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Most Indian travellers reply to a WhatsApp message in minutes but ignore emails for days. Planned guest communication on WhatsApp reduces no-shows, answers questions before they become complaints, and brings guests back. Use the WhatsApp Business app with a dedicated hotel number, not a manager's personal phone.
Set up the basics
- Business profile with address, map pin, hours and website
- Quick replies for common questions (location, check-in time, parking, prices)
- Labels: New enquiry, Confirmed, In-house, Checked out, Corporate
- Away message for late night
See WhatsApp Business app vs API if you handle hundreds of messages daily.
Booking confirmation
Namaste Mr. Sharma 🙏 Your booking at Hotel Green View is confirmed.
📅 12–14 March · Deluxe Room · 2 adults
⏰ Check-in 12 PM · Check-out 11 AM
📍 Location: (map link)
Reply here for any help. See you soon!
Day before arrival
Hello Mr. Sharma, we're ready for your arrival tomorrow. What time do you expect to reach? We can arrange an airport/station pickup if needed.
This one message reduces no-shows a lot. See hotel no-show policy.
During the stay
Welcome! Wi-Fi: GreenView_Guest / password. Breakfast 7:30–10:30 on the rooftop. Message us here anytime for anything you need.
Respond to in-stay requests within 10 minutes, and pass them to housekeeping or maintenance immediately.
After checkout
Thank you for staying with us, Mr. Sharma! If you enjoyed your stay, a Google review would mean a lot: (link). Save this number for direct bookings next time, and we'll give you a returning-guest benefit.
Rules to follow
- Message only guests who booked or asked. No bulk messages to bought lists
- Offers only to guests who agreed to receive them
- Never send other guests' details or ID copies on WhatsApp
- Use broadcast lists for festive greetings, not groups where numbers are visible
Learn more: WhatsApp marketing guide. For automatic replies, see the WhatsApp AI chatbot guide.
FAQs
Should I share payment links on WhatsApp?
Yes, from a trusted payment gateway or UPI QR in your hotel's name. Warn guests that you'll never ask for OTPs. That protects them from scammers using your name.
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