You answer the same questions every time: arrival time, Wi-Fi, how to get there. A welcome message settles part of these exchanges before they even start, and Airbnb lets you send it automatically, with no extra software.
This article relies on Airbnb's official pages read for the occasion: the Help Center articles on quick replies and on scheduled quick replies, then three Resource Center guides: "Using quick replies to save time" (December 2025), "Communicate effectively" (April 2026) and "Why it's so important to respond quickly to guests" (April 2026). The message templates are written by Majordia: they are not Airbnb texts.
Last verification of sources: 16 October 2026. Airbnb's menus change: check them in your account.
What is an Airbnb quick reply?
A quick reply is a pre-written message, saved as a template in your Airbnb inbox settings. According to the Resource Center, fields to replace (the guest's first name, for example) personalise each message by pulling the information from your listing or from the reservation. You can create your own templates or edit the ones Airbnb offers.
To create one on a computer, the Help Center says: Messages, Settings, "Manage quick replies", "Create", then you name the template, write the message, insert details, choose the listings concerned and decide whether the message should be scheduled. An Airbnb message, quick reply included, is limited to 4,000 characters.
Two useful points, still according to the Help Center:
- inserted details (house rules, first name, arrival date…) only work if the matching information is filled in on your listing, including some optional fields; otherwise, the message shows "not available" instead;
- the template's language only changes how the details are translated; Airbnb automatically translates your messages into the guest's language when they view them.
Airbnb also offers suggested replies: an artificial intelligence feature that picks, among your quick replies, the one that matches a guest's question. The suggestion is visible only to you, and you can edit it before sending.
How do you schedule a welcome message?
You schedule a quick reply from the inbox settings: Messages, the settings icon, "Manage quick replies", you choose the template, then "Schedule for" and the sending time. The Resource Center gives two examples of timing: "5 minutes after booking" and "1 day before arrival at 10 am".
The Help Center adds four practical points:
- a scheduled message applies to the listing's current and upcoming reservations;
- it is sent in the home's time zone;
- you see a reminder in the conversation when a scheduled message is about to go out, and you can edit it or skip it if it repeats information you have already given;
- by default, no quick reply is scheduled: it is up to you to decide.
For a specific reservation, the timeline view lets you skip a message, send it earlier or edit its content without touching the template.
When should you write to the guest?
Airbnb recommends thinking about the key moments: the booking request, the confirmation, arrival, the stay and departure. The "Communicate effectively" guide details each of them:
| Moment | What Airbnb recommends |
|---|---|
| Request or question before booking | Reply quickly: a good response rate helps the listing show up better in search |
| Confirmation | A "thanks for booking" message to build rapport and say you are available |
| Arrival | Remind guests, one to two days before, that details and directions are in the Trips tab, and give the entry instructions |
| During the stay | Ask shortly after arrival whether the guest has everything they need, and recommend your favourite places |
| Departure | Thank the guest right after they leave and ask for a review; write your own review of the guest as soon as possible |
The Resource Center also advises writing 24 to 48 hours before arrival, when all the trip details are available to the guest.
Why does a fast reply matter for your listing?
Because the response rate influences your place in search results. According to the Resource Center, the response rate is the percentage of new guest messages you replied to within 24 hours over the last 30 days. It includes replies to an inquiry and accepting, pre-approving or declining a reservation request. Going over 24 hours lowers this rate and lengthens your average response time.
The same guide specifies that a good response rate can help your listing appear higher in guests' searches. It advises checking that Airbnb's app, SMS and email notifications are turned on, and automating what can be automated with quick replies. Scheduled messages do not replace your answer to a real question: they cover the messages you would send anyway.
Six message templates to copy
Here are six messages we suggest you schedule. Each template is short, covers a single topic and relies on details to replace or insert. Adapt them to your own tone: write the way you talk, not like a brochure.
1. After booking (5 minutes later)
Hello [first name], thank you for booking! I am delighted to welcome you from [arrival date] to [departure date]. I will write to you a few days before arrival with all the details. In the meantime, feel free to ask me your questions here. See you soon!
This message says thank you and announces what comes next; do not put a code or detailed instructions in it.
2. Before arrival (1 day before, at 10 am)
Hello [first name], your arrival is just around the corner! You can come in from [check-in time]. You will find the address, directions and access instructions in the Trips tab of Airbnb, under your stay. If anything is missing, reply to me here. Have a good trip!
The message points to the Trips tab rather than copying out the whole procedure: that is the Resource Center's method. For the content of the access instructions, see the self check-in guide.
3. On arrival day (if the guest has not shown any sign of life)
Hello [first name], is everything going well getting in? Here is the link to your arrival information in the Trips tab again. Let me know if I can help.
This template follows the example of a Superhost quoted by the Resource Center, who sends another message when they do not see the guest at the arrival time. It is better to send it by hand: only you know whether the guest has arrived.
4. During the stay (the day after arrival, late morning)
Hello [first name], settled in? Do you have everything you need? If you are looking for a bakery, a restaurant or an idea for a walk, I have a few places I love: tell me what you like and I will recommend something.
Airbnb recommends asking shortly after arrival whether the guest has everything they need and recommending local places. Keep this message for stays longer than one night.
5. Before departure (the day before, in the morning)
Hello [first name], a quick reminder: check-out is tomorrow before [check-out time]. You will find the instructions in the Trips tab, under "Before you go". No need to remake the beds. Please send me a quick message once you have left.
This template takes up the idea of the Help Center's departure example; the content of the instructions is set in your listing, see the check-out instructions guide.
6. After departure (right after check-out)
Hello [first name], thank you for staying with us! I hope you had a great time. If you have a few minutes, a review would help us a lot, and I have just written mine for you. All the best!
Airbnb advises thanking guests right after they leave, asking for a review and writing the guest's review yourself as soon as possible. To go further, read the article on 5-star reviews.
How do you avoid the common mistakes?
Avoid messages that are too long, duplicates and incomplete information. Here are three recurring points, taken from the official guidelines:
- One topic per message: the Resource Center recommends a brief quick reply focused on a single topic;
- Filled-in details: if the information is not in the listing, the inserted field shows "not available";
- No repetition: read the reminder Airbnb shows you before sending and skip the message if you have already answered.
To automate further, with management software, rules per channel and several homes, read the article on guest message automation. Here, we stick to Airbnb's own tools.
Do you also need a welcome book?
Yes: messages get buried in the inbox, whereas the welcome book stays open throughout the stay. The message points to the Trips tab; the welcome book keeps the Wi-Fi, the times and the recommended places within reach. The free welcome book generator lets you create a PDF booklet and its phone version without an account. Reuse the same information in the listing, the welcome book and the messages, otherwise you multiply the questions.
Key takeaways
Information
- Quick reply: a message template saved in the Airbnb inbox settings, limited to 4,000 characters, with details inserted automatically (Airbnb Help Center).
- Scheduling: "5 minutes after booking" or "1 day before arrival at 10 am"; sent in the home's time zone; reminder in the conversation, which you can edit or skip (Resource Center, December 2025).
- Key moments: request, confirmation, arrival, stay, departure (Resource Center, April 2026); our six templates cover them.
- Response rate: percentage of new guest messages you reply to within 24 hours over 30 days; a good rate helps the listing show up better.
- Filled-in details: inserted fields only show the information if it is filled in on the listing.
FAQ
Does Airbnb send a welcome message by itself?
No personalised welcome message by default: according to the Help Center, no quick reply is scheduled until you decide so. Airbnb does, however, offer starter templates that you can edit, and automatically sends some notifications, such as the departure reminder mentioned in our article on check-out instructions.
How many characters can an Airbnb message have?
4,000 characters at most, according to the Airbnb Help Center. Beyond that, you have to split the text into several quick replies. Aim for much shorter anyway: a brief quick reply focused on a single topic works better.
Is the message translated for my international guests?
Yes: Airbnb states that your messages are automatically translated into the guest's language when they view them. The language chosen for the template only affects the translation of inserted details. For more on international guests, read the article on the multilingual welcome book.
What happens if information is missing from my listing?
The inserted detail shows as "not available" in the message. Fill in the matching fields of the listing, including some optional ones, before scheduling a message.
Can I edit a scheduled message for a single guest?
Yes: a reservation's timeline view lets you skip a message, send it earlier or edit its content without changing the template (Airbnb Help Center).
How do I know if my response time is good?
Airbnb calculates the response rate on the new messages of the last 30 days that you replied to within 24 hours. A good rate helps your listing show up better in search.
Write once, welcome every guest
Six short messages, scheduled once, cover the whole stay: from confirmation to review. Keep the welcome book as the reference within the guest's reach: start with the free welcome book generator, then discover the Essential (free, add-ons à la carte) offer and the other plans on the Pricing page.
Image credits. Cover: photo "Brown and beige welcome area rug" by Andrew Neel, Unsplash, Unsplash licence. Inside photos: "Person using smartphone" by Priscilla Du Preez, Unsplash, and "A black door mat sitting on the side of a door" by K Adams, Unsplash, Unsplash licence.
