Airbnb Welcome Message: 15 Templates That Increase Reviews
A well-crafted airbnb welcome message sets the tone for the entire stay, reduces pre-arrival anxiety, and is one of the highest-leverage actions a host can take to improve review scores. Guests who receive a clear, warm welcome message within minutes of booking are 34% more likely to leave a 5-star review. This guide gives you 15 copy-ready templates, explains when to send each one, and shows how to automate the whole sequence without losing the personal touch.
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01 — Why Your Airbnb Welcome Message Directly Affects Your Rating
Review scores on Airbnb are influenced by six sub-categories: cleanliness, accuracy, check-in, communication, location, and value. Four of those six are directly shaped by how and when you communicate. A delayed or confusing welcome message is the single most common trigger for a 4-star communication rating — even when the apartment itself is spotless.
Dato
According to AirDNA's 2025 European Host Report, properties with automated pre-arrival messaging sequences achieve an average communication score of 4.91 vs 4.63 for hosts who reply manually. That 0.28-point gap is enough to push a listing from "Superhost threshold" to well above it.
The guest welcome message airbnb hosts send also reduces inbound support queries. When guests already know the door code, the Wi-Fi password, and where to park, they don't need to message you at 11 pm. Hosts who implement a structured messaging sequence report handling 60% fewer reactive messages per booking.
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02 — The 5-Message Sequence Every Host Needs
A single welcome message is not enough. Guests have different information needs at different moments. The most effective approach is a five-message sequence tied to booking milestones.
| Trigger | Timing | Purpose |
|---|---|---|
| Booking confirmed | Within 5 minutes | Acknowledge, build trust |
| Pre-arrival | 3 days before check-in | Logistics, access details |
| Check-in day | Morning of arrival | Door code, parking, contact |
| Mid-stay | Day 2 or 3 | Check-in, upsell local tips |
| Check-out reminder | Evening before departure | Instructions, review nudge |
Each message in the sequence has a distinct job. Conflating all information into one long airbnb welcome message overwhelms guests and buries critical details. Keep each message focused on a single topic.
Tip
Send the booking confirmation message via WhatsApp if the guest has shared their number. Open rates on WhatsApp exceed 90%, compared to roughly 35% for Airbnb's internal inbox on mobile.
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03 — 15 Airbnb Welcome Message Templates (Copy-Ready)
Below are 15 templates organised by scenario. Placeholders are in [brackets]. Every template is written to stay under 300 words — long enough to be useful, short enough to be read.
Template 1 — Booking Confirmation (Standard)
"Hi [Guest Name], thank you for booking [Property Name]! We're delighted to host you from [Check-in Date] to [Check-out Date]. I'll send full arrival details 3 days before your stay. In the meantime, feel free to ask any questions. Looking forward to welcoming you!"
Template 2 — Booking Confirmation (Family with Children)
"Hi [Guest Name], wonderful
— we love hosting families at [Property Name]! You'll find a travel cot and high chair ready for [Check-in Date]. I'll send step-by-step arrival instructions closer to your stay. Any dietary or accessibility needs I should know about?"
Template 3 — Pre-Arrival (3 Days Before)
"Hi [Guest Name], your stay at [Property Name] is almost here! A few things to know: check-in is from [Time]. The door code is [Code]
— enter it on the keypad to the right of the door. Parking is available at [Location]. Wi-Fi: network [Name], password [Password]. Any questions, I'm here."
Template 4 — Pre-Arrival (International Guest, English)
"Hello [Guest Name], we're looking forward to your arrival on [Date]. Everything is ready for you. Access code: [Code]. The nearest supermarket is 200 m away. Emergency contact: [Phone]. Please let me know your estimated arrival time so I can be available if needed."
Template 5 — Check-In Day Morning
"Good morning [Guest Name]! Today's the day. The apartment is ready from [Time]. Quick reminder: door code [Code], Wi-Fi password [Password]. The welcome booklet on the kitchen table covers everything else. Enjoy your stay!"
Template 6 — Late Check-In (After 10 pm)
"Hi [Guest Name], no problem at all for the late arrival. The building is quiet after 10 pm, so please enter via the side entrance on [Street]. Door code unchanged: [Code]. Text me when you're in and I'll confirm everything is working. Sleep well!"
Template 7 — Mid-Stay Check-In
"Hi [Guest Name], hope the first night was comfortable! Just checking in. If anything needs attention, reply here and I'll sort it quickly. For local tips: [Restaurant Name] on [Street] is excellent for dinner
— mention you're staying nearby and they'll look after you."
Template 8 — Mid-Stay (Problem Prevention)
"Hi [Guest Name], quick note: the boiler sometimes needs a reset if the hot water drops. The reset button is behind the panel under the sink
— just press it once. If it happens again, message me and I'll arrange a visit within the hour."
Template 9 — Check-Out Reminder
"Hi [Guest Name], hope you've had a great stay! A reminder that check-out is by [Time] tomorrow. Please leave the keys on the kitchen table and pull the door shut
— it locks automatically. Safe travels, and we hope to host you again!"
Template 10 — Check-Out with Review Nudge
"Hi [Guest Name], it's been a pleasure hosting you. When you have a moment, an honest review helps us improve and helps future guests choose confidently. We'll leave you a glowing review too. Safe journey home!"
Template 11 — Extended Stay (Weekly Rental)
"Hi [Guest Name], welcome to week 2! Cleaning is scheduled for [Day] between [Time] and [Time]. Fresh towels and linen will be left in the hallway the evening before. Let me know if you'd prefer a different day."
Template 12 — Group Booking (Stag/Hen or Friends)
"Hi [Guest Name], great to have your group at [Property Name]! A quick note: the neighbours are friendly but appreciate quiet after midnight. The terrace is yours until 11 pm. Everything else is in the welcome booklet. Have a fantastic time!"
Template 13 — Pet-Friendly Property
"Hi [Guest Name], [Pet Name] is very welcome! You'll find a water bowl and a small bag of treats in the kitchen cupboard. The nearest park for walks is [Park Name], 5 minutes on foot. Please keep pets off the sofas
— there's a pet blanket in the wardrobe. Enjoy!"
Template 14 — Remote/Rural Property
"Hi [Guest Name], a heads-up for your arrival: GPS sometimes routes you via [Wrong Road]
— ignore it and follow the signs for [Landmark] instead. Mobile signal is limited on the last 2 km, so screenshot these instructions. The gate code is [Code]. Worth every minute of the drive!"
Template 15 — Re-Booking Guest
"Hi [Guest Name], welcome back
— it's always great to see a returning guest! Nothing has changed since your last stay, but we've added [New Feature] since you were here. Same door code: [Code]. Let me know if you need anything."
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04 — How to Personalise at Scale Without Writing Every Message Manually
Personalisation is the difference between a guest who feels welcomed and a guest who feels processed. Yet manual personalisation does not scale. A host managing 10 properties cannot write bespoke messages for every booking without spending 45–90 minutes per day on messaging alone.
The solution is structured personalisation: templates with dynamic fields pulled from your property management system (PMS). Every modern PMS — including Smoobu, Lodgify, and Hostaway — exposes guest name, check-in date, property name, and booking source via API. An AI layer on top can then adapt tone based on guest language, booking lead time, and stay length.
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Avoid templates that feel generic. Guests notice when a message says "Dear Guest" instead of their name, or when the check-in instructions reference a property they are not staying in. These errors damage trust before the guest has even arrived.
For hosts using Verto AI's guest messaging features, each template is enriched automatically with live booking data from the PMS. If a guest writes in German, the system replies in German. If they send a voice note asking about parking, the AI transcribes, understands, and responds — without the host lifting a finger.
See how this compares to rule-based tools in our Hospitable comparison — the key difference is conversational AI vs static IF/THEN logic.
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05 — Automating Your Airbnb Welcome Message: A Practical Checklist
Before you automate, audit what you have. Use this checklist to assess your current setup:
- I have a booking confirmation message that goes out within 5 minutes
- My pre-arrival message includes door code, Wi-Fi, and parking
- I have a check-in day message scheduled for 8 am
- I have a mid-stay check-in message at day 2
- My check-out message includes a soft review request
- All messages are translated for non-English-speaking guests
- Messages are delivered via WhatsApp, not just Airbnb inbox
- I have a fallback for late-night arrivals
If you ticked fewer than 5 boxes, you have immediate room to improve your guest experience without spending more on the property itself.
"Once we set up the automated welcome sequence, our communication score went from 4.7 to 4.95 in two months
— and we stopped getting messages at midnight." — Property Manager, 12 units, Algarve
For hosts ready to implement this end-to-end, Verto AI's pricing starts at €24.90 per apartment per month for portfolios of 10 or more units — less than the cost of one hour of manual messaging time per month.
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Conclusion: Start With One Template, Then Build the Sequence
The most effective airbnb welcome message is not the cleverest one — it is the one that actually gets sent, on time, every time. Start with Template 3 (pre-arrival logistics) if you only implement one change today. It addresses the most common guest anxiety — "how do I get in?" — and alone will reduce your inbound support messages significantly.
Once that is working, add the booking confirmation and check-out review nudge. Within 30 days you will have a complete five-message sequence running without manual effort.
If you want to go further — multilingual replies, voice note support, live PMS data — explore Verto AI's full feature set or read our guide on how to automate guest messages on Airbnb for a deeper technical walkthrough.
Ready to automate your guest welcome message airbnb sequence? Start a free trial and have your first automated message live within the hour.
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01Product pages
04Verto AI's guest messaging features
Section 04, explaining AI personalisation at scale
Verto AI's pricing starts at €24.90 per apartment per month
Section 05, after the checklist and pull quote
Hospitable comparison
Section 04, contrasting conversational AI vs rule-based tools
explore Verto AI's full feature set
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