Pre-arrival

WhatsApp template: how to reach the apartment

Precise directions reduced to a 1-2 minute read, with public transport times and real taxi costs, is one of the most appreciated contents for international guests who don't speak Italian. Sent 24-48 hours before arrival together with the check-in message, it cuts in-transit questions by 50% ("I'm at the station, what do I do?"). Three variants: from airport, from main station, by car from highway.

When to send

When to send: with the check-in message, 24-48 hours before arrival. Adapt the variant based on guest's travel info (if they asked about airport → send that one; if you don't know → send all three).

3 ready-to-copy templates

Three tone variants. Pick the closest match to your style, or use them as a baseline to personalise.

Placeholders like {{guest_name}} are intentionally left visible — replace them with your data before sending.

1From airport

Hi {{guest_name}}, here's how to reach {{apartment_name}} from {{airport_name}}.

🚆 By train: airport-central station shuttle every 30 min, €{{train_price}}, takes {{train_duration}} min. From central station {{station_to_apartment_instructions}}.

🚌 By bus: line {{bus_number}} from arrivals terminal, €{{bus_price}}, takes {{bus_duration}} min, stops at {{final_stop}} 5 min walk from apartment. Frequency every {{bus_frequency}} min.

🚕 By taxi: official rank at arrivals exit, fixed price €{{taxi_price}} to city center, takes {{taxi_duration}} min with normal traffic.

🚗 By car: highway A{{highway_number}}, exit {{exit}}, parking at {{recommended_parking}} (see parking message for details).

Best choice for evening arrival is taxi (no risk of transport schedules). For morning arrivals, train is faster and cheaper.

2From main station

Hi {{guest_name}}, from when you arrive at {{station_name}} to reach {{apartment_name}}:

🚶 On foot: {{walk_duration}} min, easy route through {{main_street}}. Map: {{walking_google_maps_link}}

🚇 By metro: line {{metro_line}} towards {{direction}}, get off at {{metro_stop}}, then 3 min walk. Ticket €{{metro_price}}, valid 90 minutes.

🚕 By taxi: rank in front of {{station_exit}} exit, average cost €{{taxi_price}}, takes {{taxi_duration}} min.

🚌 Bus: line {{bus_number}} from the square, stops at {{bus_stop}} 2 min from apartment. €{{bus_price}}.

If you have heavy luggage I recommend taxi. On foot is pleasant if you travel light and enjoy walking.

3By car (from highway)

Hi {{guest_name}}, driving directions to {{apartment_name}}.

🛣️ From north (A{{highway_north}}): exit {{exit_north}}, continue for {{km_north}} km on {{road_north}} to city center.

🛣️ From south (A{{highway_south}}): exit {{exit_south}}, continue for {{km_south}} km on {{road_south}}.

🗺️ Once in the city, use Google Maps directly with this destination: {{full_address}} → {{google_maps_link}}

⚠️ WARNING: the apartment {{is_in_ztl_or_not}}. See parking message for full instructions on where to stop.

⛽ Nearest 24/7 gas station: {{gas_station_name}} at {{gas_station_address}}, 2 km away.

Practical tips

  • 1Always include public transport and taxi prices: foreign guests have no way to estimate them. "Train €4" is much more useful info than "train available".
  • 2If there are tourist traps (unofficial taxis, currency exchange scams in stations), warn explicitly. This info saves the guest and conveys competence.
  • 3Link Google Maps with pre-filled directions from station/airport to your apartment — don't leave it to the guest to type the address.

Frequently asked questions

Do I need to update the template every year?+

Public transport prices change: update at least once a year. Metro and bus lines sometimes change numbering: verify at least once per season. Everything else (stations, airports) stays stable for years.

What if the guest arrives by a non-standard means (RV, motorcycle, private shuttle)?+

Add a fourth ad-hoc template if you receive recurring requests — e.g. if you have a tourist apartment near a cruise port, add 'from cruise terminal'. For sporadic cases, reply manually.

How important is the 'walking' option in the template?+

Very. 30% of European guests in Italian historic centers choose to walk if distance is under 1.5 km with light luggage. Mentioning it signals sustainability and familiarity with the area.

Want to automate the non-template replies too?

Verto AI handles guest conversations for you, in 25+ languages.

Templates cover predictable cases. For everything else — unexpected questions, photo attachments, voice notes, different languages — Verto AI replies on its own, understands context, and keeps the tone you set.