These are 20 WhatsApp messages a hotel front desk sends again and again, from the first enquiry to the review request, each in English, Spanish and Arabic. Copy one, replace the words in {braces}, and send it from your normal WhatsApp number; there is nothing to submit to WhatsApp for approval.
Spun puts your whole front desk on the hotel's existing WhatsApp number in one shared inbox, where anyone inserts these texts as quick replies by typing "/". It runs on a flat monthly plan with team members free and a free trial, and it needs no Business API approval and no new number.
They are ordinary messages, not WhatsApp Business API templates, so they work in the WhatsApp Business app, on the front-desk phone or in a shared inbox such as Spun. They follow the order of a stay: before arrival, arrival day, the stay itself, check-out and after the stay.
How to use these texts
- Replace every word in {braces} before you send, for example {check_in_time} with 15:00. Read the message once more after replacing; a forgotten brace looks careless.
- Use the guest's name where the text has {name}. In Spun you can write {{first_name}} instead, and Spun fills it in from the contact when you insert the text.
- Keep each text in one language. Pick the version that matches the language the guest wrote in.
- Adjust the wording to your hotel. A guesthouse and a resort should not sound the same, and the guest should feel a person wrote it.
- Emojis in the lists help a guest find the address or the Wi-Fi password at a glance. Remove them if they do not suit your hotel.
Save them once, send them in seconds
Typing the same check-in steps twenty times a week is where most front-desk time goes. Save each text once and insert it when needed.
In Spun these become quick replies: your own saved texts, which anyone on the team inserts by typing "/" in the empty message box. Give each language its own title, such as "Check-in EN" and "Check-in ES", to keep separate sets per language or per property. When a hotel sets Spun up, the setup wizard prepares a travel starter pack of six quick replies in English, Spanish and Arabic; texts 3, 5, 8, 16 and 18 below come from that pack.
Quick replies are not WhatsApp Business API message templates. They are messages you send yourself from your own number, so nothing needs approval from WhatsApp.
Sending at the right moment
Timing matters as much as wording. A check-in message at 23:00 the night before is a nuisance; at 18:00 it is helpful. Write the message when you have the details, and schedule it for the right hour.
In Spun you schedule a message from the guest's chat with the clock icon next to the send button. Each schedule is one message, set by hand from that chat: it is not a bulk drip, and Spun does not read arrival dates from your booking system. With Human Cadence on, a scheduled message may leave a few minutes late, never early.
Related: Automated check-in messages · Booking confirmations and reminders
1. Reply to a booking enquiry
When a guest asks about dates and rooms. Send your own booking link; the booking itself stays on your booking page.
Hello {name}, thank you for your message. For {dates} we have a {room_type} available at {rate} per night. {breakfast_note} You can book directly here: {booking_link}. If you have any questions, write to us here.Hola {name}, gracias por su mensaje. Para {dates} tenemos disponible una {room_type} a {rate} por noche. {breakfast_note} Puede reservar directamente aquí: {booking_link}. Si tiene alguna pregunta, escríbanos aquí.مرحباً {name}، شكراً لرسالتكم. للفترة {dates} لدينا {room_type} متاحة بسعر {rate} لليلة. {breakfast_note} يمكنكم الحجز مباشرة من هنا: {booking_link}. لأي سؤال، راسلونا هنا.2. Booking confirmation
Right after the booking is made, so the guest has the key details in the chat they will use to reach you.
Thank you, {name}. Your booking is confirmed:
📅 {check_in_date} to {check_out_date}
🛏️ {room_type}, {guests} guests
🔖 Booking reference: {reference}
We look forward to welcoming you. If anything changes, reply here.Gracias, {name}. Su reserva está confirmada:
📅 Del {check_in_date} al {check_out_date}
🛏️ {room_type}, {guests} huéspedes
🔖 Referencia de la reserva: {reference}
Esperamos recibirle pronto. Si algo cambia, responda aquí.شكراً {name}. تم تأكيد حجزكم:
📅 من {check_in_date} إلى {check_out_date}
🛏️ {room_type}، عدد الضيوف {guests}
🔖 رقم الحجز: {reference}
نتطلع لاستقبالكم. إذا تغير أي شيء، راسلونا هنا.3. Deposit reminder
When a deposit is due. Put your own payment link or bank details in {payment_details}; never ask for card numbers in the chat.
Hello! To hold your booking for {date} we need the deposit of {amount} by {due_date}. Payment details: {payment_details}. Once it arrives we will send you a confirmation. Any questions, we are here.¡Hola! Para mantener su reserva del {date} necesitamos el depósito de {amount} antes del {due_date}. Datos de pago: {payment_details}. En cuanto lo recibamos le enviaremos la confirmación. Para cualquier pregunta, aquí estamos.أهلاً بكم! لحجز إقامتكم بتاريخ {date} نحتاج إلى العربون بقيمة {amount} قبل {due_date}. بيانات الدفع: {payment_details}. عند وصوله سنرسل لكم التأكيد. لأي سؤال، نحن هنا.4. Cancellation confirmation
When a guest cancels. Put your refund or fee wording in {refund_note}, and keep the tone warm: they may book again.
Your booking for {dates} is cancelled, as you asked. {refund_note} We are sorry not to see you this time and hope to welcome you another time.Su reserva para {dates} queda cancelada, tal como nos pidió. {refund_note} Sentimos no recibirle esta vez y esperamos poder hacerlo en otra ocasión.تم إلغاء حجزكم للفترة {dates} بناءً على طلبكم. {refund_note} يؤسفنا ألا نستقبلكم هذه المرة، ونأمل أن نرحب بكم في وقت آخر.5. Before you arrive
A few days or the evening before arrival. In Spun you can schedule it from the guest's chat.
Hello! We are looking forward to welcoming you on {date}. The address is {address}. Check-in is from {check_in_time}. If you arrive earlier, let us know and we will do our best to have your room ready. Any questions, write to us here.¡Hola! Esperamos recibirle el {date}. La dirección es {address}. La entrada es a partir de las {check_in_time}. Si llega antes, avísenos y haremos lo posible por tener su habitación lista. Para cualquier pregunta, escríbanos aquí.أهلاً بكم! نتطلع لاستقبالكم بتاريخ {date}. العنوان هو {address}. تسجيل الوصول يبدأ من الساعة {check_in_time}. إذا وصلتم قبل ذلك، أخبرونا وسنبذل جهدنا لتجهيز غرفتكم. لأي سؤال، راسلونا هنا.6. Asking for the arrival time
A day or two before arrival, especially if you offer airport transfers or close reception at night.
Hello {name}, could you tell us roughly what time you will arrive on {date}? It helps us have your room ready. If you would like us to arrange a transfer from {airport}, send us your flight number and we will confirm the price.Hola {name}, ¿podría decirnos a qué hora aproximada llegará el {date}? Así podremos tener su habitación lista. Si desea que le organicemos un traslado desde {airport}, envíenos su número de vuelo y le confirmaremos el precio.مرحباً {name}، هل يمكنكم إخبارنا بالوقت التقريبي لوصولكم بتاريخ {date}؟ هذا يساعدنا على تجهيز غرفتكم. إذا رغبتم بأن نرتب لكم توصيلاً من {airport}، أرسلوا لنا رقم رحلتكم وسنؤكد لكم السعر.7. Directions and parking
When a guest asks how to find you, or together with the arrival message.
Here is how to find us:
📍 {address}
🗺️ Map: {map_link}
🚗 Parking: {parking_details}
🚕 From the airport: {airport_directions}
If you get lost, send us a message or call {phone}.Así puede llegar hasta nosotros:
📍 {address}
🗺️ Mapa: {map_link}
🚗 Aparcamiento: {parking_details}
🚕 Desde el aeropuerto: {airport_directions}
Si se pierde, envíenos un mensaje o llame al {phone}.إليكم طريقة الوصول إلينا:
📍 {address}
🗺️ الخريطة: {map_link}
🚗 مواقف السيارات: {parking_details}
🚕 من المطار: {airport_directions}
إذا ضللتم الطريق، أرسلوا لنا رسالة أو اتصلوا على {phone}.8. Check-in instructions
On the morning of arrival, or when the guest says they are on the way.
Welcome! Here is everything you need for check-in:
📍 Address: {address}
🕒 Check-in from: {check_in_time}
🔑 Access: {access_instructions}
📶 Wi-Fi: {wifi_name} / {wifi_password}
If anything is unclear, send us a message and we will help you right away.¡Bienvenido! Aquí tiene todo lo necesario para la entrada:
📍 Dirección: {address}
🕒 Entrada a partir de: {check_in_time}
🔑 Acceso: {access_instructions}
📶 Wi-Fi: {wifi_name} / {wifi_password}
Si algo no queda claro, envíenos un mensaje y le ayudaremos enseguida.أهلاً وسهلاً! إليكم كل ما تحتاجونه لتسجيل الوصول:
📍 العنوان: {address}
🕒 تسجيل الوصول من: {check_in_time}
🔑 الدخول: {access_instructions}
📶 الواي فاي: {wifi_name} / {wifi_password}
إذا كان هناك أي شيء غير واضح، أرسلوا لنا رسالة وسنساعدكم فوراً.9. Reply to an early check-in request
When a guest asks to arrive before check-in time. Promise only what you can keep.
Thank you for letting us know. Check-in is from {check_in_time}, and we will do our best to have your room ready earlier. If it is not ready when you arrive, you are welcome to leave your luggage with us and {early_arrival_option}.Gracias por avisarnos. La entrada es a partir de las {check_in_time} y haremos lo posible por tener su habitación lista antes. Si no lo está cuando llegue, puede dejarnos su equipaje y {early_arrival_option}.شكراً لإبلاغنا. تسجيل الوصول يبدأ من الساعة {check_in_time}، وسنبذل جهدنا لتجهيز غرفتكم قبل ذلك. إذا لم تكن جاهزة عند وصولكم، يمكنكم ترك حقائبكم لدينا و{early_arrival_option}.10. Reply to a late arrival
When a guest writes that they will arrive late, often from the road or the airport.
No problem, we will be expecting you. Reception is open until {reception_closes}. If you arrive after that, {late_arrival_instructions}. If your plans change on the way, write to us here.No hay problema, le estaremos esperando. La recepción está abierta hasta las {reception_closes}. Si llega más tarde, {late_arrival_instructions}. Si sus planes cambian por el camino, escríbanos aquí.لا مشكلة، سننتظركم. الاستقبال مفتوح حتى الساعة {reception_closes}. إذا وصلتم بعد ذلك، {late_arrival_instructions}. إذا تغيرت خططكم في الطريق، راسلونا هنا.11. Out-of-hours reply
As an automatic answer while the desk is closed. Send it once per guest, not to every message: in Spun an auto-reply rule has a cooldown and a daily cap per contact.
Thank you for your message. Reception is closed until {opening_time}. If you are arriving tonight, {late_arrival_instructions}. For an emergency, call {emergency_number}. We will answer everything else in the morning.Gracias por su mensaje. La recepción está cerrada hasta las {opening_time}. Si llega esta noche, {late_arrival_instructions}. Para una urgencia, llame al {emergency_number}. Responderemos a todo lo demás por la mañana.شكراً لرسالتكم. الاستقبال مغلق حتى الساعة {opening_time}. إذا كنتم ستصلون الليلة، {late_arrival_instructions}. في حالة الطوارئ، اتصلوا على {emergency_number}. سنرد على باقي الاستفسارات في الصباح.12. Welcome after check-in
An hour or so after the guest checks in, so the details they will look for later are in one message.
Welcome, {name}! We hope you settle in well. A few things you may need:
🍳 Breakfast: {breakfast_times}, {breakfast_place}
📶 Wi-Fi: {wifi_name} / {wifi_password}
🛎️ Reception: write here, or dial {extension} from your room
Enjoy your stay.¡Bienvenido, {name}! Esperamos que se instale a gusto. Algunas cosas que puede necesitar:
🍳 Desayuno: {breakfast_times}, {breakfast_place}
📶 Wi-Fi: {wifi_name} / {wifi_password}
🛎️ Recepción: escríbanos aquí, o marque el {extension} desde su habitación
Que disfrute de su estancia.أهلاً بكم {name}! نتمنى لكم إقامة مريحة. بعض ما قد تحتاجونه:
🍳 الفطور: {breakfast_times}، {breakfast_place}
📶 الواي فاي: {wifi_name} / {wifi_password}
🛎️ الاستقبال: راسلونا هنا، أو اطلبوا الرقم {extension} من غرفتكم
نتمنى لكم إقامة طيبة.13. Reply to a problem in the room
When a guest reports something broken or missing. Say who is coming and when, then check back.
Thank you for telling us, and sorry for the trouble. {staff_member} from our team is on the way to your room and should be there within {minutes} minutes. Please write here if it is not sorted.Gracias por avisarnos y disculpe las molestias. {staff_member}, de nuestro equipo, va de camino a su habitación y debería llegar en unos {minutes} minutos. Si no queda resuelto, escríbanos aquí.شكراً لإخبارنا، ونعتذر عن الإزعاج. {staff_member} من فريقنا في الطريق إلى غرفتكم ويُفترض أن يصل خلال {minutes} دقيقة. إذا لم تُحل المشكلة، راسلونا هنا.14. Table booking confirmation
When a guest books a table in your restaurant, or one you booked for them nearby.
Your table is booked: {date} at {time}, {people} people, at {venue}. If you need to change or cancel, reply here. We look forward to seeing you.Su mesa está reservada: {date} a las {time}, {people} personas, en {venue}. Si necesita cambiarla o cancelarla, responda aquí. Le esperamos.تم حجز طاولتكم: {date} الساعة {time}، لعدد {people} أشخاص، في {venue}. إذا احتجتم إلى التغيير أو الإلغاء، راسلونا هنا. نتطلع لرؤيتكم.15. Local recommendations
When a guest asks where to eat or what to see. Keep the list short and personal.
Here are a few places our team likes nearby:
🍽️ {restaurant}, {walk_time} on foot
☕ {cafe}
🏛️ {sight}
Would you like us to book anything for you?Estos son algunos sitios cercanos que le gustan a nuestro equipo:
🍽️ {restaurant}, a {walk_time} a pie
☕ {cafe}
🏛️ {sight}
¿Quiere que le reservemos algo?إليكم بعض الأماكن القريبة التي يحبها فريقنا:
🍽️ {restaurant}، على بعد {walk_time} سيراً على الأقدام
☕ {cafe}
🏛️ {sight}
هل تودون أن نحجز لكم شيئاً؟16. Check-out reminder
On the morning of departure, after breakfast time rather than at dawn.
Good morning! A small reminder that check-out is by {check_out_time} today. Please leave the keys {key_instructions}. If you would like a later check-out, ask us here and we will tell you what is possible. Thank you for staying with us!¡Buenos días! Le recordamos que la salida es hasta las {check_out_time} de hoy. Por favor deje las llaves {key_instructions}. Si desea una salida más tarde, pregúntenos aquí y le diremos qué es posible. ¡Gracias por su estancia!صباح الخير! تذكير بسيط بأن تسجيل المغادرة اليوم حتى الساعة {check_out_time}. يرجى ترك المفاتيح {key_instructions}. إذا رغبتم بمغادرة متأخرة، اسألونا هنا وسنخبركم بما هو ممكن. شكراً لإقامتكم معنا!17. Reply to a late check-out request
When a guest asks to stay longer on the last day. Put the price, or "at no extra cost", in {late_checkout_price}.
We can offer a late check-out until {late_time} today ({late_checkout_price}). Would you like us to confirm it? If not, check-out is by {check_out_time}.Podemos ofrecerle una salida tardía hasta las {late_time} de hoy ({late_checkout_price}). ¿Quiere que se la confirmemos? Si no, la salida es hasta las {check_out_time}.يمكننا أن نقدم لكم مغادرة متأخرة حتى الساعة {late_time} اليوم ({late_checkout_price}). هل تودون أن نؤكدها لكم؟ وإلا فإن موعد المغادرة حتى الساعة {check_out_time}.18. Thank-you and review request
The day after check-out, to guests you actually hosted, one at a time. Send it once and do not chase.
Thank you for staying with us! We hope you had a good time. If you have a minute, a short review helps other guests find us: {link}. We would love to welcome you again.¡Gracias por su estancia! Esperamos que lo haya pasado bien. Si tiene un minuto, una breve reseña ayuda a otros huéspedes a encontrarnos: {link}. Nos encantaría recibirle de nuevo.شكراً لإقامتكم معنا! نتمنى أن تكونوا قد قضيتم وقتاً طيباً. إذا كان لديكم دقيقة، فإن تقييماً قصيراً يساعد الضيوف الآخرين على إيجادنا: {link}. يسعدنا استقبالكم مرة أخرى.19. Lost property found
When housekeeping finds something after the guest has left. Ask before you post anything.
Hello {name}, after you checked out we found {item} in your room. We are keeping it safe at reception. Would you like us to post it to you, or will someone collect it? If we post it, please send us the full address.Hola {name}, después de su salida encontramos lo siguiente en su habitación: {item}. Lo guardamos en recepción. ¿Quiere que se lo enviemos por correo o pasará alguien a recogerlo? Si se lo enviamos, mándenos la dirección completa.مرحباً {name}، بعد مغادرتكم وجدنا {item} في غرفتكم، وهو محفوظ لدينا في الاستقبال. هل تودون أن نرسله لكم بالبريد، أم سيأتي أحد لاستلامه؟ إذا أرسلناه، يرجى إرسال العنوان كاملاً.20. Returning-guest offer
Only to past guests who agreed to hear about offers, in daytime, and rarely. If you send it from Spun with the opt-out line switched on, remove the last sentence so it does not appear twice.
Hello {name}, as one of our past guests you asked to hear about our offers. From {start_date} to {end_date}, {offer}. Book directly here: {booking_link}. Reply STOP and we will not send you offers again.Hola {name}, como antiguo huésped nos pidió recibir nuestras ofertas. Del {start_date} al {end_date}, {offer}. Reserve directamente aquí: {booking_link}. Responda STOP y no le enviaremos más ofertas.مرحباً {name}، بصفتكم من ضيوفنا السابقين طلبتم أن نرسل لكم عروضنا. من {start_date} إلى {end_date}، {offer}. احجزوا مباشرة من هنا: {booking_link}. أرسلوا STOP ولن نرسل لكم عروضاً بعد ذلك.Writing your own
- Lead with the answer. "Check-in is from 15:00" comes before any welcome line.
- One message, one purpose. Split directions and Wi-Fi details if the message gets long.
- Write times and dates in a form nobody can misread, such as 15:00 on 12 March.
- End with what happens next, so the guest knows whether to reply.
- Never ask for a card number or security code in the chat. Send your own payment link.
Related: WhatsApp etiquette for hotel guests
What Spun does not do
- It does not send these texts to every guest by itself. Each one is sent or scheduled from the guest's chat by a person.
- It does not read your booking system or PMS, so it does not know arrival or departure dates. Copy them into the message.
- It does not take payments. A payment reminder can repeat on a schedule until you mark it paid; the payment goes through your own link or bank.
- It does not use the WhatsApp Business API or its message formats. These are normal messages from your own number.
Related: WhatsApp for hotels · WhatsApp for travel businesses · WhatsApp for hotels: the complete guide