The first step in automating your Airbnb is putting your guest communication on autopilot. As a short-term rental host, being responsive is crucial to snagging great reviews and gaining the algorithm’s favor. However, no short-term rental property manager can make themselves available 24/7. Who has time to send the same Airbnb messages and reply to the same questions over and over again?

You can save an incredible amount of time just by learning a few tricks and using a few simple tools to automate your messaging. In this blog post, we’ll cover how to automate your messages using Airbnb message templates. Plus, we’ll share with you the top 8 essential message templates that every Airbnb host needs.

Let’s dive into it!

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today! 

How to Automate Your Airbnb Messages

Automating your Airbnb messaging is simple and straightforward: you just need a reliable automation tool and some well-written message templates.

You must have noticed that Airbnb has a saved messages feature. While this tool allows you to create message templates from scratch, it’s functionality is very limited: it doesn’t let you send messages automatically.

Once you’ve chosen a template from your library, you need to customize and send your message manually.

But why stop there? If you want your Airbnb business to run efficiently without you having to think about it, you need to upgrade your toolbox.

This is where Airbnb message automation tools come into play.

Airbnb Message Automation Tools

If you’re ready to bring some smart tech into your life as an Airbnb host, you won’t have to type out a message or push the send button ever again.

Airbnb message automation tools like Host Tools let you create message rules. These rules determine what triggers the automatic sending of a message.

For example, you can choose to send a message X days before or after a certain event (such as check-in, check-out, booking confirmation, booking cancellation, etc). You can also select what time to send it and whether you want it to apply to every reservation or just ones above or below a certain length.

Automation tools also offer ready-made Airbnb message templates that you can customize and fill with information unique to each guest by using tags. Tags pull information from the booking, and they look something like this when you set them up: {{Guest First Name}}, {{Check-In Time}} {{Check-In Date}}. The guest, of course, will see their information filled in.

There are several ways to fine-tune your message rules, like sending a message as an email instead of a message through Airbnb; sending a message in your guest’s preferred language; only sending the message if the check-in or check-out falls on a specific day of the week.

These are all settings that will ultimately result in a smooth, personalized experience for the guest.

This is how you set up a message rule in Host Tools:

Now, let’s take a look at some must-have Airbnb message templates.

1. Booking confirmation message template

First impressions are critical. That’s why you should always reach out to your Airbnb guests as soon as they book your place.

The first message you send is a great chance to impress your guests and start off on the right foot.

It shows that you’re an attentive and professional host who’s invested in providing a great stay.

First of all, you should thank your guests for booking your place. If you like, you can also express how excited you are to be hosting them.

Next, you can add a personalized flair to the message. For example, you can recommend that your guests stop at a nearby restaurant on the way to your place. This will paint you as friendly and helpful in your guests’ eyes.

Before you wrap up, let your guests know that you’ll be sending them check-in instructions shortly. And lastly, encourage them to reach out to you with any questions they may have.

This is what a basic booking confirmation template looks like in Host Tools. You can customize it and add dynamic variables using tags:

2. Pre-check-in message template

The next touchpoint should be 3 days before check-in. By this time, your guests are probably thinking about packing and finalizing their itinerary.

If you’ve ever traveled before, you’ll know that this is when a trip can start to get stressful.

To reassure your guests that you’re expecting them, send them a pre-check-in message. Remind them of a few details about their upcoming stay.

For example, you can remind them of check-in times and send them directions to your Airbnb.

And, of course, mention that you’ll be sending them detailed check-in instructions the day before their stay.

3. Check-in message template

Check-in messages should contain lots of information for guests. Make sure you include everything they need to begin their stay.

Here are a few essentials points to include in your Airbnb check-in message:

  • A reminder of check-in times
  • A reminder of check-out times
  • Address and directions to your property
  • Key instructions (if you’re using a lockbox) or a check-in code (if you’re using a digital lock or other keyless entry solution)
  • Parking information
  • Wifi password
  • Instructions on where to find the house rules (whether you have a manual in your property or a digital welcome book)

Lastly, you should reiterate that you’re happy to answer any questions your guests may have or give them recommendations. Make it obvious that you want them to have the best possible experience.

Here’s an example of a check-in message template from Host Tools:

4. Check-up message template

While sending a check-up message isn’t a must, it’s definitely a nice touch.

It’s best to send it the morning after check-in, once your guests have settled in and spent a night at your place.

The goal of this message is simply to check how your guests are doing and if they have everything they need. In case there are any issues, it’s likely that they will have come up already.

Once again, emphasize that you’re available at any time to answer questions and that you hope your guests are enjoying their stay.

5. Check-out message template

The check-out message is another unmissable step in a standard Airbnb message flow.

It’s usually sent the night before check-out to remind guests of check-out times and give them further instructions.

If you’re using a lockbox, remind guests to lock the door and drop the key in it on their way out. For a digital lock, closing the door is probably enough.

You can also take advantage of this message to ask your guests to follow your house rules: take out the trash, wash the dishes or strip the beds before they leave.

And last but not least, ask your guests to send you a message once they’ve checked out so you can notify your cleaning team.

Here’s what it should look like:

6. Post-check-out message template

Your check-out message doesn’t have to – and shouldn’t – be the last time you touch base with your guests.

Continuing to nurture your guests after their stay is important for two reasons. Firstly, you need them to write you an excellent review. And secondly, you want to inspire loyalty in your guests so they book your place again, or recommend it to their friends.

Once your guests have checked out, send them a message thanking them for their stay.

You can include a kind note saying that you found the place in perfect condition and you’ve given them a 5-star review. This will pique your guests’ curiosity – “What could the host have said about us?” – and it’s more likely that they’ll write you a positive review too.

7. Review reminder message template

Occasionally, guests don’t respond the first time you ask them for a review. When this happens, make sure you send them a reminder a few days later.

Remember, guests have 14 days to leave reviews on Airbnb. If they miss that window, you won’t get a review and they won’t find out what you wrote about them.

Airbnb doesn’t send review reminders, so it’s up to you to secure the 5 stars that can help you rise up in Airbnb rankings and increase your conversions.

In Host Tools, you’ll find a basic review reminder template that you can tailor to your needs:

8. Price reduction message template

This bonus template is not part of the standard Airbnb message flow, but it’s good to have on hand.

You may get messages from guests asking if you offer any discounts on longer stays.

The Airbnb Length of Stay (LOS) Pricing option does let you give discounts on weekly and monthly stays. It’s a great way to bag some longer stays and increase your occupancy.

If this is something you want to take advantage of, you should create an automatic reply that you can send to guests asking about LOS discounts.

For example, you can say that you offer a 10% weekly discount and a 20% monthly discount, which will be applied automatically when your guests select their dates on Airbnb.

Airbnb messaging templates help streamline the communication process with guests, whether for check-in messages, check-out reminders, or post-stay follow-ups. Automating your communication will save you time and effort while ensuring that your guests are well taken care of. If you’re ready to start automating your guest communication, check out our Airbnb messaging tools.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today! 

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