Hotel WhatsApp Messages for Every Stage of the Stay

Booking confirmation messages

Confirm the booking right away, repeating the dates, room type and booking number so the guest can check them. Mention how to reach you and how to change the reservation.

Placeholders in double curly brackets are columns in your reservation sheet: {{name}}, {{check_in}}, {{check_out}}, {{room}}, {{booking_id}} and {{amount}}.

1. Standard

   Hi {{name}}, thank you for booking with us! Your {{room}} is confirmed from {{check_in}} to {{check_out}}. Booking ref: {{booking_id}}. We look forward to welcoming you.

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2. Formal

   Dear {{name}}, we are delighted to confirm your reservation (ref. {{booking_id}}) for a {{room}} from {{check_in}} to {{check_out}}. Please reply here with any special requests.

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3. Short

   Confirmed: {{name}}, {{room}}, {{check_in}} – {{check_out}}, ref {{booking_id}}. See you soon!

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4. With payment

   Hi {{name}}, your stay from {{check_in}} to {{check_out}} is confirmed. Total: {{amount}}, payable on arrival by card or cash. Ref: {{booking_id}}.

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5. Deposit

   Hi {{name}}, to guarantee your {{room}} for {{check_in}}, please pay the {{amount}} deposit using the link below within 48 hours. Thank you!

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6. Guesthouse

   Hi {{name}}, it's lovely to have you booked with us for {{check_in}} to {{check_out}}! I'm {{host}}, your host – message me here anytime.

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7. Group

   Dear {{name}}, the rooms for your group are confirmed from {{check_in}} to {{check_out}}. Please send the guest names by {{date}} so we can prepare keys in advance.

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Pre-arrival messages

Send a pre-arrival message two or three days before check-in. It is the best moment to ask about arrival time and special requests, and to share directions.

1. 3 days before

   Hi {{name}}, your stay with us starts on {{check_in}}! What time do you expect to arrive? Let us know any requests – extra pillows, a cot, dietary needs.

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2. Directions

   Hi {{name}}, here's our location pin for your arrival on {{check_in}}. From the airport, a taxi takes about 30 minutes. Free parking is available on site.

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3. Airport transfer

   Hi {{name}}, would you like us to arrange an airport pickup on {{check_in}}? It's {{amount}} one way. Just reply with your flight number.

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4. Early arrival

   Hi {{name}}, check-in is from 2 pm. If you arrive earlier, we'll gladly store your luggage, and we'll try to have your room ready sooner.

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5. Weather/packing

   Hi {{name}}, looking forward to welcoming you on {{check_in}}! Evenings are cool this time of year, so pack a light jacket.

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6. Online check-in

   Hi {{name}}, save time at the desk: complete your online check-in here before {{check_in}}: {{link}}

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7. Celebration

   Hi {{name}}, we noticed your stay includes a special occasion. Would you like us to arrange flowers, a cake or a bottle of wine in the room?

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Check-in information messages

On arrival day, guests want practical details: room number, Wi-Fi, breakfast time and how to reach reception. For self check-in, send door codes only to the guest's own verified number and only on the day.

1. Welcome

   Welcome, {{name}}! You're in room {{room_no}}. Wi-Fi: {{wifi}}. Breakfast is served 7 to 10:30 am in the garden restaurant. Message us here for anything you need.

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2. Self check-in

   Hi {{name}}, your room is ready! Door code for {{check_in}}: {{door_code}}. The code works from 3 pm. Message me if you have any trouble getting in.

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3. Room ready

   Good news, {{name}} – your room is ready early! Come to reception whenever you like and we'll hand you the key.

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4. House info

   Hi {{name}}, a few things to know: quiet hours 10 pm to 7 am, the pool is open 8 am to 8 pm, and towels are by the pool gate. Enjoy your stay!

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5. Day after arrival

   Good morning {{name}}! Hope you slept well. Is everything okay with your room? Just reply if there's anything we can improve.

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6. Local tips

   Hi {{name}}, our favourite local spots: the night market (10 min walk), the old town (15 min by taxi) and the sunset point. Ask us for directions anytime!

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Upgrade and add-on offers (opted-in guests only)

Upsell messages work when they are useful and sent to guests who agreed to receive offers. Keep them to one or two per stay and make saying no effortless.

1. Room upgrade

   Hi {{name}}, a sea-view room is available for your stay from {{check_in}}. Upgrade for just {{amount}} per night? Reply YES and we'll arrange it.

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2. Breakfast

   Hi {{name}}, would you like to add breakfast to your stay? It's {{amount}} per person per day, with fresh local dishes. Reply YES to add it.

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3. Spa

   Hi {{name}}, relax after your journey with 20% off spa treatments during your stay. Reply to book a time.

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4. Late checkout

   Hi {{name}}, enjoying your stay? Late checkout until 2 pm is available tomorrow for {{amount}}. Reply YES to reserve it.

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5. Dinner

   Hi {{name}}, tonight our chef is preparing a special seafood dinner. Shall we reserve a table for you at 8 pm?

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6. Tour

   Hi {{name}}, we can arrange a half-day city tour with a local guide tomorrow morning for {{amount}} per person. Interested?

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Checkout messages

The evening before departure, remind guests of checkout time and offer help with transport. After they leave, a short thank-you closes the stay warmly.

1. Reminder

   Hi {{name}}, a reminder that checkout is tomorrow, {{check_out}}, at 11 am. Need a taxi or luggage storage? Just let us know.

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2. Bill

   Hi {{name}}, your final bill for booking {{booking_id}} is {{amount}}. You can settle it at reception or by the payment link below.

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3. Self checkout

   Hi {{name}}, for checkout tomorrow, please leave the key on the table and close the door behind you. Safe travels!

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4. Thank you

   Thank you for staying with us, {{name}}! It was a pleasure to have you. Have a safe journey home.

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5. Lost item

   Hi {{name}}, our housekeeping team found a phone charger in your room after checkout. Would you like us to post it to you?

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6. Invoice

   Hi {{name}}, as requested, here is the invoice for your stay ({{booking_id}}) as a PDF. Thank you again!

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Review request messages

Ask for a review a day or two after checkout. Ask for honest feedback, not only five stars, and never offer discounts in exchange for positive reviews – booking and review sites forbid it.

1. Review link

   Hi {{name}}, thank you again for staying with us! If you have a minute, a short review helps other travellers find us: {{review_link}}

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2. Feedback first

   Hi {{name}}, how was your stay? We'd love your honest feedback – what did you enjoy, and what could we do better?

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3. Short

   Hi {{name}}, how would you rate your stay from 1 to 10? Just reply with a number. Thank you!

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4. Thank you for review

   Thank you so much for your lovely review, {{name}}! The whole team read it with big smiles. We'd love to welcome you back.

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5. After an issue

   Hi {{name}}, we're sorry the noise disturbed your stay. Thank you for telling us – we've raised it with the team. We hope to give you a better stay next time.

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Festive and seasonal offers (opted-in guests)

Past guests who opted in are your warmest audience. Send seasonal offers four to six weeks ahead of holidays and long weekends, and include a way to unsubscribe.

1. Christmas

   Hi {{name}}, spend Christmas with us! Three nights with festive dinner included from {{amount}}. Rooms are limited – reply to check dates. (Reply STOP to unsubscribe.)

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2. New Year

   Hi {{name}}, ring in the New Year by the sea! Our New Year's Eve package includes a gala dinner and late checkout on 1 January. Reply for details.

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3. Returning guest

   Welcome back anytime, {{name}}! As a returning guest, enjoy 15% off your next stay booked directly with us before {{date}}.

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4. Long weekend

   Hi {{name}}, long weekend coming up on {{date}}! Book 2 nights and get the 3rd free. Reply STOP to opt out.

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5. Anniversary

   Hi {{name}}, it's been a year since your stay with us. We'd love to have you back – here's 10% off for your next visit, valid until {{date}}.

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6. Season greetings

   Season's greetings, {{name}}! Thank you for being part of our year. Wishing you peace, joy and happy travels in the year ahead.

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How to message all your guests with each name and booking

Pre-arrival messages for next week's guests, review requests for last week's, and seasonal offers to past guests all go to many people at once. Rapid Sender is a free tool for WhatsApp that runs in your browser and sends from your own WhatsApp, one chat per guest, with each name, date and booking number filled in from your sheet. Numbers do not need to be saved, and any country code works, which matters for international guests.

It has no scheduling, no auto-reply and no connection to your PMS or channel manager. Export reservations to Excel or CSV and send when you are ready.

1. 1

   Export reservations

   Make an Excel or CSV file with columns such as name, phone (with country code), check_in, check_out, room and booking_id. Up to 5,000 rows per upload.

2. 2

   Link your WhatsApp

   Open Rapid Sender, then on your phone go to WhatsApp, Linked devices, Link a device and scan the QR code, or use the pairing code. No install or sign-up.

3. 3

   Upload and personalise

   Upload the sheet; column names become placeholders such as {{check_in}} and {{booking_id}}. Paste a template and check the live preview. Attach one photo, video or PDF such as a welcome guide.

4. 4

   Test, then send

   Send a test to yourself, then send. Rapid Sender waits a random 7 to 10 seconds between messages, so 100 guests take about 16 minutes.

5. 5

   Check the report

   The live report shows who received it. Download it as Excel, or send only to the people left if you paused.

Tips for hotel WhatsApp messages

• Ask on the booking form or at check-in whether guests want WhatsApp updates, and record it.

• Keep service messages (confirmation, check-in, checkout) separate from offers, and send offers only to guests who opted in.

• Mind time zones for international guests: send pre-arrival messages in their daytime, not yours.

• Send door codes and room numbers only to the guest on the booking, only on arrival day.

• Write in plain, simple English for international guests, or in their language if you know it.

• Message only guests who know you – that lowers the risk of reports, though no tool can promise a number won't be restricted.