If you’ve ever felt overwhelmed by the number of guest messages you need to send, you’re not alone. Managing communication manually for every booking—especially when juggling multiple listings—can be time-consuming and mentally draining. That’s where automated messages come in. Automated messaging is one of the smartest tools Airbnb hosts can use to save time, improve guest experience, and maintain consistent communication. In this post, we’ll break down 7 essential automated messages every host should be using—and why they matter. We’ll also show you how tools like Airbnb’s native automation or platforms like Hospitable, IGMS, or Guesty can help you implement them seamlessly. For hosts who want to offload communication entirely, HOSTassis offers full guest messaging support tailored to your property and tone of voice.

Why Automate Guest Messaging? Before diving into the messages, here’s why automation is a must: Saves hours every week

Ensures consistency and professionalism

Improves response times

Reduces guest confusion and unnecessary questions

Boosts review ratings for communication

Now, let’s look at the 7 messages you should be automating right now.

Booking Confirmation Message When to send: Immediately after a booking is confirmed. Why it matters: Sets a warm tone and gives guests peace of mind that their reservation is acknowledged. Example Template: Hi [Guest First Name], Thanks for booking with us! We’re excited to host you from [Check-in Date] to [Checkout Date]. We’ll send detailed check-in instructions a few days before arrival. In the meantime, feel free to reach out if you have any questions! Best regards, [Your Name or Team Name] 📌 Tip: Mention what’s next to manage expectations.
Pre-Arrival Message When to send: 2–3 days before check-in. Why it matters: Prevents confusion, builds excitement, and prepares guests for arrival. Example Template: Hi [Guest First Name], Your stay is just around the corner! 🎉 Here are your check-in details: 🕒 Check-in time: [Check-in Time] 🔑 Entry code: [Code] 📍 Address: [Full Address] Wi-Fi info, parking instructions, and house rules are included below. Let us know if you need anything before your arrival! Safe travels, [Your Name or Team Name] 📌 Tip: Attach a PDF or include links to detailed instructions.
Welcome Message (Day of Check-in) When to send: Shortly after check-in time or once the guest is confirmed to have arrived. Why it matters: Shows attentiveness and allows you to catch any early issues before they turn into bad reviews. Example Template: Hi [Guest First Name], Welcome to [Property Name]! We hope you had a smooth arrival. Please let us know if everything’s in order or if you need help with anything—we’re here to make your stay as comfortable as possible. Enjoy your stay! [Your Name or Team Name] 📌 Tip: Ask a light question like “Is everything as expected?” to encourage feedback early.
Mid-Stay Check-In When to send: For longer stays (3+ nights), send 1–2 days into the stay. Why it matters: Shows care and helps address any concerns before they escalate. Example Template: Hi [Guest First Name], Just checking in to see how everything’s going with your stay at [Property Name]. If you need fresh towels, have any questions, or want local tips, feel free to message us anytime! Wishing you a wonderful rest of your stay. [Your Name or Team Name] 📌 Tip: Adjust based on length of stay. Not necessary for 1-night guests.
Checkout Instructions When to send: Evening before or early morning on the day of checkout. Why it matters: Ensures a smooth departure and reminds guests of your house rules without sounding harsh. Example Template: Good morning [Guest First Name], Just a quick reminder that checkout is by [Checkout Time] tomorrow. Please: ✅ Leave used towels in the bathroom ✅ Place keys back in the lockbox ✅ Take out trash if possible We hope you had a great time! Let us know if you need help with transport or luggage storage. Safe travels, [Your Name or Team Name] 📌 Tip: Keep it polite and appreciative—guests are more likely to follow the rules.
Thank You / Review Request Message When to send: A few hours after checkout. Why it matters: Expresses gratitude and encourages guests to leave a 5-star review. Example Template: Thank you for staying with us, [Guest First Name]! We hope you had a wonderful stay. If you enjoyed your experience, we’d be so grateful if you left us a review—it really helps other guests find us and supports our small business. We’d love to host you again anytime. Warm wishes, [Your Name or Team Name] 📌 Tip: Don’t sound pushy. Gratitude and a soft ask usually work better.
Reminder to Leave the Property Review When to send: 3–5 days after checkout (if the guest hasn’t left a review). Why it matters: Some guests simply forget. A gentle nudge helps improve your review rate. Example Template: Hi [Guest First Name], Just a quick follow-up—if you haven’t had a chance to leave a review, we’d really appreciate it. Your feedback means a lot to us and helps us improve. Thanks again for staying with us! [Your Name or Team Name] 📌 Tip: Don’t overdo it. If they don’t respond to the second nudge, let it go.

Bonus: Tools for Automating These Messages You can automate all of the above using: Airbnb’s Smart Messages (within the Airbnb app)

Hospitable

IGMS

Hostaway

Tokeet

Guesty

Uplisting

These tools allow you to create message templates with dynamic shortcodes like guest names, check-in times, and listing details. At HOSTassis, we not only write and set up your automated message sequences—we manage guest communication in real time so you don’t have to lift a finger.

Final Thoughts Automated messages are the foundation of great communication. They help create consistency, save time, and enhance the guest experience—without sacrificing your peace of mind. But automation is only effective when it’s thoughtful, personal, and well-timed. Want help setting up or managing automated messages? Or maybe you’re ready to completely outsource your guest communication? Contact HOSTassis today and let us handle your guest messaging with care and precision.

7 Automated Messages Every Airbnb Host Should Be Using