When should I send check-in instructions to guests?

Send directions and the online check-in link about three days before arrival, and the access code on the morning of arrival day, after you have checked the guest's details. Earlier than that, guests lose the message or the code may change.

Should I message Airbnb guests through the app or by email?

Use the platform chat for platform bookings: guests check it, and the platform keeps a record if there is a dispute. Vezpa delivers automated messages to the channel chat when the guest's email is a relay address.

How many messages should I send per stay?

Five to seven is typical: confirmation, pre-arrival, arrival day, perhaps a mid-stay check, checkout reminder, thank-you and review request. Each should have one clear purpose.

Can Vezpa send messages in different languages?

Yes. You write each automation once per language, the presets come with ready-made texts, and every guest receives the version in their own language.

Guest message templates for US vacation rentals and B&Bs

Paolo Vezzola

Founder · Vezpa PMS · Profile →

Most of what you write to guests is the same every time: thanks for booking, here is how to get here, here is the code, how was your stay. Writing it from scratch for each reservation wastes time and leads to mistakes, like a wrong date or a forgotten parking note. Here are eight templates you can adapt, when to send each one, and how to let software send them for you.

In short

Eight messages cover most stays, from confirmation and pre-arrival to checkout, thank-you and review.
Timing matters as much as wording: the code goes out on arrival day, the review request after checkout.
Keep messages short, with the one thing the guest needs at that moment.
Automations can send them in the guest's language, also through channel chats.

Eight templates to adapt

Replace the words in square brackets with your own details. Keep each message to what the guest needs right then.

1. Booking confirmation (right after booking)

Hi [Name], thanks for booking [Property] for [check-in date] to [checkout date]. Your booking details and online check-in are here: [link]. Check-in is from [time], checkout by [time]. If you have any questions, reply to this message. See you soon, [Your name].

2. Pre-arrival (three days before)

Hi [Name], your stay at [Property] is coming up on [date]. Please complete online check-in here: [link]. Directions: [short directions]. Parking: [where to park]. Let us know your arrival time so we can be ready.

3. Arrival day (morning of check-in)

Good morning [Name], today is the day. Address: [address]. Your access code: [code]. Wi-Fi: [network and password]. The house manual is here: [link]. Text us at [number] if anything is not right.

Send the code only after you have checked the guest's details, and never with the booking confirmation. Our lockbox self check-in guide explains why.

4. Mid-stay check (morning after arrival)

Hi [Name], we hope your first night went well. Is everything as you expected? If you need extra towels, local tips or a late checkout, just ask.

5. Checkout reminder (evening before departure)

Hi [Name], a quick reminder that checkout is tomorrow by [time]. Please [leave the keys in the lockbox / start the dishwasher / take out the trash]. Safe travels.

6. Thank-you (day after checkout)

Hi [Name], thank you for staying at [Property]. It was a pleasure to host you. Next time, you can book directly here: [your website].

7. Review request (two or three days after checkout)

Hi [Name], if you enjoyed your stay, a short review would mean a lot to a small business like ours: [link]. If something was not right, please tell us first so we can fix it.

8. Late arrival or delay (when the guest tells you)

Hi [Name], no problem, thanks for letting us know. Self check-in works at any hour: your code is [code] and the lockbox is [where]. Lights are on a timer at the entrance. Message us when you are in.

Personalize without rewriting

Templates save time only if they still sound like you. Write each one once, in your own voice, and keep the variable parts (name, dates, unit, code, links) as fields the software fills in. Add one personal line where it matters most, usually in the pre-arrival message: a restaurant you like, the best time to see the sunset, where the extra blankets are. Review your templates every season; parking rules, Wi-Fi passwords and checkout tasks change more often than you think.

Timing and tone

One message, one job. A guest reading on the way from the airport needs the address and the code, not your cancellation policy.
Send at sensible hours. Morning messages get read; a message at 2 a.m. may wake a guest up.
Use the channel the guest booked on. Airbnb and Booking.com guests often use the platform chat and may not see email.
Invite direct bookings gently. A link to your own website in the thank-you note is fine; check each channel's rules on sharing contact details before the stay. See our guide to direct bookings.

How Vezpa sends them for you

In Vezpa, messages like these are automations: you choose the trigger (booking, a number of days before check-in or after checkout, completed online check-in) and write the text once per language. Seven presets come with ready-made texts and start switched off:

booking confirmation, with the link to the booking page and online check-in;
pre-arrival message with the online check-in link and its PIN;
house rules or door instructions after online check-in;
access codes on arrival day, only after you approve the check-in;
an internal alert to you when guest details are ready;
a lodging tax payment reminder, for places where you collect it separately;
thank-you and review request after checkout.

Fields such as the guest's name, dates, room and payment link are filled in automatically, and each message goes out once per booking. Guests receive it in their language, and for channel bookings with a relay email address it lands in the channel's chat. For one-off messages, ready messages let you send a saved text by email or WhatsApp from the booking.

Automations are included in every plan, from Smart at $39 a month.

Let the messages send themselves

Preset automations for confirmation, pre-arrival, access codes and thank-you, ready-made texts in the guest's language and delivery through channel chats. Open the demo in your browser.

Try it in your browser →

Frequently asked questions

When should I send check-in instructions to guests?: Send directions and the online check-in link about three days before arrival, and the access code on the morning of arrival day, after you have checked the guest's details. Earlier than that, guests lose the message or the code may change.
Should I message Airbnb guests through the app or by email?: Use the platform chat for platform bookings: guests check it, and the platform keeps a record if there is a dispute. Vezpa delivers automated messages to the channel chat when the guest's email is a relay address.
How many messages should I send per stay?: Five to seven is typical: confirmation, pre-arrival, arrival day, perhaps a mid-stay check, checkout reminder, thank-you and review request. Each should have one clear purpose.
Can Vezpa send messages in different languages?: Yes. You write each automation once per language, the presets come with ready-made texts, and every guest receives the version in their own language.

Notes. Templates are examples to adapt; check each booking channel's messaging policies before sharing contact details or links. Vezpa features as of October 2026.