WhatsApp and email templates for STR communication

Why use message templates?

Most STR hosts spend valuable time answering the same questions every day. Having pre-written messages speeds up communication and improves guest experience: more clarity, more empathy, fewer errors.

📊 Fact: User experience studies show that faster response times directly increase guest satisfaction and the chance of receiving a positive review. Standardized communication also reduces staff workload, preventing operational burnout.

This article includes ready to use examples plus tips to adapt them to your STR’s tone and style.

What kind of messages can be automated?

Automation doesn’t mean being impersonal when done well, it adds warmth and consistency. According to the 2023 Hospitality Tech Report, 76% of guests value clear and timely digital communication.

Before the booking

• Auto-responses to FAQs

• Info on availability, rates, and terms

After the booking

• Booking confirmation

• Arrival instructions and check-in details

During the stay

• Personalized welcome message

• Info about services and local tips

After check-out

• Thank you message

• Review request

💡 Pro tip: Automation works best when combined with personal touches (like guest names, stay dates, or local recommendations).

Recommended templates (copy and adapt freely)

Designing messages around the guest journey helps anticipate needs and build trust. Here are some examples you can adapt:

1. Auto-response via WhatsApp or email
"Hi, thanks for reaching out 😊 We’re not available right now, but we’ll reply soon. In the meantime, check our rooms and rates here: [insert link]."

2. Booking confirmation
"Thanks for booking with us! 🧳 Your stay is confirmed from [check-in date] to [check-out date]. You’ll receive check-in info shortly."

3. Pre check-in message
"Hi [name], your arrival is coming up soon 🏡 Check-in starts at [time]. Here’s the map and directions: [link]"

4. During-stay message
"Everything good so far? 😄 If you need anything, we’re here for you. Also, here are our favorite local spots: [Google Maps link]"

5. Goodbye + review request"Thanks for staying with us — it was a pleasure to host you. If you have a moment, please share your experience here: [review platform link]."

How to automate them with AI

AI goes beyond simple scheduled messages. With AI tools, you can:

• Generate personalized responses based on context.

• Adjust tone to match guest profiles.

• Suggest improvements using conversation analysis.

Suggested prompt:"Write a casual welcome message for a group of friends arriving to celebrate a birthday."

Benefits of well designed templates

• Fewer complaints: common questions are anticipated.

• More positive reviews: guests feel supported throughout their stay.

• Better OTA ranking: faster replies improve visibility.

• Brand cohesion: every message reflects a consistent voice.

💡 Extra tip: Use emojis moderately to create warmth, but avoid overloading messages.

How does this connect with Aloha?

With Aloha, you can:

• Schedule messages directly from the platform.

• Personalize with smart fields (guest name, stay dates, booking code).

• Integrate WhatsApp and email in one place, without third-party tools.

All this saves time, improves guest satisfaction, and increases operational efficiency.