An Airbnb welcome message should make the next step obvious and the guest feel expected. It does not need to perform the work of your listing, arrival guide, house manual, and local guide all at once.
Airbnb supports scheduled quick replies triggered by booking, check-in, or checkout, with placeholders for details such as the guest's name, dates, address, and Wi-Fi. Use that automation for timing and accuracy. Keep the voice human.
1. Booking confirmation
Hi [first name]—thank you for booking [property name] for [dates]. We're looking forward to hosting you. I'll send the arrival details closer to check-in, but if you're celebrating something or have a question about the area, feel free to message me here.
Send: Immediately after booking. Do not overload this note with door codes or a long list of rules.
2. A week-before planning message
Hi [first name]—your trip to [place] is coming up. Check-in is from [time], and the address is [address]. Are you arriving by car or public transport? I can point you to the easiest route. Our guest guide is here if you'd like to plan ahead: [link].
Send: Five to seven days before arrival, especially when parking, ferries, permits, groceries, or restaurant bookings need advance planning.
3. The day-before check-in message
Hi [first name]—we're ready for you tomorrow. Check-in is from [time]. The full step-by-step arrival guide is here: [link/location]. Look for [clear landmark] when you arrive. Your access code will be shared [secure method and time]. If your ETA changes, just let me know. Safe travels.
Send: About 24 hours before arrival. Keep reservation-specific access information secure.
4. The just-arrived welcome
Welcome to [property name], [first name]. I hope you got in easily. The Wi-Fi is [network] / [password], and the home guide is [location/link]. Settle in—there's [small true detail, such as chilled water or local coffee] for you. I'm reachable here if anything isn't right.
Send: Shortly after the expected arrival time. Mention one real detail, not a generic “enjoy your stay.”
5. The first-morning check-in
Good morning, [first name]. I hope your first night was comfortable. Is everything working as expected? If you'd like a nearby breakfast, [specific place] is [walk/drive time] away and [one reason you recommend it].
Send: The next morning for stays of two nights or more. A specific local recommendation feels more useful than asking three broad questions.
6. Mid-stay help without hovering
Hi [first name]—a quick note in case it's useful: [market/event/weather-specific tip]. No need to reply unless you need anything. I hope you're having a lovely stay.
Send: Only when you have timely, relevant information. Do not automate daily “checking in” messages that create work for the guest.
7. Checkout reminder
Hi [first name]—a quick reminder that checkout tomorrow is by [time]. The short departure steps are here: [link/location]. The essentials are [two or three tasks]. We'll handle the cleaning. I hope you've had a wonderful stay.
Send: The evening before departure. For the complete wording, use our free checkout-instructions generator.
8. Thank-you message
Thank you for staying at [property name], [first name]. I hope the trip home is an easy one. If anything could have made the stay better, I'd genuinely like to know. You're very welcome back.
Send: After your team confirms the property is secure. If you ask for a review, keep it gentle and never make it conditional.
How to make templates sound like you
- Add one true detail. Mention the blue gate, good coffee in the tin, or the bakery that sells out by ten.
- Use contractions. “We're” and “you'll” sound natural; formal language can feel distant.
- Give one next step. A message should guide the guest to the arrival guide, answer a timely question, or check a specific outcome.
- Keep urgent information scannable. Put times, codes, and addresses on separate lines.
- Stay on-platform for important communication. It creates a shared record and follows the guest's established booking channel.
What not to send
- A door code weeks before arrival.
- Twenty house rules hidden inside a “welcome.”
- Multiple messages containing conflicting versions of the same instructions.
- A generic local list copied from search results.
- A review request before the guest has even checked out.
A simple message sequence works best when it points to one maintained source of truth. Put stable information in a concise welcome-book template, then use messages to deliver the right link at the right moment.
Sources: Airbnb's scheduled quick replies guide and Airbnb's guide to welcoming guests.
Write the guide once; stop rewriting it in messages. The Check-in Guide builds a polished, property-specific welcome book from your Airbnb or Vrbo listing in minutes.