Never write a guest message from scratch again — a template system.

The 80/20 of guest messaging

Most guest messages cluster around the same 12 questions. The hosts who get out from under their inbox aren't the ones who reply faster — they're the ones who never write the same reply twice.

Here's the template system most operators settle on after their first year.

Pre-arrival (5 templates)

1. Booking confirmation + welcome. Sent automatically the moment a reservation lands. Sets expectations.
2. 48 hours out — practical info. Address, check-in instructions, parking, Wi-Fi.
3. Day-of arrival — final ping. "I'm around if you need anything. Lockbox code is 4729."
4. The early check-in request response. "Yes — for [property], early check-in from 1pm is available if the cleaner has cleared. I'll confirm by 11am the morning of."
5. The late check-out request response. Same shape, opposite direction.

During stay (3 templates)

1. The Wi-Fi password message. Auto-sent on check-in if the guest hasn't used the welcome book.
2. The maintenance acknowledgement. "Got it — sending the AC technician this afternoon between 2 and 4pm. Sorry for the trouble."
3. The recommendation request. "For dinner near the property: [3 places], pick whichever fits. Book through the app, my code gets you 10% off."

Post-stay (4 templates)

1. The check-out reminder. Sent the night before. Trash, towels, key drop.
2. The thank-you message. Sent within 24h of check-out. Asks for the review.
3. The post-stay direct-booking offer. Sent 30 days later. "Stay direct next time — 10% off, no fees."
4. The annual return-guest nudge. Sent on the anniversary of their stay.

What the AI does on top

These templates aren't a static phrasebook — they're a starting prompt for the AI co-host. When a message lands, the AI:

• Picks the right template for the intent
• Fills in the guest's name, dates, property-specific details
• Drafts in the guest's language, not English-then-translated
• Flags the 20% of messages that don't fit a template — refund requests, complaints, anything that needs you

Within two weeks of approving the AI's drafts, you'll stop writing replies from scratch. Within four weeks, the AI will sound enough like you that you'll trust it to send without checking.

The trick

The trick isn't the templates. It's that the templates are now in a place where the AI can use them — and a place where every new property you add inherits them on day one.