15 Guest Contact Templates
for STR Hosts

"Hi [Guest Name]! Welcome to [Property Name] — we're so glad to have you. Here are your check-in details:

📍 Address: [Address]
🔐 Door code: [Code]
🅿️ Parking: [Instructions]

Your code is active from [Time] on [Date]. Let us know if you have any issues — we aim to respond within minutes!"

"Hi [Guest Name]! WiFi details for your stay:

📶 Network: [WiFi Name]
🔒 Password: [WiFi Password]

The network should connect automatically. If you have any issues reaching us, we'll reply within minutes!"

"Hi [Guest Name]! Here's how to control the AC/heat at [Property Name]:

🌡️ Thermostat is on the wall by the main entrance.
❄️ To cool: set to [X]°F and press 'Cool'.
🔥 To heat: set to [X]°F and press 'Heat'.

Please don't set the thermostat below 68°F in cooling mode — this can cause freeze issues."

"Hi [Guest Name]! Thanks for asking, but unfortunately we're unable to accommodate a late checkout at [Property Name]. We have the next guests checking in at [Time], and our cleaners need adequate time to prepare the space.

Standard check-out is [Time]. We'd love to have you back — just let us know your next dates!"

"Hi [Guest Name], this is [Host Name] at [Property Name]. We've received a noise complaint from a neighbor about [description, e.g., a gathering at your unit]. We know you're here to enjoy yourselves, but our quiet hours start at 10pm per local regulations.

We'd appreciate you keeping the volume down this evening. Let us know if there's anything we can help with — we want you to have a great stay!"

"Hi [Guest Name]! So sorry about the hot water — let's get this sorted. Please try resetting the water heater:

1. Find the water heater (usually in a closet or garage).
2. Look for a small black button labeled 'Reset'.
3. Press and hold for 10 seconds.

If that doesn't work, let us know immediately and we'll have someone out within the hour."

"Hi [Guest Name]! Great news — your unit is already cleaned and ready, so we'd be happy to have you check in early! Your access code will be active from [Time].

Enjoy your early arrival, and let us know if you need anything!"

"Hi [Guest Name]! Thanks for reaching out. Unfortunately we're not able to schedule mid-stay cleans at [Property Name] — we only offer cleans between guest stays to protect your privacy and belongings.

Fresh towels and essentials are available in the closet. We're happy to drop off anything you need — just ask!"

"Hi [Guest Name]! So glad you're exploring the area. Here are our personal favorites near [Property Name]:

☕ Coffee: [Recommendation 1]
🍽️ Dinner: [Recommendation 2]
🌮 Casual: [Recommendation 3]

Let us know if you'd like recommendations for anything else — we're locals and happy to help!"

"Hi [Guest Name], we've noted your report about [issue] and are treating this as a priority. Our maintenance team will contact you directly within [X] minutes to coordinate a fix.

In the meantime: [immediate workaround if available]. If the issue poses a safety concern, please contact us immediately at [Emergency Contact].

We apologize for the inconvenience and will keep you updated every step of the way."

"Hi [Guest Name]! Thank you for staying at [Property Name] — it was a pleasure hosting you. We hope you had an amazing time.

If you have a moment, we'd really appreciate a review on [Platform]. Your feedback helps us improve and helps other travelers find great places to stay.

We'd love to host you again — just search for [Property Name] for your next trip. Safe travels!"

"Hi [Guest Name], so sorry you're having trouble with the lock! Let's get this resolved right away.

For keyless entry: try pressing [specific buttons] firmly. If the code isn't working, wait 30 seconds and try again — sometimes the system needs a moment to reset.

If it's still not working, we have a backup key at [Location] — or we'll have someone there within 20 minutes. Just reply and we'll send help immediately."

"Hi [Guest Name]! You should have access to [Property Name] now — we're all set for your stay.

A few quick things:
✅ Check-in: access active now
📶 WiFi: [Network] / [Password]
🅿️ Parking: [Instructions]
❓ Questions: we reply within minutes

Enjoy your stay — we've prepared the place to be a home away from home. Don't hesitate to ask if you need anything!"

"Hi [Guest Name]! Thanks so much for reaching out. Unfortunately, we're not able to accommodate an early check-in at [Property Name] — we have cleaners finishing up between guests.

Your code will be active at [Check-in Time]. We're in the area and happy to be at the property within 10 minutes if anything comes up before then. Safe travels on your way!"

"Hi [Guest Name], this is [Host Name]. We've been made aware of an issue at [Property Name] involving [description]. Our house rules specifically prohibit [rule].

We understand things come up, and we want to work with you on this. Please correct the behavior by [Time] today, or we may need to involve [Platform] support per our hosting agreement.

We want you to enjoy your stay and would like to resolve this quickly. Please respond when you can."