10 Short-Term Rental and Airbnb Message Templates for Busy Property Managers

Discover 10 essential short-term rental message templates to enhance guest communication, save time, and automate your vacation rental management.
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April 22, 2024
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10 Short-Term Rental and Airbnb Message Templates for Busy Property Managers

Managing vacation rentals is incredibly time-consuming, especially when it comes to communicating with guests. From pre-reservation inquiries to in-stay questions, you’re constantly trying to give guests the information they need in a timely manner.  

You need to be efficient if you want to stay on top of guest communication. That's where Airbnb message templates come into play, as they ensure consistency and save you a significant amount of time on manual tasks.

In this article, you’ll see ten templates for various key stages of the guest journey, as well as tools you can use to automate guest messaging and save more time. 

10 customizable short-term rental message templates to save you time 

If you have any hopes of scaling your short-term rental business, you need to identify ways to automate and speed up your processes. Use these ten customizable message templates to ensure proactive communication with guests while saving you time. 

1. Prospective guest inquiry message

The goal of this template is to respond promptly and warmly to any inquiries from prospective guests, providing them with the information they need while encouraging them to book your rental. Remember that a delayed response to a potential guest can mean they book somewhere else, which is why leveraging plug-and-play templates is so valuable for this use case. 

Hello [Guest's Name],

Thank you for reaching out and showing interest in [Property Name]! We’re glad to answer any questions you have to help you make a decision. 

Could you please tell me a little about your trip? Knowing a bit more about your plans lets us provide more tailored information and ensure our property meets your needs.

Feel free to ask anything about the property and the surrounding area or share any specific requirements you might have. We’re here to help!

Best regards,

[Your Name]

2. Booking confirmation message

The booking confirmation message is your opportunity to make a great first impression with your guests. At this point, you can confirm booking details, express your excitement for their upcoming stay, and provide important information.

Hi [Guest's Name],

Your booking at [Property Name] from [Check-in Date] to [Check-out Date] is confirmed. We’re thrilled to host you and know you’ll have a great stay. 

Here are a few initial details about your stay:

  • Address: [Property Address]
  • Check-in time: [Time]
  • Check-out time: [Time]

In the days before your stay, we'll send over more information regarding check-in procedures, property amenities, and local attractions to help you plan your trip.

If you have any questions or special requests, please don't hesitate to reach out. We're here to ensure your visit is smooth, enjoyable, and unforgettable.

Looking forward to welcoming you soon!

Warm regards,

[Your Name]

3. Booking reminder message

Send this message a few days before your guest’s scheduled check-in date. Take the opportunity to remind guests of their upcoming stay, provide any last-minute details, mention important house rules, and demonstrate your availability for any questions or assistance.

Hello [Guest's Name],

Your stay at our [Property Name] is coming up soon! Just a quick reminder: Your visit is scheduled from [Check-in Date] to [Check-out Date]. We're looking forward to welcoming you to [Location Name]. 

Here are a few last-minute tips to ensure a smooth arrival:

  • [Any specific arrival instructions or reminders, e.g., gate codes, parking information]
  • [Any essential house rules, like pet and occupancy guidelines] 
  • Reminder of check-in and check-out times: Check-in at [Time], Check-out at [Time]
  • Weather forecast for your stay: [Brief weather information]

Please reach out if you have any last-minute questions or need further assistance. We're here to help make your stay memorable and hassle-free.

Best wishes,

[Your Name]

4. Check-in details message

Now is your chance to offer clear and concise instructions for the check-in process, ensuring guests feel informed and confident upon arrival. Share important details like how to arrive at your property, open the lockbox, and connect to the WiFi. 

Hello [Guest's Name],

Your stay is just around the corner! Here's everything you need to know to ensure a smooth start to your time at [Property Name].

Check-in Details:

  • Date: [Check-in Date]
  • Time: [Check-in Time]
  • Location: [Property Address]
  • Instructions for Access: [Detailed instructions on how to access the property, including any codes, keys, or special instructions.]

Upon Arrival:

  • Wi-Fi password: [Password]
  • Parking details: [Instructions if applicable]
  • Emergency contact information: [Contact details]

If you have any questions or need assistance during check-in, please don't hesitate to contact us at [Your Contact Information]. Safe travels!

Best regards,

[Your Name]

5. First morning message

With this check-up message, you can reach out to guests to see how their first night went. It doesn’t have to be anything too in-depth, but making the effort to reach out reinforces your commitment to providing an exceptional stay. This also gives guests the chance to mention any issues or concerns they have before they snowball into bigger problems. 

Good morning [Guest's Name],

We hope you had a restful first night. We want to make sure that everything is to your liking and that you're finding our home comfortable and welcoming.

If there's anything you need, have questions about, or if something isn't quite right, please don't hesitate to reach out. 

Also, if you're looking for recommendations on things to do or places to eat in the area, we'd be happy to share our favorites with you!

Enjoy your day and the rest of your trip!


[Your Name]

6. Noise issues message

Sometimes guests get out of hand, and if you use a noise monitoring device, you may get an alert that noise levels at your property have exceeded your ideal threshold. If that happens, here’s a proactive message you can send to guests to check in on the situation and request they keep the noise down. 

Hi [Guest's Name],

We hope you’re enjoying your stay. 

We’re checking in because we've received reports of elevated noise levels coming from our property. We understand that you're here to relax and have a good time, but we kindly ask you to consider the comfort of our neighbors and other guests.

Please be mindful of the following noise policies:

  • [Detail any specific noise curfews, quiet hours, or related rules.]
  • [Mention any relevant community or local noise ordinances.]

We're sure this can be easily resolved and that the remainder of your stay will be both enjoyable and respectful for everyone. If there are any issues or if you feel you need further clarification, please feel free to reach out.

Thanks so much for your understanding and cooperation. 


[Your Name]

7. Check-out details message

The objective of this message is to give guests clear check-out instructions that ensure they leave your property just as you’d like. This is also a chance to offer a late check-out upsell to guests who need a few more hours to get organized and on their way. 

Hi [Guest's Name],

We hope you've enjoyed your stay at [Property Name]! We want to share some important check-out details before you leave.

Check-out Procedure:

  • Check-out time is [Time]. Please ensure you're ready to leave by this time to accommodate our cleaning team. Feel free to reach out if you want to inquire about the possibility of a late check-out time. 
  • Please leave the keys in [specific location].
  • Please ensure all windows are closed and lights and appliances are turned off.
  • If you've moved any furniture or items, kindly return them to their original place.
  • [Any other check-out instructions]

We’d love to hear about your experience! Feedback is so important to us, as we always strive to provide the best possible stay for our guests. Feel free to share your thoughts or any areas we can improve.

Thank you for choosing our property for your stay—we hope to host you again in the future! Safe travels and best wishes.

Warm regards, 

[Your Name]

8. Post-stay thank you message

This message is a key part of guest relations—it helps to leave a lasting positive impression, encourages repeat bookings, and fosters an ongoing relationship. It's also the perfect chance to gently remind guests to leave a review if they haven't already done so.

Hi [Guest's Name],

We just wanted to extend our heartfelt thanks for choosing [Property Name] for your recent stay. We hope you enjoyed your experience and found everything to your liking.

Your feedback is incredibly important to us, as it helps us continue to deliver great experiences to our guests. If you haven't already, we would be so grateful if you could take a few moments to leave a review of your stay. [Link to review platform]

Remember, our doors are always open for you! Should you plan to revisit [Location Name], we would be delighted to welcome you back with a special return guest discount. Just reach out to us directly for your next booking. [Link to direct booking website]

Thanks again—wishing you all the best and hope to meet again!

Warm regards,

[Your Name]

9. Review reminder message

It’s nothing personal—guests sometimes just forget to leave a review, especially after returning to the chaos of everyday life after a relaxing vacation. With this follow-up message, you can gently remind guests who haven’t already left a review to do so, underlining why this is so important for your business. 

Hi there [Guest's Name],

We hope this message finds you well. We're reaching out to express our gratitude once again for choosing [Property Name] for your stay. Your feedback is so important to us and future guests, and we would really appreciate it if you could share your experience by leaving a review.

If you have a moment, please click the link below to write your review—we genuinely appreciate and value your input.

[Link to review platform]

Thanks so much for your help in improving our service and helping other travelers make informed decisions. We hope to have the pleasure of hosting you again!

Best regards,

[Your Name]

10. Return booking discount message

If you know a guest had a great time at your property, make the effort to reach out and offer them a discounted rate for booking with you again. The key here is timing: You shouldn’t send this message a week after your guests leave, but you also don’t want to wait a whole year before reaching out to your guests again. 

Hello [Guest's Name],

We’re checking in to see how you’ve been since your stay at [Property Name]. Have any plans to visit [Location Name] again? If so, we’d be delighted to host you again and make your stay even more memorable.

As a token of our appreciation, we'd like to offer you an exclusive discount for your next stay!

Book your next visit within the next [time frame] and enjoy a special [percentage] discount on your stay. Just use the code [Discount Code] when you book directly through [booking method].

If you have any questions or need assistance planning your next visit, please feel free to reach out.

Warm regards,

[Your Name]

How to automate guest messaging to save time

Airbnb lets you schedule messages in advance to save time on guest communication tasks. But what if you want to message guests outside of the Airbnb app? And what about guests who book through another website or with you directly?

The following tools can help you automate guest messaging across a number of channels and work regardless of what channel guests use to book. 

Property management system (PMS) 

Many PMS solutions give you the ability to centralize all your guest messaging under one unified inbox. That means you can create templates and set triggers to automate messages to guests so you don’t have to manually draft check-in instructions or a check-out message every time you have a new guest. 

Guest messaging tool

Guest messaging tools are designed specifically to help you automate and streamline all your guest communication tasks. For example, with Minut, you can fill in customizable message templates and schedule check-in and check-out messages to guests. 

With Minut’s PMS integrations, you can add shortcodes to your scheduled templates to auto-fill with stay-specific data like the guest and property name. 

Property monitoring solution

When you use a home noise monitor like the Minut sensor, you can automate messages to guests requesting they keep the noise down in the case of a noise event. Additionally, you can integrate Minut with your smart lock solution to include access information and codes with your scheduled check-in messages. 

Minut pre-scheduled check-in message
Schedule messages with Minut to ensure your guests have a smooth arrival. 

Use templates for less manual work and a better guest experience

When you use templates, you don’t just save yourself time on guest messaging tasks—you help ensure your guests have an excellent stay by proactively providing them with all the information they need, when they need it. 

So use customized templates to give your guests the details they need to have a relaxed and enjoyable trip, plus bring in some 5-star reviews for your business in the process. 

To ensure consistency and save yourself even more time, consider using some of the tools we mentioned above. Whether you turn to a designated guest messaging solution or use the message features of a tool like Minut, automating your messages to guests can have a big impact on your business efficiency and the quality of your guest relations.