Airbnb Templates Every Host Needs

airbnb templates

By The Hospitable Team

Your responsibility as an Airbnb host doesn’t end with providing guests with a comfortable place to stay during their trip. One of the most important aspects of Airbnb hosting is effective communication with your guests to provide them with the necessary information at the right time.

Whether providing accurate information in your listing, answering their questions, or anticipating their needs, strong communication helps manage guests’ expectations, builds trust, and ensures a memorable experience.

To make things easier for you, we share some essential Airbnb templates in this article that can help bring your hosting skills to the next level.

8 Free Airbnb Templates for Hosts

A well-thought-out Airbnb communication strategy is essential to ensure that your guests have the right expectations and enjoy their stay at your vacation rental. Hopefully, our Airbnb templates can help you effectively communicate with your guests when creating your listing and in your messages during all stages of the customer journey.

Communication with guests is rather time-consuming, so automating it and other routing hosting tasks using vacation rental management software like Hospitable makes sense. Our tool will save you weekly hours by putting your Airbnb business on autopilot.

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Pre-booking message

You may set a pre-booking message to pop up when travelers make a reservation request using Instant Book. It’s your chance to make a great first impression and show your guests that you’re excited to welcome them to your rental.

Hi, {guest’s first name}.

I appreciate your interest in {property name}.

My name is {host’s name}, and I’ll be your host during your stay.

I’d love to get to know you a little better. Would you take a few minutes to answer my questions? I’d appreciate it because your answers can help me make your stay even better.

What brings you to {city name}? Have you been here before?

What time do you plan to arrive for check-in?

Do you have any special requests or preferences for tea, coffee, and snacks?

I look forward to welcoming you to my home.

{host’s name}

Have you noticed those tags in brackets? Those shortcodes will help you seamlessly personalize your messages if you use Hospitable to automate your guest communication.

You may find it helpful to check out our blog article, where we share a well-written pre-booking message.


Thank you for the booking message

It’s one of the most important messages you send to your guests because it allows you to show that you’re an attentive host who cares about providing guests with the best experience. Let your guests know that you’re here for them.

Hi, {guest’s first name},

Thank you so much for choosing to stay with us!

We are thrilled to be hosting you and look forward to your stay.

I’ll send you check-in information, including the property address, directions, and the lockbox passcode, closer to the reservation date. 

Please let me know if you have any questions or concerns. I’ll do my best to make your stay comfortable and stress-free.

See you soon.

{host’s first name}

Check out our blog article to find useful tips and good thank-you messages to guests that you can customize for your listing.


Welcome message

You should send this final message in your pre-check-in communication with your guests on the morning of their arrival a few hours before check-in. Make sure you include all the details they need to begin their stay.

Hi, {guest’s first name},

Your {city name} trip is here!

I look forward to welcoming you and would like to give you more information about your stay.

The check-in is at {check-in time}, so you’re welcome to arrive any time from then.

We’re located at {full address of the property}, and we have an undercover area where you can park your car free of charge.

The front door has a smart lock, so you only need to enter the access code {door code}.

You’ll have access to free WiFi during your stay. The WiFi password is {WiFi password}.

Once you arrive, you’ll find our guidebook on the table. Please take a moment to read through the house rules and other important information we’ve included to ensure you have a comfortable stay.

If you still have any questions or requests, don’t hesitate to contact us anytime at {phone number}. We are happy to help.

Hope you’ll have an enjoyable stay.

{host’s name}

You can read our blog article for tips on what to include in a welcome message.


Check-in instructions

Although the check-in info is in your listing, guests often miss it. That’s why it’s better to send instructions to help your guests check-in. Providing essential details will make things stress-free for you and your guests.

Hi, {guest’s first name},

I’m looking forward to hosting you at my place tomorrow on {date of check-in} and want to share some details to help make your check-in as smooth as possible.

You are welcome to check in anytime after {check-in time}. Here’s all the information you’ll need for checking in:

Location: {full address of property}

I recommend using the following directions: {directions}

We have a keyless entry and will send you the door code just before check-in.

WiFi: {WiFi name}

Password: {WiFi password}

If you have any questions, please ask.


{host’s name}

Hospitable users can enjoy the integration with many popular smart lock systems. We will generate and send an easy-to-remember code for every guest—matching the last digits of their phone number. The door code will automatically change after the check-out time.

We also have a blog article where you can find tips on what details you should include and a check-in instructions template that you can customize for each guest who books with you.


House rules

Setting clear house rules can help your guests understand what is expected from them and protect both you and your guests in case something goes wrong. Here are some common house rules that many hosts choose for their listings.

  • Please be respectful of the property and the neighbors at all times.
  • No parties or events are allowed. Registered guests only.
  • No smoking inside the house.
  • No illegal substances are allowed on the premises.
  • No pets are allowed.
  • Keep noise to a minimum after 10 pm.
  • Please do not rearrange the furniture.
  • If you damage something, please let us know so we can arrange for its replacement or repairs.
  • Enjoy yourself!

You may also want to check out our blog article for a house rules template to help you create your own set of house rules tailored to your property.


Check-out instructions

Now, Airbnb hosts can add check-out instructions to their listings by picking from a pre-set list of common tasks and writing additional requests specific to their properties. It’s also a good idea to include your check-out instructions in your house manual and communicate them in your message at least a day before their departure.

Dear {guest’s first name},

Thank you for staying at our Airbnb. I hope you had a great time here, and I want to share some final details before your departure tomorrow.

Please remember that the check-out time is 12 pm, but you can leave earlier if you wish.

Please make sure all windows and doors are locked before you check out.

I would appreciate it if you message me after you have left so I can let the cleaners know.

Contact me if you have any questions about check-out before you leave.


{host’s name}

You may also want to check out our blog article for tips on what to include in your instructions and a check-out instructions template that you can download and attach to your guest messages.

The next step is automating your review management using vacation rental software like Hospitable. Our system will generate and publish your reviews and follow up with your guests to leave theirs.

Automate reviews management

We will follow up with your guest until they leave a review, publish yours, and engage in a special protocol to minimize damage from a bad review.


Since the Airbnb community is built on trust, Airbnb reviews are critical in the ecosystem. Writing fair, honest reviews about the guests’ stays isn’t always as easy as you think. It’s also one of those time-consuming tasks, so using pre-written gender-neutral templates can save you time.

Here is what your review may look like:

I had such a great time hosting {guest names}. They were so easy to communicate with, took care of our home, and treated it with respect. I would gladly welcome them back in the future and highly recommend them to any host.

You may want to check out our blog article for tips and more Airbnb review examples and use them to create templates, which you can copy and paste when reviewing your guests. This way, you can save time.


Check-out message

This vital message is your last chance to make sure that your guests are leaving on a positive note. Here’s what it should look like:
Hi, {guest’s first name}

Thank you so much for choosing to stay at our place while in {city name}. We hope you had a great time here and enjoyed your stay.

This is just a reminder that your check-out time is tomorrow {check-out date} at {check-out time}.

We would love if you could take a few minutes this afternoon and leave us a quick review. We will leave you one in return.

If there’s anything you’re unhappy with, please feel free to let me know before leaving a review. We value your feedback because it helps us improve our services and grow as hosts.

Thank you again for choosing to stay with us, and we hope you’ll let us host you again soon.


{host’s name}

We also have an article on our blog where you can find another Airbnb check-out message example, which you can customize to your property and include in your standard message flow.


Airbnb Messages: Communication that Builds Rapport

There are some very practical steps you can take to make sure your communication is on point.
So what can you do to build rapport more effectively and improve your chances of getting good communication reviews? Let’s find out, shall we?

airbnb review policy

Airbnb Review Policy: How Does It Work?

Airbnb community is built on trust between hosts and guests, and reviews are one of the ways to foster it. To help you better understand how the review process works, here we’ll take a closer look at Airbnb Review Policy.

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