Airbnb message template
Airbnb pre-arrival message template that prepares guests
A pre-arrival message, usually sent before travel begins, helps the host confirm plans and helps the guest prepare. It is the right place for check-in timing, transport questions, required actions, and the guest guide—not a premature claim that the property is ready.
What this solves
- Confirm the expected arrival window before travel day.
- Surface parking, access, and identification requirements early.
- Share the guest guide while there is time to read it.
- Ask only questions that change how you prepare the stay.
Ask questions with an operational purpose
Ask for an arrival window, transport mode, or required detail only when the answer changes parking, access, staffing, or property preparation. Avoid collecting personal data you do not need.
- Expected arrival window and major travel delay contact.
- Vehicle or parking needs where limits apply.
- Previously offered accessibility or family arrangements.
- Any lawful registration step and its secure completion route.
Separate pre-arrival from check-in day
The pre-arrival message prepares the stay. The check-in message confirms readiness and immediate next steps. Keeping those roles separate prevents accidental early access promises and makes both messages easier to scan.
How CheckInLink helps
CheckInLink gives the pre-arrival message one stable property-guide link, where guests can review arrival planning, rules, amenities, local information, and FAQs before the trip.
Guest preview
Prevent surprises while there is still time to act
A useful pre-arrival message can reveal a late flight, oversized vehicle, accessibility need, cot request, or misunderstanding about check-in time before it becomes an arrival-day problem.
- Guests can review directions and rules before traveling.
- Hosts can prepare approved extras and access arrangements.
- Both sides know where the final arrival guidance will appear.
- Catch practical issues before check-in day.
- Give guests time to review the property guide.
- Collect fewer, more relevant arrival details.
No guest account. No app download. One mobile link guests can reopen.
Welcome to Warsaw Sky Loft
A bright, modern apartment in the heart of Warsaw with skyline views, fast Wi-Fi, and everything guests need for an easy stay.
Make yourself comfortable. We added our favorite local spots below.
Property Information
Address
ul. Prosta 67, 00-017 Warszawa, Poland
Door Code
9482
Check-in
After 15:00
Check-out
Before: 11:00
House Rules
See allDiscover Nearby
Frequently Asked Questions
Emergency Contacts
Pre-arrival message checklist
Customize this around facts that genuinely affect the reservation or arrival process.
- 1Guest and property name with the reservation dates.
- 2Official check-in window without promising early access.
- 3One or two necessary questions about arrival or preparation.
- 4Guest guide link and any action required before travel.
- 5When and where the final check-in update will be sent.
Copy this Airbnb pre-arrival message
A common window is a few days before arrival, adjusted to your cancellation, registration, and operating workflow.
Hi [guest name], we are looking forward to hosting you at [property name] on [date].
Check-in begins at [time]. What arrival window and transport method do you currently expect?
Please review the guest guide before travel: [guide link]. It covers parking, arrival, house rules, and local information.
Before arrival, please complete [necessary action] through [secure route], if applicable.
We will send or confirm the final check-in update through [channel] at [appropriate time].
Frequently asked questions
When should I send an Airbnb pre-arrival message?
Many hosts send it a few days before arrival, early enough for the guest to respond and prepare. Adjust the timing to your property and any legitimate pre-arrival requirements.
What should I ask before a guest arrives?
Ask only for information that affects the stay, such as an arrival window, transport or parking needs, and previously offered setup requests. Avoid unnecessary personal questions.
Should I send full check-in instructions in this message?
Share the guide early, but handle time-sensitive access details according to your security process. Use a separate arrival-day message to confirm readiness and immediate next steps.