Replies for hotel early check-in requests

Step 1: Write the three replies

Decide your hotel's own rule first: the earliest time you can offer, whether you keep bags, and whether early check-in has a charge. The replies below are examples, so change every [placeholder].

Good news, [guest name]. Your room is ready.
Come to the desk when you arrive and we will check you in.

Thank you, [guest name]. Your room is not ready yet.
You are welcome to leave your bags with us at the desk.
We will message you here as soon as it is ready.

Thank you for asking, [guest name].
We cannot offer early check-in today. The earliest is [time].
We are happy to keep your bags at the desk until then.

If early check-in has a charge at your hotel, say so in your own words in the reply. Do not promise a time you cannot keep.

Step 2: Save them as WhatsApp quick replies

If WhatsApp Business is not set up yet, start with Auto-replies for hotel WhatsApp.

1. Open the Tools tab and tap Quick replies (in older versions: Settings, then Business tools).
2. Tap Add (the plus sign).
3. Paste the first reply into Message.
4. Set the Shortcut, for example ready, so it appears as /ready.
5. Tap Save.
6. Repeat with notyet and nottoday as example shortcuts for the other two replies.

To send one, open the guest's chat and tap Message. Type / and pick the reply you need, or tap Attach, then Quick reply. It appears in the message field, so change [guest name] and [time], then send.

WhatsApp's help page covers quick replies in full if your menu looks different.

Step 3: Save them as Gmail templates

Gmail templates work only on a computer, per Google's help page.

1. Open Settings, See all settings, Advanced.
2. Next to Templates click Enable, then Save Changes.
3. Click Compose and paste the first reply.
4. Open More options, Templates, Save draft as template, Save as new template, and name it, for example "Early check-in: ready".
5. Repeat for the other two replies.

To use a template, open the compose window, then More options, Templates, and choose the template under Insert template. Edit the placeholders and send.

Google's page describes inserting a template in a new message. Try it once in a reply to a guest email before relying on it. Our Gmail enquiry guide uses the same templates for booking enquiries.

Step 4: Answer each request the same way

1. Check the room first, in your PMS or with housekeeping.
2. Pick the reply that matches.
3. For "not yet", note the guest and room on your handover or desk list, so whoever is on shift sends the ready reply once the room is ready. The "Ready now" reply works as that follow-up message.
4. Keep a copy of the three replies outside WhatsApp, since a deleted quick reply cannot be recovered.

The welcome message from our welcome guide can follow once the guest checks in.

Details and limits

Checked on 2026-10-31. WhatsApp and Gmail move menus between versions, so look for the same words if yours differ.

What it does

Every early check-in request gets one of three clear answers in the same words, whoever is on shift. It is built into free apps.

What it can't do

It does not check room status. Saved replies do not send by themselves: a person picks the chat and sends. It does not message the guest when the room becomes ready, so someone on shift has to. It does not fill in the guest's name or the time.

Limits

• Up to 50 quick replies, per the WhatsApp help page.
• The app also adds default quick replies from the business profile to the same / list.
• Gmail templates work only on a computer.
• A deleted quick reply or template cannot be recovered, per both help pages.

When this stops being enough

When the answer should come from live room status, or the "room is ready" message should go out by itself as soon as housekeeping finishes, saved replies are no longer enough.

Read how the no-build-fee model works.

Sources

1. How to use quick replies (WhatsApp Help Center)
2. Create a template in Gmail (Gmail Help)

Related guides

• Hotel welcome and checkout message templates
• Auto-acknowledge hotel enquiries in Gmail
• Auto-replies for hotel WhatsApp, set up free