Templates for homestay hosts
WhatsApp check-in message templates for homestays
Most Malaysian homestay guests expect to hear from you on WhatsApp. These six copy-ready templates cover a booking from confirmation to review request, in English and Bahasa Malaysia. Replace the text in [square brackets] and send.
Last updated 20 October 2026
How to use these templates
- Copy, then fill in the brackets. Details like the address, access method and house rules differ for every property.
- Save them as WhatsApp quick replies (in WhatsApp Business) or as notes, so you are not retyping each time.
- Keep each message to one job. One question or one action per message is easier for a guest to answer.
- Use the guest’s name and the language they used. It reads as personal even when the rest is a template.
The six messages
1. Booking confirmation
Send as soon as the booking and deposit are confirmed.
Hi [Guest name], thank you for booking [Homestay name]! 🙏 Your stay: [check-in date] to [check-out date] ([nights] nights) Total: RM[total] Deposit received: RM[deposit] I will send the check-in details a few days before you arrive. Message me anytime if you have questions.
Hai [Nama tetamu], terima kasih kerana menempah [Nama homestay]! 🙏 Tempahan anda: [tarikh masuk] hingga [tarikh keluar] ([bilangan] malam) Jumlah: RM[jumlah] Deposit diterima: RM[deposit] Saya akan hantar maklumat daftar masuk beberapa hari sebelum anda tiba. Hubungi saya bila-bila masa jika ada pertanyaan.
2. Payment reminder
Send a few days before the balance is due. Keep the tone friendly and give one clear way to pay.
Hi [Guest name], a friendly reminder for your booking at [Homestay name] ([check-in date] to [check-out date]). Balance due: RM[amount due] by [due date]. Pay to: [bank name / DuitNow number], [account name] Please send the receipt here once done. Thank you!
Hai [Nama tetamu], peringatan mesra untuk tempahan anda di [Nama homestay] ([tarikh masuk] hingga [tarikh keluar]). Baki perlu dibayar: RM[baki] sebelum [tarikh akhir]. Bayar kepada: [nama bank / nombor DuitNow], [nama akaun] Sila hantar resit di sini selepas bayaran dibuat. Terima kasih!
3. Before arrival (2 to 3 days)
Confirm the plan and ask for their arrival time so you can prepare.
Hi [Guest name], we are looking forward to welcoming you at [Homestay name] on [check-in date]! Check-in is from [check-in time]. What time do you expect to arrive? Please also let me know how many guests are coming. I will send directions and access details on the day.
Hai [Nama tetamu], kami tidak sabar untuk menyambut anda di [Nama homestay] pada [tarikh masuk]! Daftar masuk bermula pukul [masa daftar masuk]. Pukul berapa anda dijangka tiba? Sila maklumkan juga bilangan tetamu yang akan datang. Saya akan hantar arah ke rumah dan maklumat akses pada hari ketibaan.
4. Arrival day: check-in details
Send the morning of arrival. Share door codes or key instructions only now, not weeks ahead.
Good morning [Guest name]! Your stay at [Homestay name] starts today. Address: [full address] Map: [Google Maps or Waze link] Check-in: from [check-in time] Access: [key box location / door code / host meets you] Wi-Fi: [network name] / [password] House rules: [one or two key rules, e.g. no smoking, quiet after 10 pm] Call or message me on [phone number] if you cannot find us.
Selamat pagi [Nama tetamu]! Penginapan anda di [Nama homestay] bermula hari ini. Alamat: [alamat penuh] Peta: [pautan Google Maps atau Waze] Daftar masuk: mulai [masa daftar masuk] Akses: [lokasi kotak kunci / kod pintu / tuan rumah menunggu] Wi-Fi: [nama rangkaian] / [kata laluan] Peraturan rumah: [satu atau dua peraturan penting, cth. dilarang merokok, senyap selepas 10 malam] Hubungi saya di [nombor telefon] jika anda sukar mencari kami.
5. Check-out reminder
Send the evening before or the morning of departure.
Hi [Guest name], I hope you are enjoying your stay! A quick reminder that check-out is by [check-out time] on [check-out date]. Before you leave, please: [switch off lights and air-conditioning / put rubbish in the bin outside / leave the key at [location]]. Thank you, and safe travels!
Hai [Nama tetamu], harap anda selesa menginap! Peringatan ringkas, daftar keluar sebelum [masa daftar keluar] pada [tarikh keluar]. Sebelum bertolak, sila: [tutup lampu dan penyaman udara / buang sampah di tong luar / tinggalkan kunci di [lokasi]]. Terima kasih dan selamat pulang!
6. Thank you and review request
Send the day after check-out, once the guest is home.
Hi [Guest name], thank you for staying at [Homestay name]. It was a pleasure to host you! If you enjoyed your stay, a short review would help other travellers a lot: [review link]. You are always welcome back.
Hai [Nama tetamu], terima kasih kerana menginap di [Nama homestay]. Seronok dapat menyambut anda! Jika anda selesa dengan penginapan ini, ulasan ringkas akan banyak membantu pelancong lain: [pautan ulasan]. Anda sentiasa dialu-alukan datang lagi.
Tips that prevent most check-in problems
- Ask for the arrival time before the day, so you are ready and can warn the guest about any waiting.
- Send a map link, not just an address. Many homestays are hard to find by street name alone.
- Share access details on the day. A door code sent weeks early is easy to lose and easy to misuse.
- Put your phone number in the arrival message and keep it reachable that day.
- Confirm every payment in writing and keep the receipt with the booking.
Send these from RumahTamu
RumahTamu keeps the check-in and payment-reminder messages next to each booking. On a booking, one tap opens WhatsApp to the guest’s number with the message already filled in, and you check it and press send. The same applies to the payment reminder for an amount still due.
You write the templates once in Settings, using these placeholders that fill in from the booking:
{guest_name},{unit}for the guest and the property{check_in},{check_out},{nights}for the dates{total}and{amount_due}for the money
The Free plan covers one property and up to 15 bookings per month.
Frequently asked questions
Should I send WhatsApp messages manually or use automation?
For a small homestay, a saved template that you review and send yourself is usually enough. It keeps the message personal and lets you adjust for each guest. Automation matters once you are handling many bookings a week.
When is the best time to send the check-in details?
The morning of arrival works well. Guests have the address and access details when they need them, and you avoid sharing door codes weeks in advance.
Should I write in English or Bahasa Malaysia?
Match the language the guest used when they first contacted you. If you host both local and international guests, keep an English and a Bahasa Malaysia version of each template.