Airbnb Guest Communication Templates That Save You Hours

Marifil Limpahan
2 days ago
3 min read

Airbnb Guest Communication Templates Every Host Needs to Save Time

If you’ve ever hosted on Airbnb, you know guest communication can feel like a full-time job. From pre-booking questions to late-night check-in messages, it’s easy to get overwhelmed especially if you’re juggling a career or family at the same time.

The good news? You don’t have to reinvent the wheel for every message. With a few proven templates, you can streamline your Airbnb management, save time, and still deliver the kind of hospitality that earns 5-star reviews.

At BNB Guardians, we coach busy professionals on Airbnb strategy, and communication is one of the first systems we help them set up. Here’s a set of simple Airbnb guest communication templates you can start using today.

1. Pre-Booking Response

Guests often ask similar questions before confirming a booking. Having a polished response ready makes you look professional and builds trust.

Template: “Hi [Guest Name], thanks for your interest in our space! Yes, [answer their question briefly]. Our home is [highlight unique feature—walkable, parking included, etc.]. Let me know if you’d like me to send over more details, I’d be happy to help!”

Pro Tip: Quick replies improve your Airbnb SEO ranking because Airbnb rewards responsive hosts.

2. Booking Confirmation Message

Once a guest books, set expectations early. This reduces confusion and prevents headaches later.

Template: “Hi [Guest Name], thanks for booking with us! We’re excited to host you on [dates]. Check-in starts at [time], and you’ll receive your digital door code 24 hours before arrival. In the meantime, feel free to reach out if you have any questions.”

This kind of Airbnb optimization creates clarity and minimizes last-minute messages.

3. Pre-Arrival Check-In Instructions

Guests want smooth check-ins, no guesswork. Send this a day before arrival.

Template: “Hi [Guest Name], we’re looking forward to your stay! Here are your check-in details:

Address: [address]
Door Code: [code]
Parking: [instructions]
Wi-Fi: [details]

If you need anything during your stay, just message me here.”

At BNB Guardians, we recommend automating this message through Guesty to save time.

4. Mid-Stay Check-In

A quick message during their stay shows you care and prevents small issues from becoming bad reviews.

Template: “Hi [Guest Name], just checking in to make sure everything is going smoothly with your stay. Please don’t hesitate to reach out if there’s anything you need!”

5. Checkout Instructions

Make checkout clear and simple, guests appreciate it.

Template: “Hi [Guest Name], we hope you enjoyed your stay! Checkout is at [time]. Before leaving, please:

Place used towels in the bathroom
Lock the door on your way out

Safe travels and thanks again for staying with us!”

6. Review Request

Reviews boost your Airbnb marketing and Airbnb pricing power. Always ask, but do it naturally.

Template: “Hi [Guest Name], thanks again for staying with us! We loved hosting you and hope you’ll consider us again in the future. If you had a great experience, we’d really appreciate it if you could leave a quick 5-star review. It helps us continue providing a great stay for guests like you!”