Running a hospitality business isn’t for the faint of heart. One minute you’re tracking down a guest’s lost phone charger, and the next, you’re explaining why the minibar granola isn’t “complimentary.” In between, you’re juggling bookings, check-ins, and follow-ups — all while trying to be as communicative as possible.
So of course you don’t have time to draft texts for every occasion from scratch! Lucky for you, we do.
We’ve created 39 ready-to-use text message templates designed specifically for hospitality, from booking confirmations to check-in instructions and even promotions. We’ll also show you how OpenPhone can simplify texting to help you send better messages and focus on what really matters — keeping your guests happy.
Ready-to-use hospitality & hotel text messaging templates by use case
Without further ado, here are 39 SMS templates you can copy-paste and customize for your guests:
P.S. Be sure to bookmark this guide so you can reference these templates on the go.
Booking confirmation
Confirmation text messages reassure guests that their reservation is secure, reducing no-shows and misunderstandings. It also puts key details at their fingertips, making it easy for them to access everything they need for a smooth stay.
For a no-frills, to-the-point confirmation:
Hi [Guest Name], your reservation at [Hotel Name] is confirmed. You’ll be staying in a [Room Type] from [Check-in Date] to [Check-out Date]. If you have any questions or need to make changes, reach out to us at [Phone Number]. We look forward to your stay. Reply STOP to opt out of future messages.
Formal note to set expectations and include helpful property details:
Dear [Guest Name], your stay at [Hotel Name] is officially booked. You’ll be joining us from [Check-in Date] to [Check-out Date] in a [Room Type]. Please note: [Hotel Name] is a [no-smoking/pet-friendly/etc.] property. If you have any questions, you can reach us at [Phone Number]. Reply STOP to opt out.
For guests booking for events or group stays:
Hi [Guest Name], we’ve confirmed your group booking at [Hotel Name] for [Event/Occasion]. [X number] of rooms have been reserved for your group from [Check-in Date] to [Check-out Date]. If you have any changes or updates, don’t hesitate to reach out at [Phone Number]. Looking forward to hosting you all!
Pro tip: Avoid using generic link shorteners in your messages, as your customer’s carrier will likely filter out the message. Opt for carrier-compliant options like Rebrandly to make sure your links get delivered.
Welcome messages
A thoughtful welcome message makes guests feel valued and sets the tone for a positive stay. It also gives you another chance to reiterate important information and encourage guests to reach out if they need anything.
For a classic warm welcome with the basics covered:
Hi [Guest Name], welcome to [Hotel Name]! We’re thrilled to have you from [Check-in Date] to [Check-out Date]. Check-in begins at [Time]. If there’s anything we can do to make your stay more comfortable, let us know at [Phone Number]. Reply STOP to opt out of future messages.
To give guests interesting local tips:
Hi [Guest Name], welcome to [Hotel Name]! We’re so excited to have you here. If you’re looking for things to do, we recommend checking out [Local Attraction/Restaurant]. Feel free to text us at this number if you have any questions. Reply END to opt out.
For a friendly touch that makes their arrival feel even more exciting:
Hi [Guest Name], we’re excited to have you at [Hotel Name]! Your room is ready, and the weather is looking perfect for your stay — [insert weather details]. Need help settling in? Just text or call us at [Phone Number]. Enjoy your stay! Reply STOP to opt out.
Check-in instructions
Whether they’re checking in at the front desk, meeting a host, or using a keyless entry system, clear communication ensures guests have a smooth arrival.
Here’s a template to send guests checking in, if your property has a traditional reception area:
Hi [Guest Name], we look forward to welcoming you to [Hotel Name]. Check-in is available from [Start Time] to [End Time] at the front desk. Just provide your name or hotel booking number when you arrive. If you have any questions, reply to this message. Safe travels!
For properties where guests meet a host for key handoff:
Hi [Guest Name], we’re excited to welcome you to [Property Name]! Please meet [Host Name] at [Specific Location, e.g., the building entrance] at [Time] for key handoff. If you’re running late or need assistance, contact us at [Phone Number].
Here’s what you can text guests if your property has lockboxes or keypads (without sharing sensitive details directly in the text):
Hi [Guest Name], welcome to [Property Name]! You’ll find the lockbox at [Location Description, e.g., next to the front door]. Your access code has been emailed to you separately. Once inside, the WiFi details are posted near the kitchen. If you need anything, don’t hesitate to reach out. Enjoy your stay!
If you have quests arriving outside normal check-in hours:
Hi [Guest Name], since you’re arriving after our usual check-in time, we’ve arranged [Arrangement, e.g., Self-check-in]. You’ll find instructions, including your access code, in the email we just sent. Once inside, the WiFi details are on the welcome card. If you have any issues, you can reach us at [Phone Number].
Check-out instructions
Friendly, clear check-out reminders streamline operations and prevent delays. They reduce last-minute confusion and unnecessary stress for guests and staff. They also make sure guests leave on a positive note, knowing exactly what to do when their stay ends.
For a simple, no-frills check-out reminder:
Hi [Guest Name], this is a friendly reminder that check-out time is at [Time] on [Date]. Please leave your keys at the front desk before heading out. Thank you again for choosing [Hotel Name]! Reply END to opt out of future messages.
If there are balances or accounts to settle:
Hi [Guest Name], we hope you’ve enjoyed your stay. A quick reminder that check-out is at [Time] on [Date]. Don’t forget to leave your keys at [specific location], and if you’ve used the minibar or other services, you can settle your account at the reception before you go. We at [Hotel Name] wish you safe travels!
Here’s a more casual but personal touch to end their stay:
Hi [Guest Name], we hope you’ve had a fantastic time with us at [Hotel Name]. Just a heads-up that check-out is at [Time] tomorrow. If you need any assistance with luggage or transportation, let us know — we’re happy to help. Thanks for staying with us! Reply END to opt out.
Stay updates
Whether it’s housekeeping schedules, maintenance, or transportation updates, stay updates minimize confusion and show that you go the extra mile for guests.
For letting guests know when housekeeping will arrive:
Hi [Guest Name], we wanted to let you know that housekeeping will clean your room today between [Time] and [Time]. If you’d prefer a specific time or want to skip service, just reply to this text.
Formal maintenance updates that might affect guests:
[Hotel Name]: Dear [Guest Name], this is to inform you about scheduled maintenance at [Specific Location] from [Time] to [Time]. We apologize for any inconvenience and appreciate your understanding.
For transportation services provided by the property:
Hi [Guest Name], your airport shuttle from [Location/Hotel Name] is confirmed for [Time]. If you need to make changes, reply to this message or call [Phone Number]. Safe travels! Reply STOP to opt out.
Event or activity reminders
It’s normal to forget about an activity when guests are lounging by the pool or exploring a new city. A quick reminder keeps things running smoothly and shows that your hotel is on top of things.
A note for guests with restaurant bookings:
Hi [Guest Name], this is your reservation confirmation for dinner at the [Hotel Name] restaurant tonight at [Time]. We’ll see you at [Location]. Enjoy!
For relaxation-focused reminders:
Hi [Guest Name], this is a reminder for your [Treatment] appointment at [Spa Name] tomorrow at [Time]. Please arrive 15 minutes early to get settled and fill out any necessary forms. We look forward to having you. Reply STOP to opt out.
A friendly note for promoting in-house activities:
Hi [Guest Name], we at [Hotel Name] are hosting a [Event Name, e.g., wine tasting] tonight at [Time] in [Location]! We’d love for you to join us — no reservation needed. Text us if you have questions or want more details. Hope to see you there.
Promotions and special offers
Promotions are a great way to encourage guests to take advantage of your amenities during their stay or to secure a repeat booking. Keep them short, engaging, and action-oriented to drive conversions.
You’ll also need to make it explicitly clear in your opt-in form that a customer agrees to receive these types of texts.
For promoting amenities during their stay:
Hi [Guest Name], thank you for staying with [Hotel Name]. Treat yourself during your stay with [Exclusive Offers, e.g., 20% off spa services] this week. Book your appointment by replying to this text or calling [Phone Number]. Relaxation is just a text away. Reply END to opt out.
To encourage repeat bookings:
Hi [Guest Name], enjoyed your stay at [Hotel Name]? We’d love to welcome you back soon. Book your next stay within [Time Frame, e.g., the next 30 days] and enjoy [Amount, e.g., 15%] off your reservation. Use code [Promo Code] when booking. Reply STOP to opt out.
Friendly note for promoting a special seasonal offer:
Hi [Guest Name], winter is here and so are our exclusive holiday deals! Book a cozy stay at [Hotel Name] or join our loyalty program to get [Offer, e.g., complimentary hot cocoa and s’mores by the fire]. Offer valid through [Date]. Reserve now at [Website Link]! Reply STOP to opt out.
Follow-ups after check-out
Checking in after a guest’s stay is a chance to leave a lasting impression. A simple thank-you, a feedback request, or a special discount or offer for their next visit can turn a one-time guest into a loyal customer.
For a simple thank-you and review prompt:
Hi [Guest Name], thank you for staying at [Hotel Name]! We hope you had a great experience. If you have a moment, we’d greatly appreciate your feedback. Leave a review here: [Link]. Once complete, we’ll email [Amount, e.g., 10%] off your next booking! Safe travels, and we hope to see you again soon. Reply STOP to opt out.
A friendly note for encouraging future stays with a reward:
Hi [Guest Name], it was a pleasure hosting you at [Hotel Name]. We’d love to see you again. As a thank-you, enjoy [Amount, e.g., 10%] off your next booking — use code [Promo Code] at check-out. We hope to welcome you back soon! Reply END to opt out.
Formal note for guests with potential concerns or suggestions:
Dear [Guest Name], thank you for choosing [Hotel Name]. We’re always looking to improve, and we’d value your feedback on our guest satisfaction survey. Please share your thoughts here: [Link]. Your input helps us make everything even better. Sincerely, the [Hotel Name] team. Reply END to opt out.
Problem resolution messages
When issues come up during a guest’s stay, quick and clear communication shows that you’re taking their concerns seriously. These messages acknowledge the problem, provide updates, and offer resolutions where needed.
Formal note for addressing a guest’s complaint promptly:
Dear [Guest Name], we are sorry to hear about [specific issue, e.g., the noise from the neighboring room]. We are looking into it now and will update you shortly. Thank you for bringing this to our attention.
Formal note updating guests on the progress of an issue:
[Hotel Name]: Dear [Guest Name], we wanted to let you know we are addressing [specific issue]. [Solution or timeline, e.g., “Our maintenance team will resolve it within the next hour.”] We appreciate your patience and understanding.
For resolving an issue and leaving a positive impression:
Dear [Guest Name], we apologize for the inconvenience caused by [specific issue]. To make it up to you, we would like to offer [compensation, e.g., a discount, complimentary meal, or late check-out]. Please let us know if there is anything else we can do to improve your stay. Your [Hotel Name] team.
Seasonal greetings
Seasonal greetings are an easy way to build goodwill and create a personal connection with your guests. Whether or not they include promotions, they’re an effective way to engage with your audience.
For a warm and festive message during the holiday season:
Hi [Guest Name], happy holidays from all of us at [Hotel Name]! We hope your season is filled with joy and relaxation. If you’re planning a winter getaway, we’d love to host you — book now at [Website Link]. Reply STOP to unsubscribe.
To ring in the new year with gratitude and well-wishes:
Hi [Guest Name], cheers to a new year! Thank you for being part of our [Hotel Name] family. Wishing you health, happiness, and plenty of adventures in the year ahead. Hope to see you again soon. Reply END to opt out.
Show appreciation during Thanksgiving:
Hi [Guest Name], happy Thanksgiving! We’re grateful for guests like you who make our job so rewarding. Wishing you a day full of family, friends, and fantastic food. Your [Hotel Name] team.
To celebrate the Fourth of July with your guests:
Hi [Guest Name], happy Independence Day! If you’re in the area this weekend, join us for our [Special Event] at [Time]. Wishing you a safe and fun celebration. Reply STOP to opt out.
Service requests
Whether it’s extra towels or a late-night room service order, guests appreciate quick, thoughtful responses. Meeting these small special requests quickly shows you’re attentive, making their stay stress-free.
To confirm that you’ve received their request:
Hi [Guest Name], thank you for your request for [specific item/service, e.g., extra towels]. We’re on it! You can expect it to be delivered to your room within [Timeframe]. Let us know if there’s anything else you need.
To respond to a room service order:
Hi [Guest Name], we’ve received your room service request for [specific items, e.g., a late-night snack]. Your order will be delivered to your room by [Time]. Enjoy your meal, and don’t hesitate to text us if you need anything else.
If a guest has a specific need (e.g., extra pillows, accessibility requests):
Hi [Guest Name], we’re happy to assist with your request for [specific need]. Our team is working on it, and it will be ready by [Time]. Please let us know if there’s anything else we can do to make your stay more comfortable.
For checking back in after fulfilling a request:
Hi [Guest Name], we’ve delivered [specific item/service] to your room. We hope it meets your needs. Please let us know if there’s anything else we can assist you with during your stay. The [Hotel Name] team.
Dining reservations
A quick text about dining reservations keeps guests in the loop, prevents mix-ups, and helps them plan their meals with ease. It’s also the perfect chance to highlight your menu or special offers and improve their dining experience.
For confirming a guest’s reservation:
Hi [Guest Name], your dining reservation at [Restaurant Name] is confirmed for [Date] at [Time]. We look forward to serving you. If you have any special dietary requests, please let us know upon your arrival.
If a guest inquires about dining availability:
Hi [Guest Name], thank you for your inquiry. We currently have tables available at [Time Option 1] and [Time Option 2] on [Date]. Let us know which works best for you, and we’ll save your spot.
Add an extra touch by linking to the menu:
Hi [Guest Name], your dining reservation at [Restaurant Name] is all set for [Date] at [Time]. Here’s our menu to explore before your visit: [Link]. If you have any dietary preferences or allergies, we’ll make the chef aware.
9 ways to send better texts
Follow these best practices to make sure your texts are clear, engaging, and helpful:
- Adhere to SMS compliance laws. Make sure guests have opted in to receive texts from you, and always provide an option to opt out.
- Keep it brief. Guests are busy and don’t have time to read long messages. Stick to the essentials and make sure your message is clear and concise.
- Personalize messages. Use your guest’s name and relevant details like their reservation dates or room type to make your messages tailored and thoughtful.
- Don’t spam guests. For a great customer experience, only send texts when they’re relevant or helpful. Avoid overloading guests with unnecessary messages; it will most likely feel intrusive and annoying.
- Respect texting hours. Avoid sending messages late at night or early in the morning. The best business SMS platforms (like OpenPhone) offer tools like the scheduling feature to ensure your texts arrive at appropriate times.
- Add a clear call-to-action (CTA). Let guests know what to do next, whether it’s confirming a reservation, providing feedback, or taking advantage of a promotion. Keep CTAs simple and actionable.
- Be mindful of tone. Match your tone to the situation. Use warm, friendly language for greetings, but keep it formal and empathetic when resolving issues. Depending on the type of business, you can also use emojis to lighten the mood 🤩.
- Time-sensitive updates are key. Guests appreciate timely updates, whether it’s a change in their check-in process or an upcoming event. Proactive communication builds trust.
- Include your contact info. Always provide a way for guests to reach you directly if they have questions or concerns. It shows you’re approachable and ready to help.
Stick to these best practices alongside the right SMS messaging service provider, and your guest communication will be smoother, more efficient, and effortlessly professional.
How OpenPhone helps you improve the guest experience
Great communication can be the difference between a five-star review and a guest who never books again. OpenPhone makes it easy to stay on top of every interaction, saving you time while keeping your messaging smooth, professional, and guest-friendly. Here are a few ways it can help:
Snippets to save time and provide consistency
With OpenPhone’s snippets, you can save pre-written templates for common messages like booking confirmations, check-in instructions, and promotions — all from your phone or computer. This helps keep your communication consistent and quick. No more scrambling to draft the right words on the spot.
Automations to streamline guest communication
Automating repetitive tasks lets you spend less time on administrative tasks and more on running your hospitality business.
With OpenPhone, you can set up auto-replies to send automated responses for missed calls and voicemails during and after business hours so guests know they’re taken care of, even if you’re not there to immediately pick up the phone.
You can also integrate OpenPhone with Zapier or Make to trigger messages to be sent at the right time, like right after a guest books their stay. That’s another thing off your list!
Further reading: How to automate customer service
Shared inbox for better team collaboration
Managing a hotel or vacation rental takes teamwork, and a shared number with OpenPhone keeps everyone on the same page.
With all guest conversations in one place, there’s no risk of missed messages or duplicate responses. Plus, for multi-location properties, you can organize inboxes by location for even smoother operations.
Internal communication made easy
OpenPhone isn’t just for guest communication; it’s a powerful tool for staying connected with your team. Use it to coordinate with employees, contractors, cleaners, and property managers.
In addition to shared inboxes, you can use internal threads to discuss customer issues.
On the back end, you can bring in team members, ask questions, and share insights. On the front end, your guests only see the messages they’ve sent you and vice versa.
Start with OpenPhone today
Great guest communication doesn’t have to be complicated. With the right SMS templates and tools like OpenPhone, you can save time, reduce stress, and create a seamless experience for your guests — all while standing out from the competition.
Try OpenPhone today and see how it can simplify your operations and help you deliver the exceptional guest experience your property is known for. Try OpenPhone for free for seven days.
