WhatsApp is where most hotel bookings in India begin. A guest sends a message asking about availability. Another asks for a rate. A third wants to know about early check-in. How your hotel responds to each of these messages, and how quickly, determines whether those inquiries become confirmed direct bookings or end up on MakeMyTrip.
The problem is not that hotel teams do not care. It is that writing a good WhatsApp message under pressure, when three other messages are also waiting, is harder than it sounds. Responses end up too long, too vague, or missing the booking link entirely.
This guide gives you ready-to-use WhatsApp message templates for every stage of the hotel guest journey. Copy them, personalise them with your hotel details, and use them directly. For the broader strategy on how WhatsApp drives direct bookings, see our guide on how WhatsApp helps hotels get more direct bookings.
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Get My Audi ReportWhat Makes a Good Hotel WhatsApp Message
Before the templates, here is what separates a message that converts from one that gets ignored.
It is short. Guests read WhatsApp on a phone. A wall of text gets skimmed or skipped. The best hotel WhatsApp messages say exactly what is needed in 3 to 5 lines.
It answers the question first. Do not open with a greeting paragraph. Open with the answer to what the guest asked, then add the supporting detail.
It includes a next step. Every message should end with a clear action, a booking link, a request for dates, a confirmation button. A message without a next step starts a conversation that goes nowhere.
It arrives fast. BusinessofApps research on WhatsApp usage in India shows that response time is the single biggest factor in whether a WhatsApp conversation converts to a booking. Guests comparing hotels on WhatsApp book with the first one that replies clearly.
Category 1: Inquiry Response Templates
These are the most important messages your hotel sends. The guest has reached out for the first time. Your reply either starts a booking or loses it.
Template 1A - Availability inquiry with no dates given:
Hi [Guest Name], thanks for reaching out to [Hotel Name].
To check availability and share the best rate for you, could you let us know:
Check-in and check-out dates
Number of guests
Room preference (standard, deluxe, suite)
We will get back to you within a few minutes with availability and a confirmed rate.
Template 1B - Availability inquiry with dates given:
Hi [Guest Name], good news, we have availability for [dates].
Here is what we have for you:
Room: [Room Type]
Rate: ₹[Rate] per night (inclusive of [inclusions])
Cancellation: [Policy]To confirm your booking directly with us at the best rate, click here: [Direct Booking Link]
Let us know if you have any questions; we're happy to help.
Template 1C - General inquiry (no specific question):
Hi [Guest Name], welcome to [Hotel Name].
We are a [brief description - e.g., "boutique heritage hotel in Jaipur's old city, 10 minutes from Hawa Mahal"].
What dates are you looking at? We will check availability and share our best direct rate right away.
Category 2: Rate Quote Templates
When a guest asks for a rate, the reply needs to be specific, clear, and easy to act on.
Template 2A - Direct rate quote:
Hi [Guest Name], here is the rate for your stay:
Dates: [Check-in] to [Check-out] ([X] nights)
Room: [Room Type]
Rate: ₹[Total Amount] for the full stay
Includes: [Breakfast / WiFi / Airport Transfer / etc.]
Cancellation: Free cancellation up to [X] days before check-inBook direct and get the best rate guaranteed: [Direct Booking Link]
Want me to hold this rate for you for 24 hours?
Template 2B - Rate comparison (when guest mentions OTA price):
Hi [Guest Name], we can match and beat that rate when you book direct.
Direct booking rate: ₹[Rate]
Plus: [Additional perk, e.g., "complimentary early check-in" or "free airport transfer"]The OTA rate does not include these benefits. Book here and we handle everything directly: [Booking Link]
Want these templates sent automatically by your hotel's WhatsApp agent?
See how the Apycue WhatsApp agent replies to every inquiry instantly, 24 hours a day.
See How the WhatsApp Assistant WorksCategory 3: Booking Confirmation Templates
Once a booking is made, the confirmation message sets the tone for the guest's experience.
Template 3A - Booking confirmation:
Hi [Guest Name], your booking at [Hotel Name] is confirmed.
Check-in: [Date] from [Time]
Check-out: [Date] by [Time]
Room: [Room Type]
Booking Reference: [Reference Number]A few things to know:
Parking: [Details]
Breakfast: [Timing and location]
Early/late check-in: Message us and we will do our best
Looking forward to welcoming you. Message us any time if you need anything before your arrival.
Category 4: Follow-Up Templates for Guests Who Go Quiet
Most hotels send a quote and then do nothing when the guest goes silent. A single polite follow-up recovers a meaningful percentage of warm leads.
Template 4A - Follow-up after quote (send 2 to 4 hours later):
Hi [Guest Name], just checking if you had any questions about the room or rate we shared.
Happy to hold your dates for another 24 hours if you are still deciding. Just let us know.
Book directly here for the best rate: [Booking Link]
Template 4B - Follow-up after no response (send next day):
Hi [Guest Name], we wanted to check if you are still planning your trip to [City].
We have limited availability for [dates], happy to hold your room if you would like to confirm. Any questions, just ask.
Category 5: Pre-Arrival Templates
A pre-arrival message sent 24 to 48 hours before check-in reduces front desk questions and improves the guest experience.
Template 5A - Pre-arrival message:
Hi [Guest Name], we are looking forward to welcoming you tomorrow.
A few details for your arrival:
Check-in from: [Time]
Address: [Address with Google Maps link]
Parking: [Details]
Contact on arrival: [Phone Number]
Is there anything we can arrange for you before you arrive, airport transfer, early check-in, or anything else?
Category 6: Post-Stay Review Request Templates
Asking for a Google review within 24 hours of checkout converts significantly better than asking at checkout or not asking at all.
Template 6A - Post-stay review request:
Hi [Guest Name], thank you for staying with us at [Hotel Name]. It was a pleasure having you.
If you enjoyed your stay, we would be very grateful for a Google review, it takes less than a minute and means a lot to our small team.
Leave a review here: [Google Review Link]
Hope to see you again soon.
For the full guide on getting more Google reviews, see our post on how to get more Google reviews for your hotel.
Category 7: Past Guest Re-Engagement and Campaign Templates
These messages go to guests who have stayed before. They are the highest-converting WhatsApp campaigns available to any hotel because the audience already trusts the property.
Template 7A - Festival/seasonal campaign:
Hi [Guest Name], it has been a while since your last stay with us at [Hotel Name].
We are offering a special returning guest rate this [Diwali / summer / monsoon season]: ₹[Rate] per night with [inclusions].
Book before [date] to lock in this rate: [Direct Booking Link]
Hope to see you back soon.
Template 7B - Low season offer:
Hi [Guest Name], [Month] is one of our favourite times at [Hotel Name], quieter, cooler, and great rates.
We have put together a special package for returning guests: [Package details].
Interested? Book here or just reply and we will sort it out: [Booking Link]
Template 7C - Generic returning guest nudge:
Hi [Guest Name], hope you have been well. We have been making some changes at [Hotel Name] since your last visit, [brief mention of new amenity or update].
Would love to have you back. Here is a small returning guest discount for your next stay: [Code or rate].
Book direct here: [Link]
For the complete WhatsApp marketing strategy, see our guide on how to use WhatsApp for hotel marketing.
Want these campaigns running automatically for your hotel?
Share your details and the Apycue team will show you how the WhatsApp agent handles every message automatically.
Talk to the Apycue TeamWhat to Avoid in Hotel WhatsApp Messages
Too long. If your message takes more than 30 seconds to read, most guests will not read it fully. Keep every message focused on one thing.
No booking link. Every message that involves a rate or availability should include a direct booking link. A message that ends with "let us know if you want to book" loses the conversion to the OTA that is one tap away.
Generic greetings. "Thank you for contacting us. We are happy to assist you today." Delete this. Get to the answer in the first line.
Sending too late. A reply that arrives 6 hours after the inquiry is almost never a booking. The guest moved on within 30 minutes. Speed is the most important variable in WhatsApp booking conversion.
Forgetting to follow up. Most inquiries do not convert on the first message. One polite follow-up 2 to 4 hours after a quote goes unanswered recovers a meaningful percentage of warm leads.
How Apycue's WhatsApp Agent Sends These Automatically
Writing these messages once is manageable. Sending the right one at the right time, instantly, 24 hours a day, to every guest regardless of when they message, is what most hotel teams cannot sustain manually.
Apycue's WhatsApp agent handles this automatically. It responds to every inquiry instantly using your hotel's specific rates, room types, and policies. It sends follow-ups when a guest goes quiet. It routes high-intent conversations to your team. And it runs past guest campaigns on a calendar you configure once.
Everything works alongside your existing PMS. No replacement required. The WhatsApp layer sits on top of what you already have and runs the conversations your team does not have time to handle manually. For the full guide on how it works, see our guide on the WhatsApp agent for hotels.
For the complete direct booking strategy that WhatsApp supports, see our guide on how to reduce OTA dependency and grow direct bookings.
Frequently Asked Questions
The best inquiry response template answers the guest's question in the first line, includes the rate and inclusions clearly, and ends with a direct booking link. Keep it under 5 lines. Templates 1B and 2A above are the highest-converting formats for most independent hotels in India.
Within 5 minutes during business hours. After hours, an instant automated reply is significantly better than making the guest wait until morning. Guests comparing hotels on WhatsApp book with the first one that replies clearly and quickly. A 6-hour delay almost never results in a booking.
Yes, always. Every message that involves a rate, availability, or confirmation should include a direct booking link. A message without a link sends the guest back to an OTA to complete the booking.
Send a single polite follow-up 2 to 4 hours after the quote. Keep it brief: acknowledge they may still be deciding, offer to hold the dates, and include the booking link again. Do not send more than two follow-ups total.
Yes. Apycue's WhatsApp agent sends inquiry responses, rate quotes, follow-ups, pre-arrival messages, post-stay review requests, and past guest campaigns automatically using your hotel's specific rates and policies. Everything runs 24 hours a day without manual effort from the hotel team.
Want These WhatsApp Templates Running Automatically for Your Hotel?
Talk to the Apycue team and find out how the WhatsApp agent handles every inquiry, follow-up, and past guest campaign automatically for your property.
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