Guest Messaging
WhatsApp Templates for Hotels: 12 Copy-Paste Messages
WhatsApp is where Indian guests actually read and reply — but a blank message box is where most hotels freeze. Below are twelve ready-to-use templates covering the whole guest journey, from booking confirmation to festival win-back. Copy one, replace the placeholders in {{ }} with your details, and send. They're starting points to make your own, not scripts to read robotically.
For the strategy behind these messages — which campaigns drive the most repeat revenue and how to capture guest numbers in the first place — start with our guide to WhatsApp marketing for hotels. This page is the practical companion: the actual messages.
The template library
Grouped by stage of the stay. Swap the {{placeholders}} for real values before you send.
Booking confirmation
Immediately after a direct booking is made.
Hi {{Guest name}}, your booking at {{Hotel name}} is confirmed! 🎉 Check-in: {{check-in date}} Check-out: {{check-out date}} Room: {{room type}} Booking ID: {{booking id}} Reply here anytime if you need anything before your stay. We can't wait to host you!
Payment / deposit link
When a deposit or prepayment is due to secure the booking.
Hi {{Guest name}}, to confirm your stay at {{Hotel name}} for {{check-in date}}, please complete the {{amount}} payment here: {{payment link}} You can pay by UPI, card or wallet — it takes under a minute. Your room is held until {{deadline}}.
Pre-arrival welcome
1–2 days before check-in.
Hi {{Guest name}}, we're looking forward to welcoming you to {{Hotel name}} on {{check-in date}}! 🙏 Check-in is from {{time}}. Here's how to reach us: {{directions link}} Would you like early check-in or an airport pickup? Just reply and we'll arrange it.
Upsell offer
1 day before arrival, when an upgrade or add-on is available.
Hi {{Guest name}}, one more thing before your stay — we have a {{room type}} with a lovely view free for your dates. Would you like to upgrade for just {{amount}} more per night? Happy to hold it for you. 😊
Online check-in link
On the morning of arrival, to skip the front-desk queue.
Good morning {{Guest name}}! To save you time at the desk, you can check in online here: {{check-in link}} Just add your details and ID, and your room key/details will be ready the moment you arrive. See you soon at {{Hotel name}}!
In-stay service opener
Sent shortly after check-in.
Welcome, {{Guest name}}! You're all settled in room {{room number}}. 🛎️ Need anything during your stay — extra towels, room service, late checkout? Just message us right here and we'll sort it out quickly. Enjoy your time with us!
Experience / F&B add-on
First evening of a leisure stay.
Hi {{Guest name}}, settling in nicely? 🌿 Our {{spa/restaurant}} has a slot free this evening at {{time}} — {{amount}} for {{detail}}. Reply YES and we'll reserve it for you.
Late checkout offer
Morning of departure, when the room isn't needed early.
Good morning {{Guest name}}! Heading out later today? We can hold your room until {{time}} for {{amount}} so you don't have to rush. Want me to arrange it?
Review request
A few hours after checkout.
Thank you for staying with us, {{Guest name}}! 🙏 It was a pleasure hosting you. If you have a moment, we'd love a quick review — it really helps our small hotel: {{review link}} Hope to welcome you back soon!
Service recovery
When a guest left unhappy or flagged an issue.
Hi {{Guest name}}, thank you for your honest feedback about {{issue}}. I'm sorry it fell short — that's not the experience we want for you. We've {{action taken}}. I'd love the chance to make it right on your next visit; please reach out to me directly at {{contact}}.
Festival / seasonal offer
2–3 weeks before a festival or long weekend.
Hi {{Guest name}}, the {{festival}} long weekend is filling up fast at {{Hotel name}}! 🪔 As a returning guest, book direct with us for {{offer}} — a rate you won't find on any travel site. Just reply BOOK and we'll hold your room. Reply STOP to opt out of offers.
Anniversary / birthday
On a returning guest's special date, if known.
Happy {{occasion}}, {{Guest name}}! 🎂 To celebrate, here's {{offer}} on a direct booking with {{Hotel name}}, valid this month. We'd love to host you again — reply here to book. Reply STOP to opt out of offers.
Four rules so you don't get blocked
Get opt-in first
Only message guests who booked or shared their number. A cold blast to bought numbers gets your account blocked fast.
Use approved templates for promos
Bulk promotional sends need pre-approved templates through the WhatsApp Business API. Transactional notes a guest expects are simpler.
Personalise every placeholder
Swap {{Guest name}}, {{date}} and {{link}} for real values. A generic “Dear Guest” message reads like spam and converts like it too.
Always offer an easy opt-out
Add “Reply STOP to opt out” on promotional messages. Respecting it keeps your open rates high and your number off the block list.
Make one template serve every guest
The magic isn't the wording — it's sending the right message automatically to the right guest at the right moment. A connected platform captures each guest's number at booking, fills in the placeholders from the reservation, and fires confirmations, review requests and festival campaigns on autopilot — so a single template quietly becomes thousands of personal, commission-free touchpoints. That's the difference between messaging a few rooms by hand and running guest messaging as a system.
Send these automatically, not by hand
- Captures every guest's number at booking
- Auto-fills placeholders from the reservation
- Confirmations & pre-arrival on autopilot
- Post-stay review requests
- Festival & win-back campaigns to your list
- Official Business API & templates handled
Keep reading
Turn guest messaging into repeat, commission-free bookings.
Frequently asked questions
Can I send these WhatsApp templates to any guest?
Only to guests who have opted in — for example, by booking with you or sharing their number. For promotional messages sent in bulk (like festival offers), you also need pre-approved templates through the WhatsApp Business API. Transactional messages a guest expects, like a booking confirmation, are more straightforward. Always include an easy way to opt out of marketing.
How do I personalise a WhatsApp template?
Replace the placeholders — {{Guest name}}, {{Hotel name}}, {{date}}, {{link}} — with the real details before sending. A booking platform does this automatically by pulling the values from each reservation, so a single template becomes thousands of personal messages without manual editing.
What is the best time to send a hotel WhatsApp message?
Match the send to the guest's journey: confirmation immediately after booking, a pre-arrival note 1–2 days before check-in, a review request a few hours after checkout, and win-back offers 2–3 weeks before a festival or long weekend while guests are still planning. Avoid late nights, and never message more than a couple of promotional times per season.
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