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Hotel welcome and checkout message templates

A welcome and a checkout message ready to send in two taps from WhatsApp Business, with templates to copy. About 10 minutes.

3 min read · Checked

Step 1: Fill in the welcome message

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

Welcome message template
Hello [guest name], welcome to [hotel name].
Wi-Fi: [network name], password [password]
Breakfast: [hours] in [place]
Checkout: by [time]
Need anything? Reply here or call the desk on [number].
  1. Replace [hotel name], [network name], [password], [hours], [place], [time] and [number] with your hotel's fixed details now. These are the same for every guest, so you only fill them in once.
  2. Leave [guest name] in place. You change that one in the chat for each guest.

Step 2: Fill in the checkout message

This message goes out on the morning of departure.

Checkout message template
Good morning [guest name]. Checkout today is by [time].
Need more time? Ask the desk about late checkout.
Please leave your key [where to leave it].
Thank you for staying with us. Reply here if you need anything.

Keep the rule on late checkout as "ask the desk", so the message never promises a room you may not have.

Step 3: Save both as quick replies

  1. Open the Tools tab and tap Quick replies (in older versions: Settings, then Business tools).
  2. Tap the Add button (the plus sign).
  3. Paste the welcome message into Message.
  4. Set the Shortcut to welcome so it appears as /welcome.
  5. Tap Save.
  6. Repeat for the checkout message with the shortcut checkout.

WhatsApp's help page says the app stores up to 50 quick replies, and a deleted quick reply cannot be recovered. Keep a copy of both texts outside WhatsApp, for example in a shared note the front desk can open.

Step 4: Send them in two taps

  1. Open the guest's chat.
  2. Type / in the message field and pick /welcome (or tap Attach, then Quick reply).
  3. The text appears in the message field, so change [guest name] and send.

Repeat with /checkout on the morning the guest leaves.

By email or SMS: paste the same text from your saved copy into an email or SMS. Replace "Reply here" with however the guest should reach you if needed.

Details and limits

Checked on 2026-10-28. WhatsApp moves menus between app versions, so look for the same words if yours differ.

What it does

Every guest gets the same answers to the questions they ask the desk most, in the same words, whoever is on shift. It is built into the free app.

What it can't do

Quick replies do not send by themselves. A person opens each chat and sends. It does not know who checked in or who leaves today, and it does not fill in the guest's name. If the Wi-Fi password or breakfast hours change, edit the quick reply and your saved copy.

Limits

  • Up to 50 quick replies, per WhatsApp's help page.
  • Media in quick replies works on the phone but not on WhatsApp Web or Desktop, per the same help page.
  • The app also creates default quick replies from your business profile, such as hours and address, and these show in the same / list.

When this stops being enough

When the welcome or checkout message should go out by itself at check-in or on the morning of departure, change by room type or language, or come from the booking itself, a quick reply is no longer enough.

Read how the no-build-fee model works.

Sources

  1. How to use quick replies (WhatsApp Help Center)
  2. WhatsApp Business app: what you get (WhatsApp for Business)

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