15 WhatsApp templates for Airbnb hosts (2026 guide)
The right message at the right time turns one-star anxiety into five-star reviews. These 15 templates — used by 500+ Miami hosts across pre-arrival, check-in, mid-stay, and checkout — handle the moments that matter. Copy, personalize, send. Bilingual EN + ES.
📅 Published May 28, 2026✏️ By Refstay🏷️ Communication
Airbnb has a perfectly functional messaging system. So does email. Why bother with WhatsApp?
Because the numbers tell a clear story:
98%
Open rate vs 22% email
3 min
Median response time
+0.3⭐
Avg review boost
-40%
Support questions
WhatsApp guests feel like a friend reaching out. Airbnb-only messages feel like a corporate ticket system. The difference compounds across the entire stay: faster responses, fewer frustrations, more 5-star reviews. And critically — for hosts using Refstay — WhatsApp is the highest-converting channel for activity recommendations (40-60% click-through vs 8-12% from welcome book mentions).
The catch: WhatsApp scales linearly with your effort. Writing every message from scratch is unsustainable. The fix is having pre-written templates you personalize and send in under 30 seconds. Below are the 15 that cover 95% of your guest stays.
📲 How to use these templates
Each template uses [VARIABLES] in brackets — replace with the actual guest's info before sending. Most templates have both English and Spanish versions (toggle the EN/ES buttons). All are tested with real guests in Miami / South Florida / Caribbean stays.
2. Pre-arrival templates (1-5)
These set the tone before the guest even lands. Send 2-4 days before check-in — late enough that they're committed, early enough that they can ask questions without panic.
Template 1
Welcome & instructions sneak peek
⏰ Send 3 days before check-in
Hi [NAME]! This is [HOST NAME] from your upcoming Airbnb stay at [LISTING NAME] 🌴 Just confirming you arrive [DAY/DATE]. I'll send full check-in instructions 24h before arrival — but feel free to reach out anytime if you have questions about Miami, what to pack, or anything else. Excited to host you!
¡Hola [NAME]! Soy [HOST NAME] de tu próximo Airbnb en [LISTING NAME] 🌴 Confirmando que llegas [DAY/DATE]. Te mando las instrucciones completas de check-in 24h antes de tu llegada — cualquier pregunta sobre Miami, qué empacar o lo que sea, escríbeme. ¡Emocionado de hospedarte!
Template 2
Activity preview (the conversion message)
⏰ Send 2 days before check-in
Quick heads-up [NAME] — Miami fills up fast for activities, especially jet skis and yacht charters. If you're thinking of any, here's my curated list of operators I trust personally: [REFSTAY LINK]
Same prices as booking direct, but I get a small thank-you which helps me keep recommending the best ones. Any questions on what's worth it, just ask 🌊
Aviso rápido [NAME] — Miami se llena rápido en actividades, especialmente jet skis y yates. Si estás pensando en alguna, aquí mi lista curada de operadores en los que confío personalmente: [REFSTAY LINK]
Mismos precios que reservar directo, pero yo recibo un pequeño agradecimiento que me ayuda a seguir recomendando los mejores. Cualquier pregunta de qué vale la pena, escríbeme 🌊
Template 3
Detailed check-in instructions
⏰ Send 24h before check-in
Hi [NAME]! Tomorrow's the day 🎉 Here's everything you need:
📍 Address: [ADDRESS]
🚪 Check-in: anytime after [TIME]
🔑 Door code: [CODE]
🅿️ Parking: [PARKING INFO]
📶 WiFi: [NETWORK] / [PASSWORD]
Welcome book inside has everything else — Wi-Fi info, local picks, my recommendations. Text me if anything's unclear. Safe travels!
¡Hola [NAME]! Mañana es el día 🎉 Aquí todo lo que necesitas:
📍 Dirección: [ADDRESS]
🚪 Check-in: en cualquier momento después de las [TIME]
🔑 Código puerta: [CODE]
🅿️ Estacionamiento: [PARKING INFO]
📶 WiFi: [NETWORK] / [PASSWORD]
El welcome book adentro tiene todo lo demás — info WiFi, lugares locales, mis recomendaciones. Avísame si algo no está claro. ¡Buen viaje!
Template 4
Weather + packing tip
⏰ Send the morning of check-in (optional)
Quick Miami weather update for your stay [NAME] — looking like [WEATHER SUMMARY]. Bring [SUNSCREEN/RAIN GEAR/etc]. The unit has [BEACH TOWELS / UMBRELLA / etc] so don't worry about those. ☀️
Update rápido del clima en Miami para tu estadía [NAME] — se ve [WEATHER SUMMARY]. Trae [PROTECTOR SOLAR / IMPERMEABLE / etc]. La unidad tiene [TOALLAS DE PLAYA / SOMBRILLA / etc] así que no te preocupes por eso. ☀️
Template 5
Restaurant reservation help
⏰ Send 1-2 days before (if guest mentioned a special occasion)
Heads up [NAME] — for [ANNIVERSARY/BIRTHDAY/DATE NIGHT] you mentioned, the spots worth booking ahead are filling fast. My top picks:
🌅 [RESTAURANT 1] — best view, book on OpenTable
🍝 [RESTAURANT 2] — best Italian in Brickell
🍣 [RESTAURANT 3] — splurge but worth it
Want me to make a reservation for you? I can do it under my name.
Aviso [NAME] — para el [ANIVERSARIO/CUMPLEAÑOS/CITA] que mencionaste, los lugares que vale la pena reservar con tiempo se están llenando. Mis top picks:
🌅 [RESTAURANT 1] — la mejor vista, reserva en OpenTable
🍝 [RESTAURANT 2] — el mejor italiano en Brickell
🍣 [RESTAURANT 3] — caro pero vale la pena
¿Quieres que te haga la reserva? Puedo hacerla a mi nombre.
3. Check-in day templates (6-9)
Template 6
Arrival check-in
⏰ Send 1-2 hours after estimated arrival time
Hi [NAME] — making sure you got in OK 🏝️ The Wi-Fi password should auto-connect from the welcome book QR. Everything where it should be? Want any restaurant recs for tonight?
Hola [NAME] — confirmando que entraste bien 🏝️ La contraseña Wi-Fi se debería conectar automático con el QR del welcome book. ¿Todo en su lugar? ¿Quieres recomendaciones de restaurantes para esta noche?
Template 7
The "what to do tomorrow" message
⏰ Send check-in evening
Hope the place is treating you well [NAME] 🌴 For tomorrow, here are my hand-picked activities + tours — jet skis, sunset cruises, yacht charters: [REFSTAY LINK]
All bookable instantly. Quick wins: weather looks 🔥 so jet ski or boat is your best bet. If you book the yacht, do the 12-3pm slot — best dolphin spotting window.
Espero que el lugar te esté tratando bien [NAME] 🌴 Para mañana, aquí mis actividades + tours seleccionados — jet skis, atardeceres en barco, charters de yate: [REFSTAY LINK]
Todas reservables al instante. Tips rápidos: el clima se ve 🔥 así que jet ski o lancha son tu mejor apuesta. Si reservas yate, hazlo en el slot 12-3pm — mejor ventana para ver delfines.
Template 8
Late arrival check-in
⏰ Send when guest arrives after 10pm
Hi [NAME] — saw you got in late. Hope the door code worked smoothly. For tonight: bottled water + light snacks in the kitchen, towels are stacked on the bed. Get some rest, and we'll catch up tomorrow on local recs. 🌙
Hola [NAME] — vi que llegaste tarde. Espero que el código de la puerta funcionara bien. Para esta noche: agua embotellada + snacks ligeros en la cocina, las toallas están en la cama. Descansa, mañana hablamos de recomendaciones locales. 🌙
Template 9
Issue check-in (proactive)
⏰ Send if you know there's a known issue (e.g., AC repair scheduled)
[NAME], heads-up — [ISSUE] should be resolved by [TIME]. I'm on top of it. If anything else comes up, message me directly here — fastest way to reach me. Thanks for your patience!
[NAME], aviso — [ISSUE] debería estar resuelto para las [TIME]. Estoy encima del tema. Si surge algo más, escríbeme directo por aquí — la forma más rápida de contactarme. ¡Gracias por tu paciencia!
4. Mid-stay templates (10-12)
Template 10
"How's everything going?"
⏰ Send day 2-3 for stays of 4+ nights
Hey [NAME] — checking in midway through your stay 🌊 Hope everything's been great. Anything you need? Worth asking now in case there's anything small I can fix vs. surprises at checkout. And if you haven't yet, the jet ski / boat operators I trust most are here: [REFSTAY LINK] — Miami weather doesn't get better than this week 👀
Hey [NAME] — checando contigo a mitad de tu estadía 🌊 Espero que todo esté siendo genial. ¿Algo que necesites? Vale la pena preguntar ahora por si hay algo chico que pueda arreglar vs. sorpresas al checkout. Y si todavía no, los operadores de jet ski / lancha en los que más confío están aquí: [REFSTAY LINK] — el clima de Miami no se pone mejor que esta semana 👀
Template 11
Hurricane / weather warning
⏰ Send if storm forecasted during stay
[NAME] — weather alert: [STORM/HEAVY RAIN] forecasted for [DAY]. The unit is fully stocked with water + non-perishables in the pantry. If you have outdoor activities booked, I'd reschedule. Most operators have free reschedule for weather. Stay safe — message anytime.
[NAME] — alerta climática: pronostican [TORMENTA/LLUVIA FUERTE] para el [DAY]. La unidad tiene agua + no perecederos en la despensa. Si tienes actividades al aire libre reservadas, las re-agendaría. La mayoría de operadores permiten cambio gratis por clima. Cuídate — escríbeme cuando sea.
Template 12
Activity nudge (for guests who haven't booked yet)
⏰ Send halfway through stay if no activity bookings yet
Half your stay done already 😱 If you haven't done a water activity yet, [DAY] is looking 🔥 — sunset cruises are unreal at this time of year. Jet ski rentals are 30-45 min if you want a quick adrenaline hit. Anything I can help you decide on?
[REFSTAY LINK]
Ya pasó la mitad de tu estadía 😱 Si todavía no has hecho una actividad de agua, el [DAY] se ve 🔥 — los atardeceres en barco están increíbles esta época. Los jet skis son 30-45 min si quieres un golpe rápido de adrenalina. ¿Algo en que te pueda ayudar a decidir?
[REFSTAY LINK]
5. Post-checkout templates (13-15)
Template 13
Checkout reminder (night before)
⏰ Send the evening before checkout
[NAME] — tomorrow's checkout day 👋 Quick reminder:
✅ Checkout by [TIME]
✅ Leave keys [WHERE]
✅ No need to strip beds — cleaner handles it
✅ If you used the parking pass, leave on the kitchen counter
Hope you had an amazing stay. Safe flight home!
[NAME] — mañana es checkout day 👋 Recordatorio rápido:
✅ Checkout antes de las [TIME]
✅ Deja las llaves [WHERE]
✅ No es necesario quitar las sábanas — la limpieza se encarga
✅ Si usaste el pase de estacionamiento, déjalo en la cocina
Espero que tuvieras una estadía increíble. ¡Buen vuelo de regreso!
Template 14
Post-checkout thank you + review request
⏰ Send 2-3 hours after checkout
[NAME] — thanks for staying with us 🌴 Hope you made it home safe.
If you enjoyed your stay, a quick Airbnb review means the world — it's how I keep my listing visible. If anything was less than perfect, I'd love to know directly so I can fix it.
Either way: come back anytime. Always a place for repeat guests 🙌
[NAME] — gracias por hospedarte con nosotros 🌴 Espero que llegaras a casa bien.
Si disfrutaste tu estadía, una reseña rápida en Airbnb significa mucho — así mantengo mi listing visible. Si algo no fue perfecto, me encantaría saberlo directo para arreglarlo.
De cualquier forma: vuelve cuando quieras. Siempre hay lugar para huéspedes que regresan 🙌
Template 15
Birthday/holiday touchpoint (1 month later)
⏰ Send 30 days after checkout for high-value guests
Hey [NAME] 👋 Random reach-out — was scrolling photos from the listing and your group's stay stood out. Hope life's been good since Miami. If you're ever back, you've got a direct number now. And if any friends are planning a trip, you know where to send them 😉
Hey [NAME] 👋 Te escribo random — estaba viendo fotos del listing y la estadía de tu grupo destacó. Espero que la vida haya estado bien desde Miami. Si vuelves alguna vez, ya tienes mi número directo. Y si algún amigo está planeando un viaje, ya sabes a quién mandarme 😉
6. The activity recommendation message (the one that pays)
Of all 15 templates above, #2 (pre-arrival activity preview), #7 ("what to do tomorrow"), and #12 (activity nudge) are the highest-conversion messages. They're also the only ones that can directly pay you.
The pattern: the closer to the moment of decision (mid-stay, planning tomorrow), the higher the conversion. Frontloading information loses to timing it for the right context.
Get your link and start sending these
Free signup. 60 seconds to set up. The templates above use [REFSTAY LINK] as a placeholder — sign up to get yours.
Sending too early. 7+ days out feels like spam. 3 days is the sweet spot for first contact.
Generic templates with no personalization. "Hi guest" reads as bot. Always use the actual name.
Walls of text. Break into 2-3 messages if longer than 4 lines. WhatsApp UX punishes long messages.
No emojis at all. One or two emojis per message signals friendly/human. Zero emojis reads as corporate.
Pasting the same activity link 5 times in 5 messages. Once in templates 2, 7, and 12 is the max. More feels spammy.
Not using WhatsApp Business. Switch to WhatsApp Business (free) for quick replies, auto-responses, and away messages.
Not having a quick-reply library. WhatsApp Business lets you save quick replies tied to shortcuts like "/checkin" — saves hours per week.
8. Tools to send these faster
WhatsApp Business (free) — quick replies, labels, auto-responses
WhatsApp Web — type from your laptop instead of phone
Hospitable / Smartbnb ($30/mo) — auto-sends templates based on stay phase
Refstay dashboard — templates 2, 7, 10, 12 are pre-loaded with your link pre-filled in the "Your link" tab
💡 Pro hack from a Brickell host
"I built a WhatsApp shortcut on iPhone for each template — typing 'wa1' on my phone auto-expands to template 1 fully formatted. Saves me about 2 hours a week. Settings → General → Keyboard → Text Replacement."
9. Frequently asked questions
How many WhatsApp messages should I send per stay?
For 2-3 night stays: 3-4 messages (pre-arrival, check-in confirmation, checkout reminder). For 4-7 night stays: 5-7 messages (add mid-stay touchpoint). For 7+ nights: 7-9 messages. More than 10 starts feeling intrusive.
Should I message guests on Airbnb messages or WhatsApp?
Both. Use Airbnb's built-in messages for anything Airbnb's policy requires (initial inquiry response, booking confirmation, special requests). Use WhatsApp for everything personal/conversational. This gives you the protection of Airbnb's record AND the speed/engagement of WhatsApp.
Is it OK to message guests outside of Airbnb's platform?
Yes, after the booking is confirmed. Airbnb explicitly allows hosts to share phone numbers and WhatsApp post-booking. Before confirmation, you have to keep communication on-platform.
What if a guest doesn't respond to my WhatsApp?
Send the same message via Airbnb messages as backup. Some guests prefer Airbnb's app. Either way you've covered both channels and the message is delivered.
How do I get guests' phone numbers in the first place?
After booking confirmation, send a quick message via Airbnb: "Hi [Name], I prefer to send check-in details via WhatsApp for speed. Mind sharing your number?" 80% will reply with it. The other 20% you keep on Airbnb messages.
Ready to send your first templates?
Get your Refstay link and templates 2, 7, 10, and 12 are pre-loaded in your dashboard. Copy, personalize, send.