How to Set Up Automated Welcome Messages for Airbnb Guests (Step-by-Step)

You've just landed a booking for your Airbnb. Brilliant. Now the real work begins: answering questions about Wi-Fi, check-in times, parking, the broken boiler next door, and whether there's a Tesco nearby. Most hosts spend the first 48 hours after a booking firefighting the same five questions — and if you're slow to reply, your guest starts the trip annoyed before they've even packed.

Automated welcome messages for Airbnb fix this. Done right, they answer every common question before it's asked, set expectations early, and make you look like a professional host who's done this a thousand times. Done wrong, they feel robotic, miss the mark, and create more work.

This guide walks you through exactly how to set up automated Airbnb welcome messages that actually work — the timing, the templates, the tools, and the mistakes that make guests cringe.

What Are Automated Welcome Messages for Airbnb?

Automated welcome messages are pre-written messages sent to guests at scheduled intervals throughout their booking journey — confirmation, pre-arrival, check-in day, during the stay, and post-checkout. Rather than typing the same answers manually for every booking, you write the message once and your messaging tool (or Airbnb's own scheduler) sends it automatically when triggered by a booking event or calendar date.

The goal: Answer common questions proactively, reduce your admin workload, and create a smooth guest experience from booking to checkout.

If you're just starting out as a host, this is one of the foundational systems worth setting up early. It's covered in detail in our guide to starting an Airbnb in the UK, but here we'll focus specifically on the mechanics of building your message sequence.

Why Bother With Automated Airbnb Guest Messages?

Because every hour you spend answering 'What's the Wi-Fi password?' is an hour you're not spending optimising your listing or welcoming new guests.

Automated messages give you three immediate benefits:

• Time savings: You write each message once. It sends to every guest automatically. No more copy-pasting from Notes or scrambling to reply at 11pm.
• Faster response times: Guests get answers within seconds of booking or checking in, which improves your response rate and keeps your Superhost status intact.
• Fewer cancellations and bad reviews: When guests know exactly what to expect — parking details, quiet hours, check-in process — they're less likely to panic, complain, or leave a passive-aggressive review about something you forgot to mention.

Automation doesn't replace the personal touch. It protects it. You're free to respond to the genuinely unique questions (and emergencies) because the routine stuff is already handled.

Step 1: Map Out Your Automated Guest Messaging Schedule

Before you write a single message, you need to decide when each one sends. The best automated messaging schedules mirror the natural guest journey and anticipate questions before they're asked.

Here's the most effective sequence for UK Airbnb hosts:

1. Booking confirmation (immediate): Thank them, confirm the dates, set expectations, and give a quick overview of what happens next.
2. Pre-arrival message (2-3 days before check-in): Share check-in instructions, parking details, house rules, Wi-Fi password, and local tips.
3. Check-in day reminder (morning of arrival): A short message with the door code, exact address, and your mobile number in case of emergencies.
4. Mid-stay check-in (day 2 or 3 for longer bookings): Ask if everything's okay, remind them how to reach you, and subtly reinforce house rules if needed.
5. Pre-checkout reminder (night before or morning of departure): Confirm checkout time, remind them of any checkout tasks (bins, keys, etc.), and thank them for staying.
6. Post-checkout follow-up (same day or next day): Thank them again, ask for a review, and invite them to return.

This is the backbone. You can tweak timing based on booking length (same-day bookings need a compressed schedule; month-long stays need more touchpoints), but these six messages cover 90% of guest questions without overwhelming anyone's inbox.

For a deeper dive into exactly what to include in each message and when to send it, take a look at our full breakdown of the automated guest messaging schedule UK hosts use.

Step 2: Write Your Airbnb Welcome Message Templates

Now you know when to send messages. Here's what to write.

Each message should be short, scannable, and specific. Avoid essay-length blocks of text. Guests skim on their phones. Use bullet points, bold key details, and frontload the most important information.

Booking Confirmation Message Template

This one sends immediately after booking. Keep it warm, confirm the essentials, and set expectations for what's coming next.

Subject: Welcome! Your [Property Name] booking is confirmed

Hi [Guest Name],

Thanks so much for booking [Property Name]! I'm really looking forward to hosting you from [Check-in Date] to [Checkout Date].

Quick confirmation:

• Check-in: [Time] on [Date]
• Checkout: [Time] on [Date]
• Number of guests: [Number]

I'll send you full check-in instructions and all the details you need a few days before you arrive. In the meantime, if you have any questions at all, just reply to this message — I'm here to help.

Looking forward to welcoming you!
[Your Name]

Short, friendly, confirms the basics. Save the detail for later.

Pre-Arrival Message Template (2-3 Days Before)

This is your longest and most important message. It answers every logistical question and prevents 95% of panicked 'How do I get in?' texts on arrival day.

Subject: Check-in details for [Property Name] — everything you need

Hi [Guest Name],

You're arriving in just a few days! Here's everything you need for a smooth check-in and a great stay.

📍 Address & Parking
[Full Address, Postcode]
[Parking instructions: free on-street after 6pm, paid car park 2 min walk, permit provided, etc.]

🔑 Check-In Instructions
Check-in: [Time] onwards
[Lockbox location, door code, key safe instructions — be specific]

📶 Wi-Fi
Network: [Name]
Password: [Password]

🏠 House Rules (the important ones)

• No smoking anywhere on the property
• Quiet hours: 10pm–8am (neighbours work early shifts)
• Maximum [number] guests

🛒 Local Essentials

• Tesco Express: 5 min walk, open till 11pm
• Nearest cash point: [Location]
• Recommended pub: [Name], does great Sunday roasts

I've also put together a digital welcome guide with restaurant recommendations, public transport tips, and everything else you might need — I'll leave the link on the kitchen counter.

Any questions before you arrive? Just reply here or text me on [Your Mobile].

Safe travels, and see you soon!
[Your Name]

Notice: specific, actionable, and organised by topic. Guests can scan for what they need without reading the whole thing.

Check-In Day Reminder Template

A short, reassuring nudge with the essentials. Sent the morning of arrival.

Subject: You're checking in today — here's a quick reminder

Hi [Guest Name],

Just a quick note to say I'm excited to welcome you today!

Check-in: [Time] onwards
Address: [Full Address, Postcode]
Door code: [Code]

Everything's ready for you. If you're running late or have any trouble finding the place, text me on [Your Mobile].

Enjoy your stay!
[Your Name]

That's it. No need to repeat everything from the pre-arrival message. Just the critical info they need right now.

Mid-Stay Check-In Template (Optional, for Longer Stays)

For bookings longer than 3-4 nights, a quick check-in shows you care and gives guests a chance to raise issues before they fester into bad reviews.

Subject: Just checking in — everything okay?

Hi [Guest Name],

Hope you're settling in well! Just wanted to check everything's working as it should — heating, hot water, Wi-Fi, etc.

If you need anything at all, or if something's not quite right, just let me know and I'll sort it straight away.

Enjoy the rest of your stay!
[Your Name]

Keep it light. You're not interrogating them; you're giving them permission to ask for help.

Pre-Checkout Reminder Template

Sent the evening before or morning of checkout. Confirm the time, remind them of any small tasks, and thank them.

Subject: Checkout tomorrow — thank you for staying!

Hi [Guest Name],

Hope you've had a brilliant stay! Just a quick reminder that checkout is at [Time] tomorrow.

Before you go:

• Please leave the keys in the lockbox
• Pop any rubbish in the outside bin (back door, turn left)
• Close all windows and turn off the heating

That's it! No need to strip the beds or do the dishes — I'll take care of the rest.

Thanks so much for staying, and safe travels!
[Your Name]

Clear, specific, and low-effort for the guest. Don't ask them to clean the oven or wash the towels unless you've explicitly agreed that in advance (and even then, it's risky for reviews).

Post-Checkout Follow-Up Template

Sent the same day or next day. Thank them, ask for a review, and open the door for future bookings.

Subject: Thanks for staying at [Property Name]!

Hi [Guest Name],

Thanks so much for choosing [Property Name] — it was a pleasure hosting you!

If you have a spare moment, I'd be really grateful if you could leave a quick review on Airbnb. It makes a huge difference for future guests (and helps me keep improving!).

I've left you a 5-star review as a thank you for being such a great guest.

If you're ever back in [City/Area], you're always welcome to stay again. Just drop me a message.

All the best,
[Your Name]

Polite, genuine, and reciprocal. The 'I've reviewed you' line gently nudges them to return the favour.

For even more message inspiration and ready-to-use formats, check out our library of guest communication templates for Airbnb hosts.

Step 3: Choose Your Automation Tool

You've got your schedule. You've written your templates. Now you need a way to send them automatically without lifting a finger.

You have three main options:

Option 1: Airbnb's Built-In Scheduled Messages

Airbnb lets you create rule-based scheduled messages that send at specific times relative to check-in or checkout. It's free, built-in, and works for 80% of hosts.

How to set it up:

1. Go to your Airbnb hosting dashboard
2. Click Inbox → Scheduled Messages
3. Click Create a rule
4. Choose the trigger (e.g. 'X days before check-in')
5. Write your message (you can use variables like {guest_first_name} and {check_in_time})
6. Save and activate

Pros: Free, no extra tools, integrates perfectly with your bookings.
Cons: Limited flexibility. You can't send messages based on guest behaviour (e.g. 'if they haven't replied after 24 hours'). You can't A/B test. Variables are basic.

If you're starting out or running a single listing, Airbnb's tool is enough. Use it.

Option 2: Third-Party Messaging Tools (Hospitable, Hostaway, YourPorter, etc.)

These are standalone platforms that connect to your Airbnb account and offer more advanced automation: trigger-based messages, multi-channel support (if you're on Booking.com too), saved replies, unified inbox, and analytics.

Best for: Hosts with multiple listings, or those managing bookings across multiple platforms.
Cost: Usually £10-30/month depending on listing count.

Popular tools include Hospitable (great for multi-platform automation), Hostaway (more enterprise-level), and YourPorter (UK-focused, strong on upsells and guest experience).

If you're serious about scaling and want to save hours every week, these tools pay for themselves quickly.

Option 3: Manual Sending With Saved Replies

Not true automation, but worth mentioning: Airbnb lets you save quick replies (pre-written messages you can insert with a couple of clicks). You still send them manually, but it's faster than typing from scratch each time.

How to set it up:

1. Go to Inbox → Quick Replies
2. Click Add a new reply
3. Give it a label (e.g. 'Pre-arrival info') and paste your template
4. When a message comes in, click the quick reply button and select the template

This works if you've only got a handful of bookings a month and don't mind the manual step. But if you're getting weekly bookings, you'll want true automation.

Common Mistakes Hosts Make With Automated Welcome Messages

Even with a solid schedule and great templates, there are a few traps hosts fall into. Avoid these and your messages will feel helpful, not robotic.

1. Sending Too Many Messages

Yes, automation is powerful. No, your guest doesn't need 11 messages between booking and checkout. Stick to 4-6 messages for a typical 2-4 night stay. More than that and you risk annoying them or important details getting lost in the noise.

2. Writing Like a Robot

Just because it's automated doesn't mean it should sound automated. Avoid corporate jargon ('We trust your stay will meet your expectations') and write like you're texting a friend. Use contractions. Be specific. Add personality.

3. Burying the Important Stuff

Guests skim. If your door code is in paragraph four, they'll miss it and text you at 9pm asking how to get in. Put critical info — check-in instructions, parking, Wi-Fi — at the top in bold or bullet points.

4. Forgetting to Update Seasonal Details

You wrote your pre-arrival message in July. It's now December, and it still says 'The garden's perfect for a BBQ!' Update your templates seasonally. Mention heating in winter, local Christmas markets, or summer festivals. It shows you care.

5. Not Testing Your Messages

Send yourself a test booking (or ask a friend to book and cancel). See when the messages arrive, how they read on mobile, and whether all the links and codes work. A broken door code link is a disaster at 10pm on a Friday.

How Automated Messages Compare to Digital Welcome Books

Automated messages handle the timeline — they push information to guests when they need it. A digital welcome book is the reference library — guests pull information when they want it.

You need both.

Your automated messages should link to your welcome book for deeper detail. The pre-arrival message gives them the essentials; the welcome book gives them restaurant recommendations, walking routes, emergency contacts, appliance instructions, and house rules in full.

We've written a full comparison of the best Airbnb welcome book alternatives — from free PDF templates to smart guidebook apps — if you want to level up your guest experience beyond messaging alone.

Should You Personalise Every Message?

Short answer: a little bit, yes. Full personalisation, no.

Use the guest's first name (every messaging tool supports this via variables). Reference their booking dates. If they've mentioned they're visiting for a wedding or a birthday in their booking message, add a sentence acknowledging that in your confirmation message.

But don't write a bespoke novel for every guest. The goal of automation is to save time while maintaining quality. A well-written, thoughtfully structured template with a personal greeting beats a generic wall of text sent manually every time.

Do Automated Messages Affect Your Airbnb Ranking?

Indirectly, yes. Airbnb's algorithm rewards fast response times and high response rates. Automated messages help you maintain both, especially for common questions.

But here's the thing: automation helps you respond quickly, but it won't fix a poorly optimised listing. If your title, photos, and pricing aren't pulling bookings in the first place, perfect messaging won't save you.

If you're not sure where your listing stands, LetGrow's free Airbnb listing score analyses your title, photos, amenities, and pricing against local competitors and shows you exactly what's holding you back.

What to Do If a Guest Doesn't Reply to Your Automated Messages

Don't panic. Most guests read your messages and don't feel the need to reply unless they have a question. No reply usually means 'all good'.

If you're worried they haven't seen critical check-in info, send a manual follow-up message the day before arrival: 'Hi [Name], just wanted to make sure you got my check-in instructions — let me know if you need anything!' Keep it light, not accusatory.

If they still don't reply and they're checking in tomorrow, text or call them directly. Some guests don't check the Airbnb app once they've booked. A text to their mobile (if Airbnb provides it) cuts through.

How to Handle Last-Minute and Same-Day Bookings

Your standard 6-message sequence won't work for a guest who books at 2pm and checks in at 4pm. You need a compressed schedule.

For same-day bookings, send:

1. Immediate confirmation + check-in instructions (one combined message with address, parking, door code, Wi-Fi)
2. Pre-checkout reminder (morning of departure)
3. Post-checkout follow-up (same day or next day)

That's it. Don't bombard them with six messages in three hours. Combine the essentials into one message and keep the rest minimal.

Most messaging tools (including Airbnb's scheduler) let you set different rules based on how far in advance the booking is made. Use them.

Can You Automate Review Requests?

Yes, and you should. Your post-checkout message should always include a polite request to leave a review, ideally with a mention that you've already reviewed them.

Some third-party tools (like Hospitable) can send a second automated review reminder if the guest hasn't left a review after a few days. This can lift your review rate significantly — but don't send more than two reminders or it feels pushy.

Airbnb gives guests 14 days to leave a review after checkout. Your post-checkout message should go out within 24 hours. If you're using a tool that supports it, send a gentle reminder on day 7 or 10 if they haven't reviewed yet.

How LetGrow Helps You Optimise Your Entire Guest Experience

Automated messages are just one piece of the hosting puzzle. They smooth out the guest journey and save you hours every week — but they won't fix a listing that's under-priced, poorly photographed, or invisible in search.

If you want to maximise your bookings and your revenue, you need to optimise the whole system: your title, your photos, your pricing strategy, your amenities, and your competitive positioning.

LetGrow analyses all of this in one go. You get a free performance score that shows you exactly where you're losing bookings and revenue, with specific, actionable recommendations you can implement today. No guesswork. No generic advice. Just data-driven insights tailored to your listing and your market.

Get your free Airbnb listing score here and see how you compare to other hosts in your area.

Frequently Asked Questions

How many automated messages should I send to Airbnb guests?

For a typical 2-4 night stay, send 4-6 automated messages: booking confirmation, pre-arrival info (2-3 days before), check-in day reminder, optional mid-stay check-in (for longer bookings), pre-checkout reminder, and post-checkout follow-up. Same-day bookings need a compressed schedule with just 2-3 messages.

Can I use Airbnb's built-in message scheduler for free?

Yes. Airbnb offers free scheduled messaging in your hosting dashboard under Inbox → Scheduled Messages. You can create rule-based messages triggered by booking events (e.g. '2 days before check-in') and use basic variables like guest name and check-in time. It's perfect for single-listing hosts just starting out.

Should I send automated messages from Airbnb or a third-party tool?

Start with Airbnb's free scheduler if you've got one listing. Upgrade to a third-party tool like Hospitable or YourPorter if you have multiple properties, list on multiple platforms (Airbnb + Booking.com), or want advanced features like trigger-based messaging, unified inbox, or analytics. Most tools cost £10-30/month.

What should I include in my Airbnb pre-arrival message?

Your pre-arrival message (sent 2-3 days before check-in) should include: full address and postcode, parking instructions, check-in time and door code, Wi-Fi network and password, house rules (quiet hours, smoking, guest limits), and local essentials (nearest supermarket, cash point, pub). Keep it scannable with bold headings and bullet points.

Do automated messages affect my Airbnb response rate?

Yes, positively. Automated messages ensure guests get instant replies to common questions, which protects your response rate and response time — both of which affect your search ranking and Superhost eligibility. However, you still need to manually reply to unique questions within 24 hours to maintain a 90%+ response rate.

Can I personalise automated Airbnb messages?

Yes. Use variables to insert the guest's first name, check-in/checkout dates, and booking details automatically. If a guest mentions a special occasion (birthday, anniversary, work trip) in their booking request, add a quick manual sentence to your confirmation message. But don't write fully bespoke messages for every guest — that defeats the point of automation.

Final Thoughts: Automate the Routine, Personalise the Exceptions

Automated welcome messages are one of the highest-leverage systems you can build as an Airbnb host. Set them up once, and they run quietly in the background for every booking, saving you hours of admin and making your guests feel looked after from the moment they book.

The key is balance: automate the routine questions (parking, Wi-Fi, check-in instructions), but stay available for the personal stuff (emergency lockouts, broken boilers, or genuine questions that deserve a human reply). Your guests won't know the difference between an automated message and a manual one — as long as it's well-written, timely, and helpful.

Want to make sure the rest of your listing is as polished as your messaging? Get your free Airbnb performance score from LetGrow and see exactly where you stand against local competitors. You'll get specific recommendations on pricing, photos, titles, and amenities — no fluff, just actionable insights.