Pre-arrival

WhatsApp template: pre-arrival house rules

House rules sent via WhatsApp 48 hours before arrival are read in 90% of cases (vs 30% for those in the Airbnb listing). A well-crafted template communicates rules without sounding like a list of bans — that's the difference between a guest who respects them and one who ignores them outright. Three variants: warm tone (single host), operational tone (multi-apt), vacation tone (groups/families).

When to send

When to send: 48-72 hours before check-in, never together with the check-in message (which must be operational only). Rules sent at the time of arrival don't get read: the guest wants to enter, not read prohibitions.

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.

1Warm (single host)

Hi {{guest_name}}, a few small things to know before your arrival at {{apartment_name}}. Nothing complicated, just guidance that helps me keep the apartment welcoming for everyone.

🚭 Smoke-free apartment: if you want to smoke you can on the balcony, but please leave the glass/ashtray out of sight when you go out (neighbors are attentive).

🐕 Pets: previous guests brought their dog without issues, it's allowed. Only, if you have one, please don't let them on the bed (clean sheets for the next).

🎉 Parties / events: better not — building is residential and sound carries a lot. Friends over for dinner until 10 PM no problem, beyond that better outside.

🔇 Quiet after 11 PM: sensitive neighbors. TV low, no loud music.

🗑️ Recycling: there's a sheet on the fridge explaining how it works, it's simple.

Thanks and see you soon!

2Operational (multi-apt)

Good morning {{guest_name}}, some information about rules at {{apartment_name}}:

• Do not smoke inside or on the balcony (smoke detectors + neighbors).
• Pets: not allowed in this unit.
• Maximum {{max_guests}} guests — extra guests must be authorized in advance.
• Quiet hours 10 PM to 8 AM (building regulations).
• Mandatory recycling, instructions in the printed guide in the apartment.
• Thermostat max {{max_temperature}}° (building energy savings policy).
• Don't move furniture or paintings.

For emergencies: {{emergency_number}} (24/7).

For practical info (Wi-Fi, restaurants, parking) you'll find everything in the digital guide we'll send with check-in. Safe travels.

3Family/group vacation

Hi {{guest_name}}, a few things to know before your arrival. The house is large, perfect for groups and families, but there are some practical things to share:

👨‍👩‍👧‍👦 Children: yes, completely kid-friendly. Stair gates on the floor, high chair in kitchen, crib in the small room. Need a changing table? just ask.

🏊 Pool (if applicable): always supervise children, no lifeguard. Pool towels in the big bathroom closet.

🐶 Pets: dogs welcome! We just ask: clean the garden if they use it, don't leave them alone barking (neighbors have small kids).

🎉 Dinners/aperitifs: no problem, it's a vacation experience. Just music off by 11 PM and outdoor noise limited (residential neighborhood).

🚭 Smoke: only outside (garden/terrace), please.

Our house manager {{manager_name}} is available on WhatsApp for anything: {{manager_number}}. Have a great vacation!

Practical tips

1Soften rules with 'why'. 'Sensitive neighbors after 10 PM' is better than 'No noise after 10 PM'. Explained rules get respected; imposed rules get ignored.
2If you have specific building constraints (heating hours, strict pet bans, etc.) declare them in writing. In case of issues, you have documentation that rules were communicated in advance.
3For groups and families, avoid operational tone: they'll perceive the house as 'under surveillance'. Homey tone ('kid-friendly') doubles 5-star review probability even when there are inconveniences.

Frequently asked questions

Should I repeat rules already written in the Airbnb listing?+

Yes, always. Rules in the listing are read by 30% of guests; those in WhatsApp by 90%. The duplicate isn't redundant: it's the real effective communication channel.

Can I add rules not present in the listing?+

Only if not significantly restrictive. 'Don't move furniture' you can add because it's common sense. 'No smoking' if it wasn't in the listing can be problematic — the guest could contest. For important rules, always first in the Airbnb listing, then reinforce via WhatsApp.

How to handle a guest ignoring rules?+

First strike: courteous message ('Just reminding you...'). Second strike: firm message + contact Airbnb support if necessary. Never escalate directly — you always lose in post-stay through negative reviews. All communication must stay in documented chat.

Related templates

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