all directions while your Airbnb business continues to grow. Don’t think twice, try it today!

3. Airbnb reservation rejection message

While you would like to be able to welcome everyone, it is sometimes impossible to do so for various reasons. Your responses to the refusal of a reservation must then be formulated with tact, clarity and politeness.

Here are some examples of messages for this scenario:

4. Airbnb cancellation confirmation message

Airbnb offers more or less flexible cancellation policies to travelers. It is up to you to define your conditions on the Airbnb platform. By confirming the cancellation to guests who cancel their reservation, you show that you are attentive and communicate with these travelers who could visit your place on another occasion.

5. Airbnb pre-arrival message

Here is a message with all the useful information for the arrival of your guests.

6. Airbnb welcome message

Here is a message with all the useful information for the arrival of your guests.

It is often said that a guest’s experience begins long before they set foot in your vacation rental. A few days before the guests arrive, you can send them a welcome message with information on how to get to your accommodation. You should know that Airbnb also automatically sends directions to guests. So don’t hesitate to summarize your message as much as possible.

7. Airbnb arrival message: instructions and reminder of the house rules

To ensure your guests arrive in the best possible conditions, send them all the instructions before they leave. Bye-bye to unpleasant surprises and the stress of arrival!

So, don’t forget to provide instructions on how to access the accommodation (door code, key lock box code, etc.) and additional information (wifi code, parking key, emergency numbers, etc.). In addition, you can reiterate the house rules and conditions once again as a reminder (Airbnb also provides instructions to follow for arrival).

Here is another example:

If you want to learn more about the house rules you should include, we recommend you check out our article on 18 The Most Crucial Airbnb House Rules and also grab your free template.

8. Message to ensure customer satisfaction

After the first night, some Airbnb hosts recommend sending another “welcome” message to guests to find out if everything is going well, especially if they are staying longer.

This way, you can find out if the guests are satisfied after the first night and look for solutions if they are not satisfied. In addition, it shows that you care about the well-being of your guests!

9. Airbnb message to resolve problems

Sometimes, your guests contact you because of a problem with cleaning, electricity, heating, various equipment, etc. In these cases, you must be responsive and know all the details to find a solution as soon as possible.

Here is what you could send in case of a problem in the accommodation:

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10. Message of request for cleaning or maintenance

For guests who stay longer, it is possible that it is necessary to send a team for cleaning and/or maintenance of the accommodation. Please always inform your guests with a short message so that they are aware of the cleaning or maintenance operations planned:

11. Airbnb check-out message

It is important to send a message the day before departure to remind your guests of the departure time with a checklist of things to do before leaving (make sure to return the keys, clean, turn off the boiler, etc.). After a peaceful and quiet stay, your guests may forget to do certain things, so don’t hesitate to give a little reminder. This will make it easier for your guests and you to take stock of the premises.

Here is some additional information to give your guests before departure:

12. Airbnb thank you message

A few days after your guests leave, you can send them a message to thank them again for choosing your vacation rental and compliment them on being exemplary guests.

This is a great opportunity to ask guests to leave a positive review and get feedback on their stay. In addition, it strengthens the relationship you created with them during their stay and can encourage their loyalty for future bookings.

All these examples of messages will allow you to considerably reduce the time you spend communicating and organizing your communication with your Airbnb guests.

However, it is important to add your personal touch to these messages so that they resemble you and do not appear to be simple “copy and paste” for travelers. In their final rating on Airbnb, your guests will evaluate the communication they have with their host before, during and after the stay!

Download 12 Templates Here

Conclusion

By using Airbnb automated messages, you will be sure to communicate with your guests at the right time by providing them with important information so that the trip goes smoothly. Combining efficiency and personalization, message automation becomes an invaluable tool for increasing guest satisfaction and loyalty.

No need to stay attentive to the slightest new message on Airbnb. You will be able to focus on other important tasks necessary for the smooth running of your rental. You will be at the top of communication and efficiency to organize the arrival of your next guests.

Frequently asked questions about
Automated Airbnb Messages

Updated on: 2025-02-21. Author: Mark Vasiliy Smetanin

Tags: Airbnb Airbnb management