You know the moment. Someone books your property, and you stare at the message box thinking… what do I even say?

Too formal and you sound like a hotel chain. Too casual and you sound unprofessional. Too long and they won't read it. Too short and they'll have questions within the hour.

Most hosts either overthink it or don't think about it at all. They send something generic, forget to include the important stuff, and end up fielding the same guest questions over and over for the rest of the week.

Here's the thing — your welcome message is the first real interaction your guest has with you after booking. It sets the tone for the entire stay. Get it right, and you reduce messages, prevent confusion, and set yourself up for a glowing review. Get it wrong (or skip it entirely), and you're playing catch-up from day one.

Here are 8 templates you can copy, personalise, and start using today.

When to Send Each Message

Before we get into the templates, here's the timing that works:

Booking confirmation — immediately after they book
Pre-arrival details — 2-3 days before check-in
Day-of welcome — morning of arrival day
First evening check-in — evening of arrival day
Mid-stay check-in — halfway through (for stays of 4+ nights)
Pre-checkout reminder — day before checkout
Post-checkout thank you — within a few hours of checkout
Review request — 1-2 days after checkout

You don't need to send all eight every time. For a two-night stay, the booking confirmation, pre-arrival details, day-of welcome, and post-checkout thank you are plenty. For longer stays, the mid-stay check-in and pre-checkout reminder earn their place.

Template 1: Booking Confirmation

Send this immediately after the guest books. The goal is to make them feel welcomed and confident they made the right choice.

Subject/message:
Hi [Guest Name],
Thanks so much for booking [Property Name] — we're really looking forward to hosting you!
Just to confirm, you're booked for [dates] with check-in at [time] and checkout at [time].
I'll send you all the details you need (check-in instructions, WiFi, local tips) a couple of days before your arrival so you have everything handy.
In the meantime, feel free to reach out if you have any questions. Happy to help with anything!
[Your Name]

Why it works: It's warm without being over the top. It confirms the essentials so the guest doesn't have to check. And it sets the expectation that more information is coming — which reduces those "how do I get in?" messages at 11pm the night before.

Template 2: Pre-Arrival Details (2-3 Days Before)

This is the most important message you'll send. It's where you front-load all the practical information so your guest arrives prepared and stress-free.

Hi [Guest Name],
Your stay is coming up and I wanted to make sure you have everything you need!
Getting there: [Address + any specific directions, e.g. "The entrance is around the back of the building, look for the blue door"]
Check-in: [Time] — [Brief check-in method, e.g. "There's a lockbox on the front door. The code is XXXX."]
WiFi: Network: [name] / Password: [password]
Parking: [Instructions or "free street parking is available on the road outside"]
House manual & local tips: I've put together a digital guidebook with everything you might need during your stay — house info, local restaurant recommendations, and area tips. Here's the link: [guidebook link]
If anything comes up before you arrive, just message me. See you soon!
[Your Name]

Why it works: You're answering the top five questions every guest has (where is it, how do I get in, what's the WiFi, where do I park, what's nearby) before they even think to ask. And by linking to your digital guidebook, you're moving all the detailed info out of the message and into a format they can actually reference during their stay.

This is the message that eliminates 80% of guest questions. If you only send one template from this list, make it this one.

Template 3: Day-of Welcome

Short and warm. The guest is probably travelling and doesn't want to read a novel.

Hi [Guest Name],
Just a quick note to say welcome! Your place is all ready for you.
As a reminder, check-in is from [time]. [Any last-minute detail, e.g. "There's milk and coffee in the kitchen to get you started."]
Have a wonderful trip in, and let me know once you've settled — I'm always just a message away if you need anything.
[Your Name]

Why it works: It reassures the guest that the property is ready, reminds them of the check-in time without repeating the full instructions, and adds a personal touch. If you leave a small welcome gesture (coffee, wine, a handwritten note), mention it here — it builds anticipation.

Template 4: First Evening Check-In

This one is optional but powerful. Send it a few hours after their expected arrival time.

Hi [Guest Name],
Hope you've settled in! Just wanted to check that everything is good with the place and you found everything OK.
If there's anything at all — heating, appliances, anything — don't hesitate to let me know. I'd rather sort it out now than have it bother you during your stay.
Enjoy your evening!
[Your Name]

Why it works: This is the message that catches small issues before they become review complaints. A guest who can't figure out the shower but doesn't want to "bother you" will mention it in their review instead. By proactively asking, you give them permission to flag things early — and you show that you care about their experience, not just their money.

This simple check-in is one of the most effective ways to improve your chances of a five-star review.

Template 5: Mid-Stay Check-In (4+ Night Stays)

For longer stays, a quick mid-stay message keeps the communication warm without being intrusive.

Hi [Guest Name],
Hope you're enjoying your stay so far! Just checking in to make sure everything is still going well.
If you need any fresh towels, have questions about things to do, or just need a recommendation — I'm here.
Enjoy the rest of your trip!
[Your Name]

Why it works: Long stays can feel isolating for guests. A mid-stay message reminds them you're available without being overbearing. Keep it short. If they need something, they'll reply. If not, no response needed.

Template 6: Pre-Checkout Reminder

Send this the day before checkout. It's practical, not pushy.

Hi [Guest Name],
Just a quick reminder that checkout is tomorrow at [time].
Before you head off, a few small things that help us out:
[Your checkout asks, e.g. "Please start the dishwasher if you've used dishes"]
[e.g. "Leave used towels in the bathroom"]
[e.g. "Lock the front door and return the key to the lockbox"]
That's it — nothing major. And if you've had a great stay, I'd really appreciate a review when you get a chance. It makes a huge difference for small hosts like us.
Thanks again for staying with us. It's been a pleasure hosting you!
[Your Name]

Why it works: Clear checkout instructions prevent messy turnovers and misunderstandings. Asking for a review here — while the stay is still fresh and the experience is positive — is much more effective than asking days later. If you want a more detailed checkout process, check out how other hosts structure their checkout instructions.

Template 7: Post-Checkout Thank You

Send within a few hours of checkout. Keep it genuine.

Hi [Guest Name],
Thanks so much for staying at [Property Name] — I hope you had a wonderful time!
It was a pleasure hosting you, and you're welcome back any time. If you ever want to return or know someone who'd love the place, feel free to reach out directly.
Safe travels!
[Your Name]

Why it works: This is where the guest relationship shifts from transactional to personal. The "reach out directly" line plants the seed for a future direct booking — especially if you have your own direct booking website. You're not being pushy. You're just leaving the door open.

Template 8: Review Request (If Needed)

If a guest hasn't left a review after a day or two, a gentle nudge is completely fine.

Hi [Guest Name],
Hope you made it home safely! I just left you a review on Airbnb.
If you have a moment, I'd really appreciate it if you could leave one too. It helps future guests feel confident about booking, and it really supports small independent hosts like us.
No pressure at all — but if you enjoyed your stay, it means a lot. Thanks again!
[Your Name]

Why it works: Mentioning that you've already left them a review creates reciprocity. It feels like a fair exchange, not a demand. The "no pressure" framing keeps it light, and the "supports small independent hosts" line appeals to the guest's goodwill.

How to Stop Copy-Pasting and Start Automating

These templates will save you a lot of time if you copy-paste them into your saved messages on Airbnb. But if you're managing more than one property — or if you just don't want to remember to send seven messages per guest — it's worth automating your guest communication properly.

Airbnb's built-in scheduled messages feature lets you set these up to send automatically at the right time, pulling in details like the guest's name and check-in date. It's basic but functional for single-property hosts.

For a more polished experience, tools like GuestIntro let you put all of this — check-in instructions, WiFi details, house rules, local area guide, house manual — into a single digital guidebook link that you drop into your pre-arrival message. Instead of cramming everything into one long text, you send a clean link and the guest has everything on their phone, organised and easy to find.

It's the difference between a wall of text and an experience that feels thought-through.

A Few Things to Keep in Mind

Always use the guest's first name. "Hi Sarah" is infinitely better than "Hi there" or "Dear Guest." It takes two seconds and it matters.

Match your tone to your property. A luxury villa and a cosy studio apartment don't need the same voice. Adjust the warmth, formality, and level of detail to fit what your guests expect.

Don't over-message. For a two-night stay, four messages is plenty (confirmation, pre-arrival, welcome, post-checkout). Sending eight messages for a weekend trip will feel invasive, not attentive.

Front-load the important stuff. WiFi, check-in instructions, and parking should never be buried at the bottom. Lead with what guests need most urgently.

Keep every message scannable. Short paragraphs, bold labels, line breaks. Your guest is reading this on their phone while dragging a suitcase. Make it easy.

The Bottom Line

Your welcome messages aren't just logistics. They're your first impression, your support system, and your review strategy all rolled into one.

Get the timing right, include the information that actually matters, and let your personality come through. Your guests will feel looked after from the moment they book — and that feeling is what turns a good stay into a five-star review.

Airbnb Welcome Message Templates That Make Guests Feel at Home