Five Airbnb automated messages that every Airbnb host needs

Struggling to keep on top of guest communication while managing your short-term rental? You’re not alone. Many hosts find it challenging to juggle the demands of running a successful rental and staying on top of messages to guests. By automating key parts of your communication, you can make sure your guests have a seamless experience without needing to respond to every message manually. 

In this guide, we’ll walk through the most important automated messages for short-term rental hosts and how you can use them effectively.

Why guest communication matters

At the heart of every successful short-term rental is good communication. Guests expect timely updates, clear instructions, and the feeling that their stay matters to you. But we know it’s not always easy to keep track of every booking, especially if you manage multiple properties or have other commitments.

Automation can help by sending out messages at each key point during your guest’s stay—from booking confirmation to post-check-out follow-up—you can keep everything running smoothly while still offering that personal touch.

How to automate Airbnb messages

1. Go to Airbnb, then click Inbox
2. Open the left folder menu, then click Scheduled Messages

From here, you can create new, edit existing, or delete automated Airbnb messages as needed.

Hometime tip: Airbnb lets you use shortcodes in your templates, which fill in experience and guest details such as guest name, directions, addresses, confirmation codes, and the like. Make sure to use them when you create your Airbnb automated messages.

The 5 Airbnb automated messages every host needs

Let’s break down the five essential messages every host should automate to ensure a smooth, stress-free guest experience.

1. Airbnb booking confirmation message

First impressions count, and your booking confirmation sets the tone for the entire stay. It’s your chance to show guests that you’re organised, professional, and ready to welcome them. Send this message as soon as the booking is confirmed to thank them, and set expectations for the check-in process.

Airbnb booking confirmation message example:

Hey [guest name],

Thank you for choosing my home for your stay. I’m looking forward to hosting you!

Please confirm your check-in time, and I’ll send the keyless entry code and more details closer to your arrival. In the meantime, if you have any questions, feel free to contact me directly on [add phone number] or via the Airbnb platform.

Thank you,

[Your name]

2. Pre-arrival information and check in message

Guests want to feel prepared for their stay, and nothing does that better than sending all the relevant details ahead of time. This message should include check-in instructions, directions, and anything else they need to know before arriving. By sending this the day before check-in, you’ll avoid last-minute questions and ensure a smooth arrival.

Tips for personalising this message:

• Include directions tailored to your guest’s mode of transport (e.g., car, public transport, or airport pickup).
• Highlight any local tips or must-know information, such as parking restrictions or nearby shops.
• Include key details like the Wi-Fi password, house rules, and any extra information about the property.

Airbnb check in message example:

Hey [guest name],

Just a quick update ahead of your stay with us tomorrow!

Your check-in details are as follows:

• Keyless door code: [Add access code] (active from 11 am on check-in day)
• Address: [Add address]
• Directions: [Add tailored directions]
• Wi-Fi code: [Add Wi-Fi password]
• House rules: [Attach digital copy if needed]
• A few local recommendations: [Add suggestions]

We’ve also stocked the fridge with a few essentials like milk, bread, and butter. Feel free to help yourself!

Please remember there is a strict no-smoking policy inside the property. Please make sure the front door is closed when you exit the property. A reminder that check-out is at 11 am.

If you need anything before arrival, please don’t hesitate to reach out on [add phone number].

Thank you,

[Your name]

3. Mid-stay check in message

Checking in with your guests after their first night is a great way to make sure everything is running smoothly and address any issues before they escalate. By sending a quick message the morning after check-in, you show that you care about their experience without being intrusive.

Mid-stay check in message example:

Hey [guest name],

I hope you had a good night’s sleep and are settling in well.

If you need anything or have any questions about the property, please feel free to reach out.

Best,

[Your name]

4. Airbnb check out message

It’s easy to forget about the last step of a guest’s stay, but the check-out message is just as important as the welcome. It gives you the chance to ensure everything goes smoothly and to leave a positive final impression. This message is usually sent the night before check-out and should include reminders about check-out time, key return instructions, and any final house rules.

Check out message example:

Hey [guest name],

It’s your last night with us, and we hope you’ve had a great stay.

Check-out is at 11 am tomorrow. Please remember to leave the key in the lock box and close the front door behind you.

If you have any feedback or suggestions, I’d love to hear them! Safe travels and hope to see you again.

Thank you,

[Your name]

5. Post-check out follow-up message

After your guests have checked out, it’s a good idea to follow up and thank them for their stay. This message also serves as a gentle nudge to remind them to leave a review, which is essential for building credibility on Airbnb. Make sure to personalise this message so it doesn’t feel too automated, and offer to return the favour with a positive review for them as well.

Post-check out message example:

Hey [guest name],

Thank you so much for staying at our home and taking great care of the place!

If you enjoyed your stay, we’d really appreciate it if you could leave a review sharing your favourite parts of the experience. I’ll be sure to leave you a great review too!

If you have any feedback or suggestions, please feel free to let me know.

Take care and safe travels!

[Your name]

How to use Airbnb automated messages effectively

Now that you’ve got your messaging templates ready, it’s time to put them into action. Automation tools make it easy to schedule and personalise your communication without the need for constant manual updates.

Best practices for using Airbnb automated messages:

• Make sure your messages are sent at the right times to avoid overwhelming guests with too much information at once.
• While automation saves time, adding personal touches (like using the guest’s name and offering tailored local recommendations) keeps your messages from feeling too robotic.

Handling special requests

Using Airbnb automated messages doesn’t mean sacrificing the personal touch. You can still provide personalised service by tailoring certain parts of your automated messages to individual guests. Whether they’ve requested specific amenities or have a special occasion to celebrate, these small touches can make a big difference in their experience.

Common mistakes to avoid when you use Airbnb automated messages

Automation is a great tool, but there are a few things to watch out for. Here’s what to avoid when automating your guest communication:

• Over-reliance on templates: Make sure your messages feel genuine, not like they’re coming from a robot.
• Sending too many messages: While it’s important to stay in touch, bombarding guests with unnecessary updates can have the opposite effect and feel overwhelming.
• Ignoring guest feedback: Even though your messages are automated, always keep an eye on guest responses and adjust your approach based on their feedback.

Improve your guest communication services with Hometime

With Airbnb automated messages, you can save time and create a seamless experience for your guests — all without losing the personal touch that makes your rental stand out. Whether you’re managing one property or many, these strategies can help ensure your guests have a great stay, and that your operations run smoothly.

Want to take the hassle out of guest management? Hometime can help you streamline every aspect of your short-term rental, from automated messaging to property maintenance.