Copy-and-paste WhatsApp templates for short-term rental hosts: availability replies, direct booking, pre-arrival details, check-in instructions, during-stay help, house rules reminders, check-out and review requests

A host's phone buzzes with the same messages every stay: is it available, how do I get in, what is the Wi-Fi, where is the bin. These templates answer each at the right moment, and the agent sends most of them so the host does not.

By Ritchie, ReplyKit · Published 5 October 2026 · 5 min read

Quick answer

Templates for the guest journey: availability and rate reply, direct booking confirmation with deposit terms, pre-arrival details request, check-in instructions (sent the day before), Wi-Fi and appliance help, house-rule reminders, problem report intake, check-out instructions, review request and a repeat-guest offer. The agent answers availability from the calendar, sends check-in and check-out messages as scheduled reminders, and answers during-stay questions from your property guide at any hour; deposits, damage and complaints go to the host. ReplyKit keeps the property guide as knowledge and the bookings as calendar entries.

Enquiries and booking Check-in and during the stay Check-out and after FAQ

Enquiries and booking

Available

Yes, {property} is free from {date} to {date}: {n} nights at {rate} per night, {cleaning fee}, total {amount}. It sleeps {n} with {bedrooms}. Photos and details: {link}. Shall I hold it for you?

Not available, alternative

Those dates are taken, sorry. {Property} is free {alternative dates}, or our {other property} nearby is free for yours: {link}. Would either work?

Direct booking confirmed

Booked: {property}, {date} to {date}, {guests} guests, total {amount}. Deposit of {amount} paid; balance due {date}. Cancellation: {policy}. Check-in from {time}, check-out by {time}. I'll send arrival details the day before.

Pre-arrival details

Looking forward to hosting you on {date}! Two things: your expected arrival time, and the names of everyone staying (for the building). Reply here whenever convenient.

Deposit mechanics are in bookings with deposits.

Check-in and during the stay

Check-in (day before)

Hi {name}, arrival details for tomorrow: address {address} ({map link}). Entry: {instructions, e.g. lockbox code {code}, door code {code}}. Parking: {details}. Wi-Fi: {network} / {password}. Check-in from {time}. The house guide is at {link}. Message here any time.

Wi-Fi

Wi-Fi network is {network}, password {password} (case sensitive). The router is {location}; if it's slow, unplug it for 10 seconds.

Appliance help

The {appliance} works like this: {steps}. There's a short guide at {link}. If it's not working at all, tell me and I'll get someone to look.

House-rule reminder (noise)

Hi {name}, a gentle reminder that quiet hours in the building are {times}; neighbours are close. Thanks for understanding.

Problem report

Sorry about that. Could you send a photo and tell me which room? I'll get {cleaner / handyman} onto it; usual response is {time}. If it's urgent (water, electricity, locks), call {number} now.

The agent sends the check-in message as a scheduled reminder; the property guide behind the answers is described in vacation rentals and Airbnb hosts.

Check-out and after

Check-out (morning of)

Morning! Check-out is by {time}. Before you go: {rules: strip the beds / load the dishwasher / take rubbish to {location} / leave keys {where}}. Safe travels, and thank you for staying.

Review request (day after)

Thanks for staying at {property}, {name}. If you enjoyed it, a review would mean a lot: {link}. If anything wasn't right, tell me here first so I can fix it for the next guest.

Repeat-guest offer

Hi {name}, {property} is free for {period} and past guests book direct at {discount}. If you fancy coming back, reply with dates and I'll hold them.

Repeat-guest messages go only to guests who agreed to hear from you; see consent rules.

Frequently asked questions

Can the agent answer availability questions?

Yes, from the calendar, with rates and a link, in the guest's language.

Can it send check-in instructions automatically?

Yes, as a scheduled reminder the day before, with codes and directions from your guide.

What about problems during the stay?

The agent collects a photo and location, gives the emergency number for urgent issues, and hands over to the host.

Does it work alongside Airbnb messaging?

Yes, for direct guests and for guests who move to WhatsApp after booking. Platform messages stay on the platform.

Every guest question answered, every check-in sent

Property guide as knowledge, bookings in the calendar, the host only for what matters. 7-day free trial, no card.

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Written by Ritchie, ReplyKitPart of the small team in Malaysia that builds and runs ReplyKit. Writes about WhatsApp automation, AI customer service and small business lead response.

How we know this. Hosts on ReplyKit handle guest questions through their agents, with the property guide as the knowledge base; these templates are the ones they load. Product figures in this article (limits, prices, per-reply costs) are taken from ReplyKit as it runs today and are re-checked when we update the page. Where we cite outside research, the source is linked below. We sell ReplyKit, so read our product claims with that in mind; we say where a different tool or no tool is the better choice. About ReplyKit.

Sources and further reading

WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead

ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.