How I Use Airbnb Quick Replies to Save Time and Set Clear Expectations with Guests

Running a short-term rental can be incredibly rewarding, and if you’re anything like me, you quickly discover just how many tiny conversations go into hosting every single booking. From welcoming messages to pet policies to check-in instructions, I found myself typing the same things over and over again.

That’s when I discovered the power of Quick Replies on Airbnb.

If you’re a host and not using them yet, you’re missing out on one of the easiest ways to create efficiencies and set professional, friendly boundaries with your guests, without sacrificing the personal touch.

As a side note: remember to always communicate within the booking app. This will offer you more protection and instantly document communication with guests. If something goes wrong, the booking platform support department can read the messages and better help determine a solution. In times that guests have messaged me via text instead of the app, I respond with “Hi there, just confirming I received your message. I am going to copy and paste this communication into our message thread within the Airbnb app and respond to your inquiry there.” This way all information gets contained in one place and is easy to find. If a guest does not want to communicate via the booking platform, know this is a red flag and could signal more trouble ahead.

Here’s how I use Quick Replies, and a few of the saved messages I rely on most.

Why Quick Replies Are a Game-Changer

Airbnb’s Quick Reply feature allows hosts to save message templates and reuse them with just a few clicks. For busy hosts (especially those managing multiple properties), this means less time on your phone and fewer chances of forgetting important details.

But here’s the key: You can personalize them. I make sure to include guest names and any specific details, such as confirmation that we agreed to an early check in or late check out, so that even though the messages are saved, they still feel thoughtful and customized.

Let me walk you through my most-used Quick Replies.

1. Booking Confirmation Message

When I send it: Immediately after a guest books or requests to book.

“Hi [Guest First Name] – sounds great, thank you for booking with us! We will send check-in details the day before your arrival. Will you be bringing any pets?
Thank you,
KP”

I like this message because it’s warm and welcoming, but it also gets right to the point about pets. It’s friendly, it sets expectations, and it allows me to capture important information upfront.

If a guest doesn’t respond to the pet question, I follow up. Trust me on this: asking early helps prevent surprises on check-in day!

2. Pet Policy Message

When I send it: After a guest confirms they’re bringing pets (or I see they’ve marked one in their reservation).

“We are happy to host your pets! Please add them to your reservation and we will approve your booking right away. Assuming your pet is a dog, we please ask they are not allowed on furniture or left unattended in the house or yard.”

This message has saved me multiple awkward conversations. It’s polite but clear. And because it’s part of a Quick Reply, I don’t have to rewrite it every time a guest says they’re bringing their golden retriever or toy poodle.

I also keep a mental note that if someone’s bringing a cat or ferret (yes, I’ve had one!), I may need to follow up with an additional message depending on the property.

3. Day-Before Check-In Instructions

When I send it: One day before check-in.

This is the big one. It’s thorough, friendly, and packed with all the essentials for a smooth arrival and departure. Here’s my go-to template:

“Hello again,
We are excited for your stay at [Insert Property Name]! Here are details for your arrival tomorrow:
[Insert Address]

**Checking in/access:**
You are welcome to arrive any time after 4pm. If [Insert Property Name] is ready before that, we will let you know.
Your code for the electronic door lock is 1234. To lock when leaving, press “Kwikset.”
If you prefer to use a physical key, please find one in the lockbox to the right of the front door; the code is 1234.

**Checking out:**
Please DO NOT start laundry. We ask that guests leave the property tidied up (items/furniture in original placement, refrigerator/freezer emptied), please! Any unopened food or beverage items you wish to leave is just fine.

We kindly ask guests to be checked out no later than 11am. Please send a message confirming departure. Checking out past 11am without prior approval will be subject to a fee equal to the rate of one night.

Thank you for choosing [Insert Property Name] and we warmly welcome you!
– KP”

A few things to unpack here:

1. Edit the check-in/check-out time if you have already agreed to something outside your standard. This will prevent confusion for the guest.
2. I am specific about not starting laundry because I want to be able to look at the sheets and towels to identify and treat any stains as needed.
3. Early on I learned the hard way that a penalty fee should apply to guests not checking out on time if not previously arranged. Thankfully we did not have new guests arriving same day, otherwise we would have really been in a pickle since the guests didn’t leave until 2pm. Here are some reasons a penalty fee makes sense:
   • creates a sense of urgency for the guest to leave by 11am
   • allows you to reimburse your cleaner or other professional services if they arrive and cannot do their job
   • allows you to offer a credit to your incoming guest if the property is not ready by 4pm (or whatever your check-in time is)

Tips for Using Quick Replies Like a Pro

• Personalize every time. Even if 90% of the message is pre-written, it makes a huge difference to add the guest’s name and property name. It helps the message feel warm instead of robotic.
• Label your templates clearly. I name mine things like
  • “Booking Reply – Pet Question” if they have not included a pet in their reservation
  • “Pet Reply” if they indicate they are bringing a pet
  • “Check-In Details” I do need to edit this message for every guest because we offer every guest a unique code for the electronic front door lock
• Update seasonally. For example, in winter I might add tips about local weather or icy steps. In summer, I might mention air conditioning or fans. It might seem silly, but it’s hard to believe how many guests run the window A/C with the doors and windows open, so a reminder could be helpful.
• Proofread the first time. Make sure your Quick Replies are typo-free and clear before saving them. You’ll use them dozens (if not hundreds) of times.

Save Time and Stay Sane

Hosting doesn’t have to mean typing the same messages over and over. Quick Replies allow you to work smarter, not harder. And the best part? They help maintain a professional, consistent tone, whether you’re dealing with a first-time guest or a seasoned traveler. Additionally, if you have a co-host, the two of you will be aligned and maintain the same level of professionalism that you expect with all guests.

If you’re trying to grow your short-term rental without burning out, I highly recommend setting up a few key Quick Replies right away. It’s one of the simplest systems I’ve put in place, and it’s made hosting so much smoother.

Have questions or want to see more message templates? Let me know in the comments, and head over to my other article with lots more communication tips: “How STR Hosts Can Use ChatGPT to Enhance Business, Guest Communication & Marketing.” ChatGPT does a lot more than I imagined!

Happy Hosting, friends!

– KP