The three welcome messages (and when to send them)
| Message | When | Job |
|---|---|---|
| After booking | Within an hour of confirmation | Say thanks, confirm the dates, set expectations |
| Arrival day | The morning of check-in | Point to the check-in details, say you’re reachable |
| Settled in | 1–2 hours after check-in | Catch problems early, share one or two tips |
The check-in instructions themselves (address, key box, WiFi) go in their own message a few days before arrival. We have check-in and check-out templates for that.
1. After booking
Guests are most attentive right after they book. Thank them, confirm what they booked and tell them what comes next, so they don’t message you asking.
Hi [Guest name], Thank you for booking [Property name]! We're looking forward to having you from [check-in date] to [check-out date]. Here's what happens next: – [3 days] before you arrive, I'll send the address, check-in steps and WiFi. – If you have questions before then, just reply here. To help me get things ready: what brings you to [town/area]? And will you be arriving by car, train or plane? Talk soon, [Your name]
For last-minute bookings, or if you send a lot of messages, a shorter version works too:
Hi [Guest name], thanks for booking [Property name] for [dates]! You'll get check-in details on [day]. Anything you need before then, just reply here. [Your name]
2. Arrival day
A two-line message on the morning of arrival saves you the “where do we go?” calls. Link to the details instead of repeating them.
Hi [Guest name], welcome to [town]! 👋 Check-in is from [time] today. Everything you need is here: [link to check-in details / guest page] I'm around all day on [phone] if anything comes up. [Your name]
3. Once they’ve settled in
This is the message that most improves reviews: it gives guests a chance to tell you about a problem while you can still fix it, instead of in the review.
Hi [Guest name], I hope you found everything and are settling in well. A few things that make the stay easier: – [One tip about the house, e.g. "the heating remote is in the kitchen drawer"] – [One local tip, e.g. "the bakery on the corner opens at 7"] If anything isn't right, tell me now and I'll fix it straight away. Enjoy your stay, [Your name]
A welcome note to leave in the house
Print it and leave it on the kitchen table or by the door. Guests often look for the WiFi before they unpack.
Welcome to [Property name]! We hope you feel at home here. WiFi: [network name] · Password: [password] Check-out: [time] on your last day Need anything? Call or message [Your name] on [phone]. Our favourite spots nearby: – [Café or breakfast] – [Restaurant] – [Walk, beach or view] Enjoy your stay!
Want guests to join the WiFi without typing? Our free WiFi QR code generator makes a card to print and leave next to this note.
Versions for different guests
Families with children
Hi [Guest name], Thanks for booking [Property name] for your family! A few things you might find useful: – [Cot / high chair: "a travel cot and high chair are in the hall cupboard"] – [Safety: "the stairs have a gate; the pool is fenced"] – [Nearby: "there's a playground 5 minutes' walk away"] Is there anything you'd like me to have ready for the kids? [Your name]
Work trips
Hi [Guest name], Thanks for booking [Property name] for your work trip. For working from here: – WiFi: [speed, e.g. "fibre, around 500 Mb/s"] – Desk: [where, and whether there's a monitor or spare charger] – Quiet hours in the building: [hours] If you need an invoice with your company details, send them to me and I'll [how you handle it]. [Your name]
Returning guests
Hi [Guest name], Welcome back! It's great to have you at [Property name] again. Everything works as last time, with one change: [what's new, e.g. "new coffee machine" or "new door code system"]. I'll send the check-in details on [day] as usual. [Your name]
What makes a welcome message work
- Use their name and yours. A message from “Ana” reads very differently from one sent by “the host”.
- One question, not a questionnaire. “What brings you to Lisbon?” tells you what tips to share and starts a conversation.
- Say when the next message comes. Guests stop worrying when they know the check-in details arrive on Thursday.
- Keep the practical details in one place they can open again, rather than scattered across five messages.
- Read it on your phone before sending. If you have to scroll a lot, it’s too long.
Mistakes to avoid
- Sending the door code in the first message. Send it close to arrival, in a private message or page.
- A wall of rules. Welcome first; the house rules can live in the house manual.
- Automated messages that sound automated. Scheduled messages save time, but check the brackets are all filled in.
Questions hosts ask
When should I send an Airbnb welcome message?
Send the first one within an hour of the booking being confirmed, while the guest is still excited and checking their inbox. Then a short “welcome” once they have arrived and had time to settle in, usually an hour or two after check-in.
What should a welcome message include?
A thank-you, the dates and what happens next (when they will get check-in details), one question to personalise the stay, and how to reach you. Keep the full instructions for a later message so the first one stays short.
Should I use Airbnb’s scheduled messages?
Yes, for anything you send to every guest. Airbnb lets hosts schedule messages to go out automatically, for example after booking or before check-in. Write them once, keep the [brackets] for the details, and read each one before it goes out the first few times.
How long should a welcome message be?
Short enough to read on a phone without scrolling much: five to eight lines. Guests read it on the move. Anything they need later (WiFi, house rules, local tips) is better on a page they can open again.
Can I write one welcome message for guests who speak different languages?
Messages go out in the language you write them in. If you keep the practical details on a gstl.ink private page, it translates automatically into the language of each guest’s phone (30+ languages), so the message itself can stay short.