Text message templates for confirmations, reminders, and small extras
Short, clear text messages can prevent no-shows, cut down on repetitive questions, and add a little delight around each booking. Below you’ll find practical SMS templates for the whole guest journey: confirmations, reminders, directions, upsells, and post-stay notes. They’re written to be concise and human, with placeholders you can adapt to your system.
How to use these templates well
Keep it short and scannable
SMS is for essentials. Lead with the action (“Confirm…”, “Check-in at…”, “Tap for directions”). If a detail is long (house rules, full guide), link to a short page instead.
Personalize with the minimum needed
Use the guest’s first name, date, and booking code. Save longer personalization for email. Tokens you can use: [FirstName], [LastName], [PropertyName], [UnitName], [Dates], [CheckInTime], [CheckOutTime], [BookingID], [ShortLink], [SupportPhone].
Always include a reply path
Ask guests to reply to the SMS or provide a tap-to-call number. It prevents frustrated chargebacks and last-minute cancellations.
Mind consent and opt-out
Send texts only to guests who opted in. In your first message, include an easy way to stop: “Reply STOP to opt out.” Respect it automatically.
Booking confirmations
Instant confirmation
Hi [FirstName]! Your booking at [PropertyName] is confirmed for [Dates]. Booking ID: [BookingID]. Check-in is [CheckInTime]. Details & map: [ShortLink] Need anything? Reply here. Reply STOP to opt out.
Deposit received (for flexible bookings)
Thanks, [FirstName]! We received your deposit for [PropertyName] ([Dates]). Balance due at check-in. What to expect & directions: [ShortLink] Questions? Reply here. Reply STOP to opt out.
Pre-authorization placed (no charge yet)
Heads up, [FirstName]: we placed a temporary hold for your stay at [PropertyName]. No funds captured yet. Details & release timing: [ShortLink] Need clarification? Reply here. Reply STOP to opt out.
Pre-arrival reminders
3–5 days before arrival
Hi [FirstName], your stay at [PropertyName] starts soon (arrive [CheckInTime]). Self check-in steps + parking info: [ShortLink] If arrival changes, reply with new ETA. Reply STOP to opt out.
Balance due reminder (only if applicable)
Reminder for [FirstName]: remaining balance for [PropertyName] is due before arrival. Pay securely here: [ShortLink] Trouble paying? Reply for help. Reply STOP to opt out.
ID verification or guest list
Hi [FirstName], quick pre-check-in step for [PropertyName]: Please upload ID / guest names here: [ShortLink] Takes 1 minute. Need help? Reply here. Reply STOP to opt out.
Same-day “keys & code” message (morning of arrival)
Welcome day! [FirstName], your door code for [UnitName] is [Code], active from [CheckInTime]. Directions & Wi-Fi: [ShortLink] Running late? Text us. Reply STOP to opt out.
Late arrival safety net (evening)
Checking in tonight, [FirstName]? If arrival is after [Time], no problem—your door code works 24/7. Quick guide + support: [ShortLink] Reply if plans change. Reply STOP to opt out.
Travel disruptions and helpful nudges
Weather or traffic advisory
Hi [FirstName], local heads-up: [Brief Advisory]. If arriving by car, allow +[Minutes]. Updated directions: [ShortLink] Text us if you need a later check-in. Reply STOP to opt out.
Event-day reminder (concert, conference, marathon)
Today’s [Event] may affect traffic/parking near [PropertyName]. Best route + tips: [ShortLink] Questions? We’re here. Reply STOP to opt out.
During-stay check-ins
First evening “all OK?”
Hi [FirstName], hope you settled in at [UnitName]. Everything OK with check-in and Wi-Fi? Reply 1 = all good, 2 = need help. We’re nearby. Reply STOP to opt out.
Mid-stay service touch
Quick check-in, [FirstName]: need fresh towels or extra coffee for [UnitName]? Reply 1 towels, 2 coffee, 3 both, or text your request. Reply STOP to opt out.
Small extras and gentle upsells
Early check-in / late checkout offer
Good news, [FirstName]: we can offer [Early Check-in/Late Checkout] for [€X] if you’d like. Grab it here (limited): [ShortLink] Prefer standard times? No action needed. Reply STOP to opt out.
Breakfast / welcome basket
Fancy breakfast tomorrow, [FirstName]? Local pastries + coffee delivered to your door (€[Price]). Order by [Time]: [ShortLink] Diet needs? Reply here. Reply STOP to opt out.
Parking / luggage storage
Need parking or luggage storage at [PropertyName]? Options & pricing here: [ShortLink] Questions? Text us. Reply STOP to opt out.
Issue resolution (fast and calm)
Proactive fix after complaint
Thanks for flagging this, [FirstName]. We’re on it: [Action in progress], ETA [Time]. If it’s not right after that, reply here and we’ll escalate. Reply STOP to opt out.
Room move or alternative
We can move you to [New Unit] at [Time] if you prefer. Short details & map: [ShortLink] Reply YES to switch, NO to stay. Reply STOP to opt out.
Payment hiccups (clear and friendly)
Card failed
Hi [FirstName], your card for [PropertyName] didn’t go through. Please update payment here: [ShortLink] If you need time or another method, just reply. Reply STOP to opt out.
Security deposit reminder
Friendly reminder: a refundable hold of €[Amount] for [UnitName] will be placed [When]. Details & release timing: [ShortLink] Questions? Text us. Reply STOP to opt out.
Checkout and post-stay
Checkout reminder (evening before)
Hi [FirstName], checkout is [CheckOutTime] tomorrow. Drop keys in [Location]. Quick checkout steps: [ShortLink] Need a late checkout? Reply here. Reply STOP to opt out.
Thank you + receipt link (same day)
Thank you for staying at [PropertyName], [FirstName]! Your receipt: [ShortLink] Safe travels—and we’d love to host you again. Reply STOP to opt out.
Review request (next morning)
We hope you had a great time, [FirstName]. Could you share a quick 1-minute review? It helps a lot: [ShortLink] Prefer to message us privately? Just reply. Reply STOP to opt out.
Welcome back offer (after 30 days)
We’d love to host you again, [FirstName]. Use code WELCOME-BACK for 10% off (60 days). Book direct: [ShortLink] Questions? Text us. Reply STOP to opt out.
Group and corporate bookings
Group coordinator welcome
Hi [FirstName], I’m your contact at [PropertyName] for the [Group Name] stay. Rooming list & arrival plan: [ShortLink] Message me here for any changes. Reply STOP to opt out.
Attendee arrival info (self check-in)
Welcome to [PropertyName]! Your unit: [UnitName]. Door code: [Code] (active from [CheckInTime]). Map & Wi-Fi: [ShortLink] Need help? Reply here. Reply STOP to opt out.
Best practices you can copy today
Timing that works
- Confirmation: instantly after booking.
- Pre-arrival details: 3–5 days before, plus morning-of with codes.
- During stay: short check the first evening, then only as needed.
- Checkout: evening prior + quick thanks after.
- Review ask: next morning; one gentle reminder a week later (email is fine for the reminder).
Links that don’t break
Use branded short links that redirect to mobile-friendly pages (maps, door code details, house manual). If a link is sensitive (e.g., unique door code), expire it after checkout.
Tone and accessibility
Write like you talk. Avoid all caps. Break long info into two messages only when necessary. For international guests, keep times with timezone (e.g., “16:00 EET”).
Automation with a human escape hatch
Automate the predictable (confirmations, check-in info, checkout reminders), but route any reply containing “help”, “issue”, or a low satisfaction signal to a human promptly.
Final thoughts
Good SMS flows are simple: confirm fast, remind lightly, make arrival easy, and offer small, useful extras. Start with the templates above, wire them to your booking system, and keep a close eye on replies for the first month. Tweak the timing and wording until your guests rarely have to ask a question—because you already answered it at the right moment.
