Practical Welcome Message Templates For Airbnb Hosts
You want to know what welcome message templates work.
You want some examples to use for yourself.
You're in the right place.
How a Welcome Message Helps Optimize Your Listing
A reassuring welcome message can be very rewarding for your Airbnb listings. Not only does it portray you as a host in a more professional light, but it also shows good customer care from the onset.
There are at least 5 distinct welcome messages, but for the purpose of this article, we will focus on 2.
The first is the post-booking welcome message. This is sent soon after a guest makes a reservation. Its aim is to create a hospitable welcome, offer quality customer service, and provide reassurance for the guest.
Post-Booking Welcome Message Platforms
The first welcome message should generally be friendly easy to understand and comforting.
There's no need to overwhelm the guest with a long list of information and property features.
The right tone simply needs to reassure them. Here are some examples:
Welcome Message For A First-Time Guest
Hi Samantha,
Thank you for choosing to stay with us. Your reservation is confirmed, and we're looking forward to welcoming you to the property.
We'll send your arrival and check-in information closer to your stay so you have everything you need when it's time to arrive. In the meantime, if you have any questions about the property or your trip, please feel free to message us through Airbnb.
Have a fun time planning your trip, and we look forward to having you.
Welcome Message For A Returning Guest
Hi James,
Welcome back. We're thrilled to have you staying with us again and hope you have another happy visit.
Your reservation is confirmed, and we'll send your arrival information closer to check-in as usual. If there's anything you'd particularly like us to know before your stay, just send us a message here.
We look forward to seeing you again
Welcome Message For A Business Traveller
Hi Robert,
Thank you for booking your stay with us. Your reservation is confirmed, and we're looking forward to hosting you.
We'll send your check-in information closer to arrival. If you need anything clarified before your trip, particularly regarding the workspace, Wi-Fi, parking, or arrival arrangements, please feel free to message us here.
Safe travels, and we look forward to welcoming you.
Why These Welcome Messages Work Well
A first-time guest often values this type of comforting and welcoming message because they have never had the experience of booking with you or staying at your property. They are uncertain of what to expect, but your message reassures them and shows ideal customer service.
The message confirms the reservation, defines what happens next, and gives the guest an easy way to ask questions without overwhelming them with instructions immediately after booking.
What to Include and What to Leave Out
Following this guide will help you find the right balance between writing messages that are too long and messages that are too brief.
A message containing all details from the property's oven instructions to the burgular alarm password can become overwhelming.
A safe balance is to give guests the most important information first.
Include in the Post-Booking Message
The initial welcome message can usually include:
Confirmation that the reservation has been received
A reassuring welcome
A short explanation of what happens next
An invitation to ask questions
The most vital details that the guest needs to be aware of
Include in the Pre-Arrival Message
The message shortly before arrival can contain:
Check-in instructions and time
Emergency contacts
Property address
Parking rules
Access method
Door or lockbox instructions
Appliance instructions
Important arrival restrictions
Relevant directions
The exact contents should reflect the property.
A beach house may need very different instructions from a city appartment with specific parking rules.
Good Guest Communication Is Concise
Be careful not to overload guests with a long list of amenities and features.
Only Write What Is Necessary
The ideal Airbnb welcome provides the guest with the most important information they are likely to need at that specific point in their journey.
Immediately after booking, that might be: Is my reservation confirmed, and what should I do now?
Before arrival, it becomes: How do I enter the property? Where should I park?
Remember -- one message confirms the booking, the other provides details about the property itself. The first message can be welcoming and inviting, while the arrival message can become more informative and instructional. Keep both as brief as possible.
Why these titles can be compelling and drive click-through rate
The most appealing amenity-led titles often contain three features:
The amenity is unique.
The amenity is a premium asset that is highly valued.
The amenity is particularly appealing to a small niche audience
Including the fact your property has a "coffee maker" in your title would not be compelling. This is because it is a common amenity that most guests generally expect your property to have, whereas a hot tub is a high-value, premium luxury that is not constantly available.
Your amenities should also be accurately represented elsewhere in the listing. Guests may use amenity filters when searching, so the title should complement the underlying listing information rather than substitute for it.
For a broader look at the features hosts should consider documenting, see our Short Stay Lab Amenities List for Airbnb Hosts resource.
Property Access Welcome Message Templates
If a property requires special access instructions, this must always be sent to the guest promptly.
Self Check-In With A Lockbox
"Hi Jonas,
Your stay is coming up soon, so here's the information you'll need for arrival.
Check-in: After 3:00 PM
Address: [Property address]
Parking: You can park in the marked space directly outside the property.
Entry: The key is inside the lockbox beside the front door. Your code is [CODE].
When you arrive, enter the code on the lockbox and remove the key. Please return the key to the lockbox after unlocking the door and scramble the numbers again.
The property is ready for you from 3:00 PM. If you have any difficulty accessing the property when you arrive, message us through Airbnb and we'll help."
Self Check-In With A Smart-Box
"Hi Matthew,
We're looking forward to welcoming you tomorrow. Your check-in time is from 4:00 PM.
Address: [Property address]
Parking: [Parking instructions]
Entry: Your personal door code is [CODE]. Enter the code on the keypad at the main entrance, then press the unlock button.
Once inside, you'll find the rest of the property information in the guest guide.
If the keypad doesn't respond when you arrive, please message us through Airbnb before attempting to force the door or make any changes to the lock."
In-Person Meet-and-Greet
"Hi Melissa,
We're looking forward to welcoming you tomorrow. Your check-in is available from 3:00 PM.
We'll meet you at the property at [address] when you arrive. If you expect to arrive around a particular time, please let us know so we can make sure we're ready to meet you.
Parking is available [parking information]. Once you've arrived, please message us through Airbnb and we'll come out to meet you and show you around the property.
If your arrival time changes while you're traveling, just send us an update."
What Should You Leave Until Check-In?
This section illustrates the type of information that can be delivered after guests arrive.
This is less crucial, but still helpful and reassuring for the guests.
For example, you can offer:
Detailed instructions for trash and recycling
Full Wi-Fi information
Instructions for using entertainment systems
Detailed heating or air-conditioning guidance
Information about every household facility
Recommendations for entertainment venues and attractions
Full property and visiting rules
Extensive local information
These details can be included in a digital guest guide, house manual, or separate communication when appropriate.
A guest traveling to a property may be reading the message from a phone while driving, walking from a parking area, or trying to locate an entrance. The information they need immediately should be easy to identify.
For a comprehensive set of communication templates for communicating with a guest, see our Message Templates for Airbnb Hosts page.
Offering Reassurance While Avoiding Sounding Too Formal
It's probably not ideal to send a message that is too informal.
A message such as:
Hey. Here's the info. Take care.
Might come across as unprofessional.
At the same time, it's not reassuring for guests to post a message that is too formal either, such as,
Dear Guest, pursuant to the terms of your reservation, please carefully review the following 1,200-word set of instructions...
This message doesn't sound as warm or welcoming.
A professional message can still feel comforting.
Helpful information, brief sentences, and a peaceful tone can make practical information considerably easier to integrate.
The goal is to make guests feel that the host is professional, considerate and interested in their needs.
When Should You Send a Welcome Message?
The two types of welcome messages should generally be separated because they serve different purposes.
Immediately After Booking
Send the initial welcome message soon after the reservation is confirmed.
The point is to confirm the reservation, welcome the guest, and explain what happens next.
There's usually no need to send the complete arrival instructions at this stage unless the guest has specifically asked for them.
24–48 Hours Before Arrival
The pre-arrival message can be sent shortly before the stay, when the crucial information, such as emergency contact info and alarm passwords, becomes necessary.
This is helpful for self-check-in properties because the guest can keep the instructions available on their phone while traveling.
The exact timing can vary depending on the property, check-in arrangements, and your normal communication process. The crucial point is to avoid sending critical information so early that the guest has to search through old messages to find it when they arrive.
Frequently Asked Questions
Quick answers to common questions about welcome messages as an Airbnb host.
If you would like a general overview of what to improve in your listing,
you can request a free Airbnb listing review with us.
What should an Airbnb welcome message say?
An Airbnb welcome message should acknowledge the guest's booking, establish a friendly tone, and provide the information they need at that particular stage of their stay. A message sent immediately after booking can focus on reassurance and what happens next, while a pre-arrival message should concentrate on practical details such as check-in, parking and access.
2. Should I send an Airbnb welcome message immediately after a guest books?
Yes, sending a brief welcome message soon after booking can reassure the guest that their reservation has been received and establish clear communication. It doesn't need to contain every detail about the stay. More detailed arrival instructions can be sent closer to check-in when the information is more useful.
3. How long should an Airbnb welcome message be?
There is no ideal word count for every property. The message should be long enough to communicate the information the guest needs without burying important details in unnecessary text. A short post-booking welcome may only require a few paragraphs, while a pre-arrival message may need additional information about access and parking.
4. What is the difference between a welcome message and a check-in message?
A welcome message sent after booking generally establishes the relationship and reassures the guest about their reservation. A pre-arrival or check-in message is more practical and helps the guest arrive successfully. Keeping these purposes separate can make your communication easier for guests to understand.
5. Should Airbnb welcome messages be personalized?
Where practical, modest personalization can make communication feel more attentive. For example, a returning guest can be acknowledged as such, while a business traveler may appreciate concise information relevant to their trip. Personalization doesn't require writing an entirely different message for every guest.
6. What information should I avoid putting in an Airbnb welcome message?
Avoid filling the initial welcome message with information that the guest will not need until later, such as lengthy appliance instructions, extensive local recommendations or a complete house manual. Important arrival information should be easy to find when the guest needs it, while less urgent information can be provided separately or closer to check-in.
Get A Professional, In-Depth Listing Audit
An optimized welcome message is only small part of the solution.
A professional copywriting review can consider how the title and description work together,
while a broader listing optimization review can examine the listing as a whole
You can ask us to identify areas where its presentation could be stronger.
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