10 Airbnb & Hotel Messages to Send Before Check-In for Smoother Stays

We all love the idea of arriving at a new place and instantly feeling at home—whether it’s a seaside Airbnb or a sleek city hotel. But the reality? Check-ins can be where things start to wobble. Maybe the key code doesn’t work. Maybe no one’s at the front desk. Or maybe you’re trying to figure out the Wi-Fi password with your suitcase still blocking the hallway.

These little hiccups don’t ruin a trip, but they do chip away at your ease—and they’re almost always avoidable.

The quality of your stay often starts before you even get there. A thoughtful message to your host or hotel can go a long way toward making check-in seamless and setting the tone for your entire stay. And it doesn’t have to be complicated or awkward—it just has to be smart, timely, and human.

Whether you’re a planner or a more go-with-the-flow traveler, these 10 messages are designed to give you clarity, save time, and help avoid common issues from the jump. Consider them part of your pre-trip toolkit. You don’t have to send all of them—but using even a few can elevate your travel experience from “fine” to fantastically smooth.

How to Use These Messages

Before we dive in, a quick guide:

• Airbnb vs. Hotel: These messages work for both, though a few are tailored more for Airbnb/short-term rentals where there’s no traditional front desk.
• Timing Matters: Send your messages 24–48 hours before arrival. Hosts are more responsive closer to your check-in date, and you’ll be fresh on their radar.
• Tone: Keep it friendly, respectful, and clear. You’re not writing a novel—just setting yourself up for a smoother stay.

1. The Friendly Arrival Confirmation

When to send it: 24–48 hours before arrival

Message: Hi [Name], I just wanted to confirm our upcoming stay from [check-in date] to [check-out date]. We’re looking forward to it! Our estimated arrival time is around [time], but I’ll update you if anything changes. Please let me know if there’s anything else you need from us before then.

Why it works: It gives the host or front desk a heads-up on your ETA, and opens the door for important info like parking instructions, directions, or entry codes. This is especially helpful for smaller hotels or independent hosts who manage their own check-ins.

2. The “How Do We Get In?”

Especially helpful for Airbnb or boutique properties

Message: Hi [Name], quick question: Can you confirm the check-in process? Will someone be there to greet us, or is it self-check-in with a code? Just want to make sure we’re set when we arrive.

Why it works: It prevents that awkward front-door moment. Knowing exactly how to access your room or apartment saves you time and avoids having to message someone while juggling bags.

Airbnb reports that over 20% of guest complaints stem from check-in complications, especially unclear instructions or delays.

3. The “Wi-Fi and Basics” Ask

Because sometimes the listing leaves this out

Message: Also, will the Wi-Fi details be in the room—or is there anything you can share ahead of time? Any helpful tips for the space (e.g., heater, hot water, anything quirky to know about)? We always like to settle in easily when we arrive.

Why it works: You’re asking not just for Wi-Fi, but any "house quirks" the host might want to share. This is a goldmine for older properties, countryside stays, or international rentals where the hot water system or heater might have a personality.

4. The “Quiet/Noise” Clarifier

Useful for light sleepers or city stays

Message: One quick question: Is there anything we should know about noise in the area or the building at night? We’re light sleepers, so just want to be aware of anything (and maybe bring earplugs if needed).

Why it works: You’re not complaining—you’re just preparing. Hosts appreciate this approach because it helps manage expectations before any midnight grievances arise.

5. The “Late Check-In” Notice

For arrivals after 9 p.m. or outside standard check-in hours

Message: Just a heads-up—we’re planning to arrive around [late time]. Will that be okay? Let us know if there’s anything different about checking in late.

Why it works: Hosts and small hotels often adjust routines based on arrival times. Notifying them of a late check-in increases your chances of a smooth (and still friendly) arrival—even if they need to leave keys somewhere or prep the space differently.

6. The “Local Recommendations” Message

Ideal for shorter stays or travelers skipping guidebooks

Message: We’re excited to explore the neighborhood. If you have any favorite places for coffee, dinner, or just a good walk nearby, we’d love a local tip or two!

Why it works: Most hosts love sharing their favorite spots—and asking makes you feel more connected to the place. In hotels, this often leads to front desk staff offering maps, discounts, or even local stories you wouldn’t find online.

7. The “Is There a…” Convenience Check

When you want to pack light or travel smart

Message: One quick thing—does the room include [hair dryer/iron/adapter/towels]? Just trying to pack light and plan ahead. Thanks in advance!

Why it works: You’re not making a demand, you’re clarifying what’s provided. This is especially useful in smaller Airbnbs or eco-hotels where amenities might not be standard—or where minimalist setups are part of the vibe.

8. The “Travel Delay” Courtesy Message

When flights or trains don’t go as planned

Message: Just a quick update—we’ve had a delay and are now expecting to arrive around [new time]. Thanks for your patience, and I’ll message again when we’re nearby.

Why it works: Hosts and front desks really appreciate updates. It saves them worry, avoids awkward waits, and sets a collaborative tone. Plus, if there’s a key hand-off involved, they’ll know when to expect you.

9. The “Special Occasion” Note

Only if it’s true—and only if you’re not asking for freebies

Message: Just a note—we’re celebrating [honeymoon, birthday, anniversary] during our stay. We’re not expecting anything, of course, but figured it was worth sharing. We’re just really excited to spend it in such a lovely spot.

Why it works: You’re giving a heads-up without pressure. Many hosts will add a small touch (a card, a bottle of wine, or just a warmer welcome) if they can, but even if not, they’ll usually be extra thoughtful in how they host you.

Boutique hotel managers often report that mentioning a celebration in advance increases your chances of a complimentary upgrade or welcome gesture—even more so than last-minute in-person requests (Skift, 2022).

10. The “Double-Confirm the Address” Request

Because Google Maps doesn’t always get it right

Message: Just one last thing—can you confirm the best address to use for navigation (especially if coming by Uber or foot)? And is there a specific name or number on the building we should look for?

Why it works: Some buildings are tricky to find, especially in dense city neighborhoods or rural areas. A quick confirmation helps you arrive with confidence, not confusion.

Buzz-Worthy Tip:

Before check-in, ask your host or hotel: “What’s one thing most guests miss or don’t realize about this space?” It’s a surprisingly effective way to get insider tips—like hidden light switches, how to work the heater, or even where the locals actually get their coffee. A simple question that can save you from minor annoyances and help you feel more in the know from day one.

Your Pre-Check-In Strategy, Unlocked

It’s easy to think of check-in as a minor moment, but it’s often the first real impression you have of a stay—and those first ten minutes can either settle you in or throw you off. A little thoughtful communication can make a big difference. And in a world where we expect things to “just work,” the travelers who prepare a little stand out for all the right reasons.

Sending one or two of these messages doesn't just help you avoid awkward surprises—it shows respect, builds trust, and creates space for smoother, warmer hospitality. And in my experience, those small exchanges often turn into better service, clearer communication, and sometimes even an upgraded room or thoughtful gesture.

So the next time you book a stay, don’t just set the date and forget it. Reach out. Ask the smart questions. Travel like the kind of guest who makes the experience better—for everyone involved.