Guest message templates: before, during and after the stay

How many times a week do you write the same message in slightly different words? The welcome, the arrival instructions, the checkout reminder. If you host often, writing those texts from scratch eats your time and raises the chance of forgetting an important detail.

Having templates ready does not turn you into a robot. It does the opposite: it leaves you more time for what really needs a personal touch. In this guide you will find when to message guests, templates you can adapt for each stage of the stay and tips so they never sound copied and pasted.

Key Takeaways

• Templates save time and stop you from forgetting key information on each booking.
• The moments that matter most are the confirmation, the day before arrival, the first day, checkout and afterward.
• Personalize each template with the guest's name and a detail from their booking before sending it.
• Keep agreements and communication on the platform, so everything is in writing.

Table of Contents

• Why use message templates
• Templates for before arrival
• Templates for during the stay
• Templates for after checkout

Why use message templates

A template is a base message you write once, review calmly and adapt in seconds for each guest. It works like a recipe you cook often: the ingredients are clear, but you can adjust to taste. Good hospitality shows in how you share information, too.

Fewer slips, more consistency

When you write in a hurry, it is easy to forget the door code, the apartment floor or the checkout time. A good template includes all of it every time. It also means every guest gets the same quality of information, even when you are busy or a co-host is helping you.

Where to keep them

Build your template set in three steps:

1. Write them once in your phone's notes or a document you can open quickly.
2. Organize them by stage of the stay, from confirmation to the thank-you note.
3. Share them with your co-host, if you work with one, so you both use the same tone.

If you manage from the US, add a fourth habit: note the guest's arrival time in Dominican time next to your own, so your messages go out when they are useful to the guest, not when it suits your schedule.

Templates for before arrival

Messages before arrival answer the most questions. A well-informed guest arrives relaxed and writes to you less.

Confirmation message

Send it shortly after the booking is confirmed:

Hi [name]. Thank you for booking with us from [arrival date] to [departure date]. Everything is ready to welcome you. A few days before you arrive, I will send you the check-in instructions. If you have any questions in the meantime, just message me here.

Day-before message

Send it one or two days before arrival. This is the most important one, so include everything practical:

Hi [name]. You are almost here. Here is what you need for check-in:

• Check-in time: from [time].
• How to get here: [clear landmark, for example, white building across from the corner store].
• How to get in: [instructions for the key, lockbox or front desk].
• Wifi: network [name], password [password].

If you need anything, message me here. Safe travels.

Before sending it, check that the information is current. An old code or a landmark that no longer exists can ruin an arrival.

Templates for during the stay

During the stay, the goal is to be available without being intrusive. A good message at the right time can fix a small problem before it becomes a bad review.

First-day message

Send it a few hours after arrival:

Hi [name]. I hope you arrived well and that everything is in order. If anything is not working the way you expected, let me know and we will fix it as soon as we can.

This message invites the guest to tell you about a problem while you can still fix it. If they report something, reply quickly and say what you will do and when.

Checkout reminder

Send it the afternoon before checkout:

Hi [name]. Just a reminder that checkout is tomorrow at [time]. Before you leave, please:

1. Leave the keys in [place].
2. Turn off the air conditioning and the lights.
3. Take the trash to [place], if you can.

Thank you for taking care of the place. It was a pleasure to host you.

Ask only for what is reasonable. A long list of checkout chores usually annoys more than it helps.

Templates for after checkout

The message after checkout closes the experience. It is your last chance to leave a good impression.

Thank-you message

Send it the same day or the next:

Hi [name]. Thank you for staying with us. We hope you enjoyed your time here. If you have a moment, a review would help us a lot. We will be here whenever you want to come back.

Do not push for a high rating. Asking for an honest review is enough, and it is more respectful to the guest. When the review comes in, read our guide on how to respond to guest reviews.

How messaging works on SimpleStay

On SimpleStay, the real-time Inbox opens as soon as a booking exists. You can paste your templates there, adapt them and keep the whole conversation with the guest in one place. You also get notifications and emails in your language when a new message arrives. After checkout, SimpleStay invites the guest to leave a review, so your thank-you message can be short and kind.

Keeping agreements on the platform protects you and the guest: everything stays in writing, and payment follows the booking through Stripe Checkout.

Clear messages, relaxed guests

A few well-written templates save you hours every month and make sure every guest gets the information they need at the right moment. Personalize them with each guest's name and booking details, review them whenever something changes at your property and use the time they save for what really needs your attention.

If you want a place where the guest conversation and the booking live together, list your property on SimpleStay. Every new listing gets a free trial: 30 days, or 7 days for listings located in the United States. After that it is US$50 a month per property, with 0% SimpleStay commission. Stripe processing, bank fees, currency conversion and taxes may apply separately.

List your property with a free trial

Frequently Asked Questions

Do templates make messages sound impersonal?

Not if you personalize them. Add the guest's name, their booking dates and a specific detail before sending. The template gives you the structure, and you add the personal touch.

What is the most important message before arrival?

The day-before message. It should include the check-in time, how to get there, how to get in and the wifi details. Check that everything is current before sending it, especially codes and landmarks.

How many messages should I send during a stay?

For a short stay, a first-day message and a reminder the afternoon before checkout are usually enough. What matters most is replying quickly when the guest writes, without flooding them with messages they did not ask for.

When can I start messaging a guest on SimpleStay?

On SimpleStay, the real-time Inbox opens as soon as a booking exists. From that moment you can send your confirmation, arrival, during-stay and checkout messages.

Should I ask the guest to leave a review?

You can ask kindly in your thank-you message, without pushing for a specific rating. On SimpleStay, the guest also receives an invitation to leave a review after checkout.