Are you an Airbnb host juggling a busy professional life?
You likely know that guest communication is extremely important. But, it can also consume a lot of your valuable time. This is where understanding and using Airbnb automated messages can make a huge difference. Smart Airbnb automated messages free you up and also make your guests feel well looked after through consistent communication.
Think about it. You want to provide amazing service. You also want your short-term rental to practically run itself. That is the dream for many high-earning professionals venturing into hosting. Let us explore how to make this happen with effective Airbnb automated messages, which are essentially message templates sent automatically.
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Why Smart Hosts Use Automated Messages
- Why Smart Hosts Use Automated Messages
- Essential Airbnb Automated Messages You Need
- 3. The Morning-After Check-In: A Gentle Follow-Up
- Setting Up Your Messages on Airbnb
- Balancing Automation with a Human Touch
- Conclusion
Why Smart Hosts Use Automated Messages
Using automated messages is not about being impersonal. It is about being efficient and consistently helpful with every guest interaction. When a guest books, or has a question about their upcoming reservations, they want answers fast; automatically sending messages based on triggers provides this speed.
This means you do not have to be glued to your phone. You can be in a meeting, with family, or even sleeping while your automated system is working for you. It helps keep that important response rate high on platforms like Airbnb, which can boost your listing’s visibility; the system handles many common topics for you.
More visibility often means more bookings and less stress for you. This system allows you to offer top-tier hospitality without the constant manual effort of sending messages repeatedly. Guests get the information they need, when they need it, leading to happier guests, better reviews, and a smoother operation for your rental business because replies aren’t delayed.
And great reviews are golden in this business. Automatically sending messages for routine communications allows you to focus your energy on exceptional circumstances or on improving other aspects of your property. This strategic approach is a hallmark of successful, modern hosting.
Essential Airbnb Automated Messages You Need
Now, let us look at the key Airbnb automated messages you should consider. These are the workhorses that handle frequent communication points. They create a smooth experience for your guests from the moment of booking confirmation to checkout, addressing specific topics proactively.
Creating a schedule for these messages ensures consistency. For hosts looking for guidance, many how-to resources for hosts emphasize the importance of these touchpoints. Good message templates can be a lifesaver.
Here is a breakdown of essential message types:
| Message Type | Purpose | Ideal Send Time | Key Details to Include |
|---|---|---|---|
| Instant Booking/Inquiry Confirmation | Acknowledge, reassure, set expectations. | Immediately after inquiry or booking. | Guest name, property name, dates, thank you, mention a more detailed message shortly. |
| Pre-Check-In Instructions | Smooth arrival, provide essential information for when the trip starts. | 3-7 days before check-in (adjust based on booking lead time). | Listing address, access details (e.g., confirmation code for lockbox), Wi-Fi password, brief house rules summary, parking. |
| Morning-After Check-In | Confirm comfort, address issues proactively, make the dear guest feel valued. | Morning after arrival. | Open-ended check-in question, offer assistance, reiterate availability for questions. |
| Pre-Checkout Reminder | Clarify departure, aid smooth turnover, provide a quick reminder. | Evening before or morning of checkout before the trip ends. | Checkout time, simple tasks (e.g., locking up), thank you. |
| Post-Checkout Review Request | Encourage reviews, gather private feedback. | 1-2 days after checkout. | Thank you, direct link for review (e.g., Google), option to post question or feedback privately. |
1. The Instant Booking Confirmation
First impressions count significantly. When a guest books, even for a last minute booking, or just asks about your place, an instant reply matters a great deal. Airbnb’s algorithm even tracks your response time for initial inquiries, and a fast response here helps you hit that 100% response rate goal.
This immediate message, often a type of booking confirmation, reassures the guest. They know their request was received. It starts building trust right away, which is crucial when they are planning their trip. You do not want a potential guest wondering if they picked the right spot, especially if they need a confirmation code quickly.
Using placeholders pull guest’s reservation details automatically into the message template. This personalization, even in an automated message, is a nice touch. It confirms you have their specific reservation details correct from the start.
Here is an example of what you could send:
“Hi [Guest Name],
Thanks so much for your interest in [Your Property Name] for your trip. We have received your inquiry for [Dates]. We are excited at the thought of hosting you.
We will get back to you with answers to any specific questions as soon as we can. We will send a detailed message shortly. Thanks for your patience.
Best,
[Your Name/Property Name]”
This message confirms you got their outreach. It mentions the property and dates. It sets a professional and welcoming tone, paving the way for a positive guest experience. You can also state that a human will follow up if they have complex questions, reinforcing that the automated system is there for speed and efficiency.
2. Pre-Check-In Instructions: Smoothing the Arrival
The check-in process can be a point of anxiety for guests. They are arriving at a new place, maybe a new city. They are hoping it is just like the pictures. Clear pre-check-in instructions, often sent as a scheduled quick reply, calm these nerves and make the arrival seamless.
This message should have all the essential details. Think about what a guest needs to arrive smoothly. This could include the smart lock code, details about the WiFi network, and parking details. Any specific notes, like using a certain entrance, the full listing address, or identifying your property, are also helpful.
Including pictures for tricky parts of arrival can be a game-changer. If you use a digital guidebook, like those offered by services such as Hostfully, this is the perfect time to share the link. This empowers guests, allows for adding details and optional info areas about your property and locale, and reduces last-minute questions for you. Consider sending this as a check-in reminder a couple days before arrival.
When should you send this? For average stays of 2-4 nights, sending it about four days before arrival works well for many hosts. For longer stays or larger groups, sending it a week out gives them more time to plan and share info. Of course, if someone makes a minute booking, the message should go out much sooner. Adjust the timing based on your listing’s time zone and typical guest booking patterns. Automatically sending this information ensures consistency.
Here is a sample message:
“Hi [Guest Name],
We are looking forward to welcoming you to [Your Property Name] on [Arrival Date]. Your booking for [Number of Nights] nights is confirmed.
To help you plan, here is a link to our digital guidebook: [Link to Guidebook]. It has details about the property, local tips, house rules, and more. The WiFi password is also listed there.
Please let us know your estimated check-in time. If you plan to check in after 10 PM, please inform us so we can be extra alert for any messages. We will send your specific door code on the morning of your arrival for security.
Let us know if you have any questions before then.
Warmly,
[Your Name/Property Name]”
Notice how this message also asks for their arrival time. This small detail helps you manage your team and be ready if they need late check-in help. Good communication about the check-in time is vital.
3. The Morning-After Check-In: A Gentle Follow-Up
Once your guests have arrived and settled in, a quick check-in the next morning is a great touch. This proactive message shows you care about their experience. It also gives guests an easy way to raise any small issues before they become bigger problems or, worse, a point in a less-than-stellar review.
Many guests might not bother to reach out about a minor inconvenience. But if you ask, “Dear guest, is everything to your satisfaction?”, they might mention something you can quickly fix. This could be anything from needing an extra towel to a question about the coffee maker or how to use an appliance. Addressing specific topics promptly shows excellent service.
Fixing small things quickly demonstrates excellent service and can significantly contribute to earning that coveted 5-star review. It reinforces that you are an attentive host. This is also a good time to subtly remind them you are available for any questions they might have during their stay.
Here is an idea for this message:
“Good morning [Guest Name],
Hope you settled in comfortably at [Your Property Name] and had a good first night.
We just wanted to check if everything is to your liking and if there is anything at all you need. We want you to have a fantastic 5-star stay.
Please do not hesitate to message us if something is not working right or if you need recommendations. If all is well, we hope you have a wonderful day exploring.
Best regards,
[Your Name/Property Name]”
This message opens the door for communication. If they do not reply, usually no news is good news. They are likely out enjoying their trip, and your quick follow-up provided reassurance without being intrusive.
4. Pre-Checkout Reminder: A Smooth Departure
As the stay nears its end and the trip ends, a gentle pre-checkout reminder is very helpful. Guests are often busy enjoying their last moments or preparing for travel. They might forget the exact checkout time or any simple departure tasks. This message, a quick reminder, reduces confusion and helps your cleaning team stay on schedule, which is important for same-day turnovers.
In this message, you can remind them of the checkout date and time. It is also a good place to mention any minimal checkout procedures and relevant house rules. Stress that these should be very easy – things like turning off lights and checking that the door is locked. Avoid long chore lists, as guests generally dislike extensive checkout tasks.
This is also another chance to thank them for staying. They chose your property, and a little appreciation goes a long way. You might also subtly ask if they are interested in extending their stay, if that is an option for your calendar and there is no immediate upcoming booking.
Consider this example:
“Hi [Guest Name],
We hope you have had a wonderful time at [Your Property Name].
Just a friendly reminder that your checkout is scheduled for tomorrow, [Checkout Date], by [Checkout Time]. Please double-check that you have all your belongings.
Our checkout is simple: please just turn off the lights and confirm the door is locked. No need to strip beds or do other chores; our cleaning team will handle it.
If you have any last-minute questions, let us know. Thanks again for choosing to stay with us.
Safe travels,
[Your Name/Property Name]”
Some hosts also like to mention in their automated messages that a real human is available. Something like, “This is an automated message to give you timely info, but a real person will reply if you have questions or need to send a pm reply.” This can be a nice touch to balance automation.
5. The Review Request: More Than Just an Airbnb Nudge
Airbnb automatically prompts guests for a review. But a personal request from you can sometimes be more effective. It feels less corporate and more personal. If you are not getting as many reviews as you would like, directly asking might be the answer, especially if you can personalize it slightly even within an automated framework.
Beyond Airbnb reviews, think about your brand. Building your direct booking business means building trust. Google Reviews are fantastic for this. They show up in search results and help potential direct bookers feel confident. An automated message after checkout can ask for this type of review, too.
Send this message a day or so after checkout. This gives them time to settle back home. It also does not clash directly with Airbnb’s own review prompts. It’s also an opportunity to ask them to post question or private feedback directly to you.
Here is how you could phrase a Google Review request:
“Hi [Guest Name],
We hope you had a safe trip home and enjoyed your stay at [Your Property Name] in [City/Area].
If you had a positive experience, we would be so grateful if you could share your thoughts by leaving us a Google Review. Your feedback helps other travelers and supports our small business.
Here is the direct link: [Your Google Review Link]
If you have any private suggestions for how we can improve, please reply to this message. We value your input greatly.
Thank you again for staying with us.
Sincerely,
[Your Name/Property Name]”
Providing a direct link makes it very easy for them to leave a review. Mentioning it is for your “small business” (if true) can also encourage responses. Actively managing your online reputation through reviews is a critical part of growing your rental business.
Setting Up Your Messages on Airbnb
Airbnb makes it fairly easy to set up these automated messages. They call them “Scheduled messages,” and these are essentially message templates that you can create. Sometimes you might see older references to “Quick Replies,” which can be saved manual templates, but scheduled messages offer true automation for sending messages based on specific triggers.
You can usually find these settings in your hosting message inbox. Look for options to create new scheduled messages or customize existing templates. This is where you create scheduled quick replies that will go out at predetermined times. For example, you can set the time set for a message to be a specific number of days before check-in or hours after checkout, all based on the listing’s time or time zone.
Within Airbnb’s system, you can typically personalize messages with shortcodes or placeholders. These placeholders pull in guest names, reservation dates, the confirmation code, and other details automatically, inserting details to make each message feel more personal. You define the triggers for automatically sending messages, such as when a trip starts or a couple days before arrival. You can also create a schedule for various common topics.
Many modern Property Management Systems (PMS) also offer advanced automation features if you are managing multiple properties or want more sophisticated options than Airbnb’s native tools. These systems can offer more complex logic for sending messages. Remember that quick replies aren’t the same as scheduled messages; quick replies are templates you select and send manually, while scheduled quick replies are fully automated once set up. It’s important to clearly label your templates, perhaps using a search word or prefix for easy identification. Not using a PMS yet? Check out all the reasons we believe your business will thrive with a PMS!
Explore the tools you already have available. You are likely already paying a host fee to Airbnb. So, using their built-in communication tools for automatically sending messages is a smart move to get more value and streamline your operations. Setting up these scheduled messages effectively can save you hours each week.
Balancing Automation with a Human Touch
While these Airbnb automated messages are powerful, remember they are a tool. They should support, not replace, genuine hospitality. Your distinct voice and brand should still come through. Take the time to craft messages that sound like you, offering a personalized guest experience even with automation.
Always be ready to step in for questions that automation cannot handle or when a guest’s latest reply indicates a complex issue. If a guest tries to report inappropriate content or behavior, an automated message might guide them to Airbnb’s official channels, but a human should review the situation. If you are chatting with a guest and the conversation becomes nuanced, personal intervention is better.
Use the time saved by these systems to improve other parts of your guest experience. Maybe you can create a more detailed local guide with optional info areas. Perhaps you can add a small, personalized welcome gift. These extra touches make a difference.
The goal is to be efficient and responsive; these short messages and reminders contribute to that. It is about giving guests what they need quickly and reliably. But that personal connection, when needed, is what often turns a good stay into a great one and leads to repeat bookings or referrals. The human element is still vital, even if quick replies aren’t always from a person initially.
Key Takeaways
Effectively using Airbnb automated messages can truly transform your hosting. It helps you save time, a precious commodity for any busy professional. It helps you give consistent, high-quality service to every guest by automatically sending messages based on key points in their journey.
This, in turn, can lead to better reviews, more bookings, and a more profitable rental business. These Airbnb automated messages, from the initial booking confirmation to the final review request, work together. Take these examples, adapt them to your style and specific property needs, and watch your hosting become smoother and more successful.
By leveraging tools like scheduled quick replies and thoughtfully crafted message templates, you are not just automating tasks; you are building a more resilient and guest-friendly operation. Your guests will appreciate the clear and timely communication. You will appreciate the reduced workload and improved outcomes.
Calling All Hosts: The Hosting Handbook
If you loved this post we invite you to check out our one-stop-shop solution for hosts everywhere —the Hosting Handbook! While you can download all the easy to consume, step-by-step tips we use in our own hosting business and create the ultimate “book” the Hosting Handbook is so much more than that! If you’ve consumed or content for years (or just met us!) this is the reference guide for all the amazing and tactical tips we have for running a profitable and, more importantly hospitable, short-term rental. How do we price for pets? How do we fold our towels? What sheets do we buy? How do I purchase a short-term rental? All these questions (and more!) can be answered in the Hosting Handbook! Check it out now!
Happy Hosting!
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