1. Booking Confirmation

Send this immediately after a booking is confirmed. It sets expectations and reassures guests they made the right choice.

Hi [Guest Name],

Thank you for booking [Property Name]! We're excited to host you from [Check-in Date] to [Checkout Date].

You'll receive check-in instructions 24 hours before your arrival. In the meantime, if you have any questions about the property or the area, feel free to reach out.

Looking forward to hosting you!
[Your Name]

Why it works: Confirms the booking, sets a timeline for the next message, and opens the door for questions without overwhelming them with information they don't need yet.

2. Pre-Arrival Guidebook

Send this 24 hours before check-in. This is your most important message — it should contain everything they need to get in and get settled.

Hi [Guest Name],

You're all set for tomorrow! Here's everything you need for a smooth arrival:

Digital Guidebook: [Link to your guidebook]
This has WiFi info, check-in instructions, house rules, local recommendations, and more.

Door Code: [####]
WiFi Network: [Network Name]
WiFi Password: [Password]
Parking: [Instructions]

Check-in is anytime after [Time]. If you're arriving outside normal hours or need anything, just message me.

See you soon!
[Your Name]

Pro Tip:

If you're hosting international guests, use HostGuide's auto-translation feature to generate guidebooks in their native language. Your message can stay in English, but they get WiFi, house rules, and recommendations in Spanish, French, Chinese, etc.

3. Check-in Day Reminder

A short message on the morning of check-in. Keep it brief — they already have the details.

Hi [Guest Name],

Today's the day! Check-in is after [Time]. The door code is [####]. Let me know if you need anything.

[Your Name]

4. Mid-Stay Check-in

Send this on day 2 or 3 of a multi-night stay. Keep it short and non-intrusive.

Hi [Guest Name],

Just checking in — hope you're enjoying your stay! If you need restaurant recommendations or have any questions, let me know. The guidebook also has a full list of local favorites: [Link]

[Your Name]

5. Checkout Reminder

Send this the night before checkout. Don't overwhelm them with tasks — pick 3 maximum.

Hi [Guest Name],

Hope you had a great stay! Checkout is at [Time] tomorrow. Just a few quick things before you go:

Place used towels in the bathroom

Start the dishwasher if you used dishes

Lock the door when you leave

That's it! Safe travels.
[Your Name]

6. Review Request

Send this the same day they check out, ideally within a few hours. Leave them a review first — reciprocity works.

Hi [Guest Name],

Thank you for staying at [Property Name]! I've left you a 5-star review.

If you enjoyed your stay, I'd really appreciate it if you could leave a review as well. It helps other travelers find the property and supports my small business.

Hope to host you again!
[Your Name]

How to Automate These

You don't have to send these manually. Here's how to set it up once and forget about it:

Airbnb Scheduled Messages — Use Airbnb's built-in automation to schedule messages at booking confirmation, 1 day before arrival, check-in day, and checkout day.
Digital guidebook platform — Tools like HostGuide let you create a single link with all property info. You send it once and never repeat yourself.
PMS integration — If you use software like Guesty, Hostaway, or Lodgify, you can template and schedule all of these messages automatically based on booking events.

The Goal: Fewer Messages, Not More

The point of good templates isn't to send more messages — it's to send fewer, better ones. When you frontload information in a guidebook and share it in the pre-arrival message, you eliminate 80% of the back-and-forth during the stay.

If you're still manually typing WiFi passwords and check-in instructions for every guest, HostGuide gives you a shareable link with everything in one place. 20 properties, unlimited guidebooks, $20/year.