The first impression you make on your guests is crucial to the success of your hosting experience, and this begins with a warm and inviting welcome message. To ensure that your guests have a seamless check-in experience, it's critical to provide them with essential information beforehand, such as directions and instructions for accessing your property. As a Host, you should make it a priority to be accessible and responsive to guests' inquiries and concerns as part of your hosting standards. 

This approach helps establish a connection with guests, enables you to build trust, and increases the likelihood of positive reviews and repeated guests. Also you can try to upsell services you might offer to guest. 

To assist you in providing prompt and effective responses to guests and prevent the need to answer repetitive questions, we have compiled a set of message templates that address the most frequently asked questions. However, every guest is important and deserves a personalised interaction that shows they are valued. 

We encourage you to use these templates as a starting point and adjust them to fit each guest's unique needs and requests.

Guest message templates and when to send them:

Initial Enquiry Response Template:

Sent: Send this message as soon as you receive a message from a potential guest wanting to book your property. 

Dear [Guest Name],

Thank you for considering our property for your stay. We appreciate your interest and are glad to provide the information you need to make a decision. Below you'll find all the details:

Availability and Booking: Our property is available for your preferred dates, [dates]. We require a minimum stay of [number of nights]. To book your stay with us, please let us know your preferred booking method, and we'll guide you through the process.

Property Details: Our property is located in the heart of [neighbourhood/city] and offers easy access to [attractions, transportation, etc.]. It features [number of bedrooms] bedrooms and [number of bathrooms] bathrooms. Our amenities include a fully-equipped kitchen, laundry facilities, parking space, and reliable internet access. We can also accommodate any specific requirements you may have for children or pets.

Pricing and Payments: The total cost of your stay, including additional fees and taxes, amounts to [total cost]. We offer discounts for longer stays or during specific seasons. Please inform us of your preferred duration to check for applicable discounts. To secure your reservation, we require a [deposit amount] deposit, payable [payment method]. Please review our cancellation policy [provide information on cancellation policy].

Additional Services: We can arrange transportation to and from the airport or train station upon request. Additional services, such as cleaning or concierge services, can be provided at an extra cost. We also offer [specify if there are any additional amenities available, like a swimming pool, gym, or spa].

We hope this information helps you make your decision. If you have any further questions or need clarification, please don't hesitate to reach out to us.

Our team is here to assist you in any way we can.

Best regards, [Host Name]

Booking Confirmation Short Introductory Template:

Sent: Send this short introductory message after the booking is confirmed. 

Dear [Guest Name],

Many thanks for your recent booking to stay in our [Property Name] on [date]. We're looking forward to hosting you during your stay.

We wanted to inform you about some additional services we offer, which can make your stay even more enjoyable and comfortable.

[Service 1]: [Provide a brief description of the service, its benefits, and the cost].

[Service 2]: [Provide a brief description of the service, its benefits, and the cost].

[Service 3]: [Provide a brief description of the service, its benefits, and the cost].

Please let us know if you are interested in any of these services. We would be happy to make the necessary arrangements to ensure your stay with us is as relaxing and enjoyable as possible.

To ensure your check-in process goes smoothly, we'll send you another message a week to 10 days before the date of each check-in with all the necessary info on how you can check in to our property also if we require any security deposit. 

If you have any questions or concerns, please don't hesitate to contact us via [Insert contact details]. We want to make sure you have a comfortable and enjoyable stay.

We can't wait to welcome you!

Best regards, [Host Name]

Before Guests Arrive Template:

Sent: Send this message to guests at least 5 days before their check-in date.

Dear [Guest Name],

We're delighted you'll be staying at [Property Name] soon. Please find below the essential information you'll need for a smooth check-in process:

• Reservation Date: [Insert details]
• Property Address: [Insert details]
• Check-in Time: [Insert details]
• Check-out Time: [Insert details]
• Access Code/Key: [Insert details]
• House Rules: [Insert details]
• Parking Information: [Insert details]
• Wi-Fi Information: [Insert details]
• In the event of a fire, call [Insert telephone number]
• In a medical emergency, call [Insert telephone number]
• If the Police are required, call [Insert telephone number]

As a local, we are happy to share our recommendations with you and help you make the most of your visit to the area. Here are some of our favourite spots:

• Restaurant 1: [Insert details]
• Restaurant 2: [Insert details]
• Activity 1: [Insert details]
• Activity 2: [Insert details]

If you have any questions or require additional assistance, please don't hesitate to contact us via [Insert contact details]. We're always happy to help make your stay more comfortable.

We can't wait to welcome you!

Best regards, [Host Name]

Special Request Template:

Sent: Send this message to respond to guests special requests.

Dear [Guest Name],

Thank you for choosing to stay at our [Property Name].

We're committed to providing you with a comfortable and enjoyable stay. Regarding your specific request, we'd be happy to accommodate it. Please let us know your requirements, and we'll do our best to make it happen.

If you have any other questions or concerns, please don't hesitate to contact us via [Insert contact details]. 

We're always available to assist in any way we can.

We look forward to seeing you soon!

Best regards, [Host Name]

Guest Review Request Template and share any discounts for next stay.

Sent: Send this message to guests one day after they left your property.

Dear [Guest Name],

We hope you are doing well and settling back into your routine after your recent stay with us. We want to thank you for choosing our property for your recent stay.

We strive to provide our guests with the best possible experience and would love to hear about your stay with us. Do you have any suggestions or comments? We welcome your feedback, as it helps us understand how we can improve our services to create a memorable experience for all our guests.

As a valued guest, we would like to offer you a [discount percentage] discount on your next booking with us. Use our Booking direct link [provide link] to claim your discount for your next stay with us.

We would also like to invite you to share your experience by leaving a review on [third-party website/OTA platform]. Your review will help us to improve our services and will assist other travellers in choosing the best place to stay.

Thank you again for being our guest. We hope to see you soon.

Best regards, [Host Name]