If you've been hosting on Airbnb for more than a few months, you've noticed something: guests ask the same questions over and over. Check-in instructions. WiFi password. Checkout time. Review requests. The same messages, typed fresh each time.

The average Airbnb host spends 5–8 hours per week on guest communication. Most of that is repetitive. These 5 templates cover roughly 80% of the messages you'll ever need to send — copy them, customize once, and stop typing the same thing for the 400th time.

Template 1: Pre-Arrival Check-In Instructions

Send this 24–48 hours before check-in. It reduces "where are the keys?" messages by ~70% — which means fewer interruptions during your day.

Template #1 — Pre-Arrival
Hi [Guest Name]! 👋 We're excited to welcome you tomorrow. Here's everything you need for a smooth check-in: 🔑 Access: [Your door code or key pickup instructions] 🏠 Address: [Full address + any parking notes] ⏰ Check-in: Anytime after [check-in time] 📶 WiFi: Network: [Network name] / Password: [Password] [Optional: any special notes — elevator on left, unit is 3B, etc.] Text me if you hit any snags. Can't wait to have you! 🌟 [Your name]
💡 Pro tip

Add a Google Maps pin to the address — guests often miss the street number. Include parking even if it's obvious. Guests arriving at night especially appreciate this level of detail.

Template 2: WiFi & House Rules Reminder

Guests forget things. This template handles the two most common mid-stay questions in one shot — usually sent right after check-in confirmation.

Template #2 — House Info
Hey [Guest Name]! Hope the place feels like home already 😊 Quick reference for your stay: 📶 WiFi: [Network name] — Password: [Password] 🌡️ Thermostat: [Location + how to adjust] 🚿 Hot water: [Any quirks, e.g., "takes ~60 sec to warm up"] 🗑️ Trash: [Day + where bins are] 🔇 Quiet hours: [Time range] — neighbors are nearby Full house manual is in the welcome binder on the kitchen counter. Anything else you need, just message me! [Your name]

Template 3: Late Arrival Acknowledgment

Guests sometimes arrive much later than planned. A quick, warm message heads off anxiety on both sides — and protects your response rate score.

Template #3 — Late Arrival
Hi [Guest Name], No worries at all about the late arrival! The door code works 24/7: [Code] A few things to note for tonight: • Parking: [Overnight parking info] • Entrance: [Any after-hours instructions, e.g., "use side gate after 10pm"] • Noise: Quiet hours start at [time] — neighbors appreciate it The unit will be ready and waiting whenever you get in. Safe travels! 🌙 [Your name]
💡 Note

This is one of the hardest messages to send at 11pm when you're already asleep. It's also one of the most impactful for reviews. Automating this specific message has the highest ROI of any template on this list.

Template 4: Checkout Reminder

Send the night before checkout. Clear checkout reminders reduce the chance of late departures (which cascade into your next guest's check-in) and guests who miss leaving instructions in the unit.

Template #4 — Checkout Reminder
Hi [Guest Name]! Just a quick heads-up — checkout is tomorrow by [checkout time]. A few things to make it easy: 🔑 Lock the door and leave the key [where] 🍽️ Leave dishes in the dishwasher (run it if full) 🛏️ No need to strip the beds — we handle laundry 🌡️ Turn off AC/heat before you leave Hope you had a great stay! I'll leave a review for you, and I'd love it if you had a moment to share your experience too 🙏 [Your name]

Template 5: Review Request

Hosts who ask for reviews get 2–3x more of them. The key is timing: send within 24 hours of checkout while the experience is fresh, and before Airbnb sends their generic reminder.

Template #5 — Review Request
Hi [Guest Name]! It was such a pleasure hosting you! I hope [City/neighborhood] treated you well 😊 I've already left you a glowing review. If you have 2 minutes, an honest review from you means the world to hosts like me — it helps future guests feel confident booking, and helps the listing grow. No pressure at all — just wanted to personally reach out rather than let the automated reminders do it! Thanks again, and hope to host you again someday! 🌟 [Your name]
📊 Data point

Hosts who send a personalized review request within 24 hours of checkout get reviews on 68% of stays vs. 31% who rely on Airbnb's automated reminders. That's more than 2x the review rate.

How to Use These Without Burning Out

You have two options:

  1. Manual saved responses — Copy these into Airbnb's "Saved Messages" feature. You'll still need to remember to send each one at the right time, but at least the typing goes away.
  2. Automated sending — Use a tool like HostPilot to trigger these messages automatically based on booking events (check-in minus 24h, checkout plus 2h, etc.). You set it once and it runs while you sleep.

Option 2 is what separates Superhosts from regular hosts. It's not that they write better messages — it's that they never forget to send them.

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