Hotel Check-In Reminder WhatsApp Templates
A hotel check-in reminder is the message sent the day before arrival with the check-in time, the address, what ID to carry, and anything still outstanding. It exists because most problems at a front desk were entirely preventable the previous evening — a wrong date, a missing ID, an unpaid balance, an arrival at 2 am that nobody told the night manager about. WhatsApp is where a guest already in transit will actually read it, and where they can reply in one line.
Meta billing category
Templates on this page are typically approved as Utility, billed at ~₹0.115 per message (India).
Transactional — tied to an order, account, or appointment the customer already has. Cheapest category. Adding promotional lines risks Meta reclassifying it as Marketing at ~7.5x the cost.
Copy-ready templates
Replace the {{placeholders}} with your platform’s variables before submitting to Meta for approval.
1. Day-before reminder
See you tomorrow, {{name}}. 🏨 {{hotel_name}} Booking ref: {{booking_ref}} Check-in: {{checkin_date}}, from {{checkin_time}} Room: {{room_type}} for {{guest_count}} guests 📍 {{hotel_address}} Directions: {{map_link}} Please carry a government photo ID for each adult guest — we are required to see it. Anything you need, reply here or call {{hotel_phone}}.
Best for: Evening before arrival. The ID line alone prevents most of the friction that happens at the desk.
2. Online pre-check-in
Hi {{name}}, skip the queue tomorrow. ✅ Complete your check-in online in 2 minutes — ID, guest details, and signature: {{precheckin_link}} Booking ref: {{booking_ref}} Arrival: {{checkin_date}}, from {{checkin_time}} Done it? Your key will be ready when you walk in.
Best for: Properties with an online check-in flow. Guests who pre-check-in are also the ones who arrive on time.
3. Balance due before arrival
Hi {{name}}, one thing before you travel. Booking {{booking_ref}} at {{hotel_name}} has a balance of ₹{{balance_amount}} due at check-in. Clear it now by UPI and walk straight to your room: {{upi_link}} Happy to take it at the desk instead — this is only to save you the wait.
Best for: The evening before arrival on any part-paid booking. Softly worded, and it clears most balances before the guest lands.
4. Late arrival confirmation
Hi {{name}}, we have you arriving late on {{checkin_date}} — after {{late_arrival_time}}. Your room is held all night; it will not be released. Reception is staffed 24 hours. If you land later than expected, just message here — no need to call, and no need to worry. Booking ref: {{booking_ref}} | {{hotel_phone}}
Best for: Red-eye and late-flight arrivals. The reassurance that the room is held is the whole point of the message.
5. Early check-in request
Hi {{name}}, about the early check-in you asked for. Standard check-in is {{checkin_time}}. We can confirm early check-in from {{early_checkin_time}} on {{checkin_date}} — {{early_checkin_status}}. If the room is not ready when you land, we will hold your luggage and you are welcome to use the lobby and breakfast area. Booking ref: {{booking_ref}}
Best for: Any guest who asked for an early room. Committing only to what you can actually deliver, and saying what happens if you cannot.
6. Arrival day — room is ready
Your room is ready, {{name}}. 🏨 Room {{room_number}}, {{room_type}} Booking ref: {{booking_ref}} Come to reception whenever you arrive — we will have your key waiting. Breakfast: {{breakfast_hours}} Wi-Fi password will be in your welcome card.
Best for: Arrival morning, once housekeeping has actually released the room. Send it only when it is true.
What each variable means
These 18 placeholders appear in the templates above. Map each one to the matching field in your WhatsApp platform before you submit for approval.
| Variable | What to put in it |
|---|---|
{{name}} | The customer's first name. |
{{hotel_name}} | Name of the property, as the guest booked it. |
{{booking_ref}} | Your booking reference, exactly as the front desk will search for it. |
{{checkin_date}} | Date the guest arrives. |
{{checkin_time}} | Standard check-in time at the property. |
{{room_type}} | Room category booked — Deluxe, Suite, Twin, and so on. |
{{guest_count}} | How many guests the booking covers. |
{{hotel_address}} | Replace with the hotel address for this message. |
{{map_link}} | Map or directions link. On the day, this is the thing people need most. |
{{hotel_phone}} | The property's reception number, for anything urgent on arrival. |
{{precheckin_link}} | Replace with the precheckin link for this message. |
{{balance_amount}} | Amount still outstanding. |
{{upi_link}} | UPI deep link or gateway-hosted payment page. Generate one free at watease.com/tools/upi-payment-link-generator. |
{{late_arrival_time}} | Replace with the late arrival time for this message. |
{{early_checkin_time}} | Replace with the early checkin time for this message. |
{{early_checkin_status}} | Replace with the early checkin status for this message. |
{{room_number}} | The allotted room number. Send it only once housekeeping has released the room. |
{{breakfast_hours}} | Replace with the breakfast hours for this message. |
Frequently asked questions
When should the check-in reminder go out?
The evening before arrival, around 6–8 pm, when the guest is packing and can still act on it. A morning-of message is too late to fix a missing ID or an unpaid balance, and a message sent a week ahead will have been forgotten. If the guest is arriving on a long-haul flight, send it before they board — it may be the last thing they read for ten hours.
Is a check-in reminder Utility or Marketing?
Utility. It relates to an existing booking, so it is billed at roughly ₹0.115 per message in India rather than about ₹0.8631 for a Marketing send. Resist the temptation to attach a spa or restaurant offer to it — that promotional line is what turns a ₹0.115 message into a ₹0.8631 one, on the message you send to every arriving guest.
Related template sets
- Hotel Booking Confirmation WhatsApp TemplatesA hotel booking confirmation is the message that tells a guest their room is held — with the booking reference, the dates, the room type, the number of guests, and the property's phone number. WhatsApp beats email for this because a confirmation buried in an inbox is useless at a reception desk at 11 pm with no data pack; a WhatsApp thread is right there, offline, in the chat the guest already has open. Send it within seconds of the booking, and send it again the day before arrival.
- Airport Transfer Update WhatsApp TemplatesAn airport transfer update tells a traveller who is picking them up, in which car, and where to stand — with the driver's name, the vehicle number, and a phone number. It is a small message that carries an outsized amount of stress: a traveller in an unfamiliar arrivals hall, phone nearly dead, scanning a wall of name-boards. WhatsApp is where they can find it in one scroll, offline. Send it the moment the driver is assigned, and again when the driver is at the pickup point.
- Booking Payment Confirmation WhatsApp TemplatesA booking payment confirmation tells a traveller that their money has landed — the amount, the reference, and what is now confirmed because of it. It is the message that stops the anxious "has my payment gone through, is my room actually held?" call, and in travel that anxiety is acute because the amounts are large and the trip is months away. Send it the second the payment settles, with the booking reference, and pair every outstanding balance with a UPI link so it can be cleared in one tap.
- Post-Stay Feedback WhatsApp TemplatesA post-stay feedback message asks a departing guest one question about their stay, in the chat they already have open, where replying costs a single tap. Ask one question, not a survey: a WhatsApp rating request gets a reply from a large share of guests, and a ten-question form gets a reply from almost none. The rule that matters most is what you do with the answer — a happy guest gets invited to review publicly, and an unhappy one gets a private conversation with a human before they ever reach a review site.
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