Every Airbnb host knows that communication is the backbone of a quality guest experience. While first impressions like a friendly booking confirmation message or check-in instructions set the tone, the final communication leaves a lasting impression. Getting it right can guarantee a smooth departure and encourage 5-star reviews. This blog post will walk you through the essentials of crafting the perfect Airbnb checkout message, including templates every host needs, helpful tips for personalization, and why this small detail makes a big difference in your guest experience.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today!

Why the Checkout Message Matters

Whether you’re managing a single rental or multiple properties, a guest’s stress-free guest departure is important. Here’s why a well-constructed Airbnb checkout message is essential:

• Keeps Guests on Schedule: Making the check-out process clear ensures guests vacate on time. This gives your cleaning crew enough time to prepare for the next booking.
• Minimizes Property Damage: Clear checkout instructions about tasks like securing windows, locking doors, or trash disposal lowers the risk to your property.
• Promotes Positive Reviews: Thoughtful and polite guest communication leaves a positive impression, increasing your chances of receiving stellar reviews.
• Reduces Questions: A clear checkout message addresses common queries, saving both you and your guests from last-minute stress.

Key Components of an Airbnb Checkout Message

When crafting your Airbnb checkout message, keeping it concise yet comprehensive is key. Here’s what every great message should include:

1. A friendly greeting

Starting with a warm tone sets the stage. Expressing gratitude for their stay can make your message feel personal and welcoming. Example:

“Hi [Guest Name], thank you for choosing to stay at [Your Property Name]! We hope you’ve had a wonderful time.”

2. The checkout date & time

Guests need clarity on when they are expected to leave. Like the check-in date and check-in time, reiterate the checkout day and time in your message to avoid confusion:

“Just a reminder, check-out is at 11 AM on [Check-Out Date]. If you need any assistance, please don’t hesitate to reach out beforehand.”

3. Tasks to complete before leaving

Outline any specific actions guests should take before leaving without overloading them. Focus on simple, reasonable tasks such as:

• Returning keys to a designated location.
• Disposing of trash in specified bins.
• Leaving used towels in the bathroom.

Here’s an example:

*”Before you leave, we kindly ask you to take a few quick steps:

• Place used towels in the bathroom hamper.
• Dispose of trash in the bins outside.
• Lock all doors and windows.

Thank you for your cooperation!”*

4. Follow up on any issues

Encourage guests to alert you about accidents or damage. Open and understanding communication can go a long way in resolving issues amicably:

“If you encountered any problems or accidental damage during your stay, please don’t hesitate to notify us so we can take care of it promptly.”

5. Personal touch & farewell

In your reminder message, be sure to end with a sincere thank-you note and an invitation to return. For example:

“We truly enjoyed hosting you and hope to welcome you back soon! Wishing you safe travels and wonderful future adventures.”

6. Contact information

Provide a clear way to reach you in case the guest has last-minute inquiries:

“Feel free to message us through the Airbnb app if you have any questions.”

Airbnb Message Templates Every Host Needs

Now that you understand the key components, here are some practical Airbnb message templates you can use and tweak to suit your property:

Standard checkout message

*”Hi [Guest Name],

Thank you for staying with us at [Your Property Name]! Just a quick reminder that check-out is at [Check-Out Time] on [Check-Out Date].

Before you leave:

• Please place used towels in the bathroom.
• Take out trash to the bins near [location].
• Make sure all windows and doors are locked securely.

If you need assistance or have any questions, feel free to contact us through the Airbnb app. Thank you, and safe travels!”*

Late departure policy reminder

*”Hi [Guest Name],

We hope you’re enjoying your stay! Just a quick reminder that check-out is at [Check-Out Time] tomorrow. Kindly note that late check-outs may incur an additional fee as we need time to prepare for the next guest. If you need an extension, please reach out to discuss availability.

Thank you for your cooperation!”*

Encouraging a return visit

*”Hi [Guest Name],

We truly appreciate you choosing [Your Property Name] for your stay. Your check-out is scheduled for [Check-Out Time] on [Check-Out Date]. Please remember to:

• Place used towels in the basket.
• Remove trash before leaving.

Should you have any questions or require assistance, we’re just a message away!

We’d love to welcome you back in the future—don’t forget to use our returning guest discount code for your next trip. Safe travels!”*

Tips for Crafting Outstanding Checkout Messages

Want to take things a step further? Here are additional tips to ensure your Airbnb checkout messages stand out:

• Automate Where Possible: Save time by setting up automated messages through Host Tools that are timed to send the evening before check-out.
• Tailor Messaging: Address guests by their name and use personalized touches specific to their booking (e.g., “Jill, we hope you enjoyed visiting.”
• Keep it Mobile-Friendly: Ensure your messages are easy to read on mobile devices, as most guests will be checking their messages on their phones.
• Stay Flexible: Provide your guests with the option to adjust check-out times where feasible, as it demonstrates empathy and excellent customer service.

How Host Tools Can Help

Host Tools is a powerful platform designed to simplify the management of short-term rental properties by automating communication. With Host Tools, you can set up custom, automated messages for every stage of the guest experience, from booking confirmations to check-out reminders.

This helps your guests receive timely, personalized communication without requiring constant manual effort. The platform allows you to create easy templates, include variables such as guest names or check-in instructions, and schedule saved messages to be sent at the perfect time. By leveraging Host Tools’ automation features, property managers can save valuable time, improve guest satisfaction and maintain a professional level of communication.

Final Thoughts

Strategically timed and well-crafted Airbnb checkout messages can improve guest experiences and strengthen relationships. This closing touchpoint isn’t just about logistics. It’s also an opportunity to showcase your hospitality, stand out amid competition, and create moments that inspire glowing reviews and return visits.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today!