India recorded more than 428 crore domestic tourist visits in 2025, and most travellers ask about rooms on WhatsApp first. The hotel that replies clearly — and keeps in touch after checkout — wins the booking and often the next one. Here are simple WhatsApp messages for hotels for every step.
1. Reply to the first enquiry
"Hi! Thanks for asking about Hotel Ganga View. For 2 adults on 14–16 November we have a deluxe room at ₹2,800 per night with breakfast. Shall I hold it for you?"
Answer the question they asked — dates, price, availability — in the first message.
2. Booking confirmation
"Your booking is confirmed: deluxe room, 14–16 November, 2 adults. Advance received ₹2,800. Check-in from 12 noon. Location: [pin]"
3. Pre-arrival (a day before)
"Looking forward to welcoming you tomorrow! From the station, take an auto to Har Ki Pauri side — our hotel is 200 m from Gate 3. Parking is free. Reply with your arrival time."
4. On arrival
"Welcome! Your room is 204. Wi-Fi: GangaView / password on the card. Breakfast is 7:30–10:30 am. Message us here for anything."
5. During the stay
"Evening aarti starts at 6:15 pm today. Leave by 5:30 pm for a good spot. Need a guide? Reply GUIDE."
6. Checkout
"Checkout is at 11 am. Need a late checkout or a cab to the station? Just reply here."
7. Thank-you and direct booking
"Thank you for staying with us! Next time, book directly on this number and get a free early check-in. Safe travels."
This one message can save the 15–25% commission a travel site would take on the next booking.
8. A seasonal reminder (once or twice a year)
"Planning a trip for the Ardh Kumbh in 2027? Rooms near the ghats fill early. Reply DATES and we'll share availability."
Tips for hotel messages
- Always include dates, room type and price in writing.
- Send directions with a location pin before arrival.
- Keep marketing rare — one or two seasonal messages a year.
- Message only guests who agreed to hear from you.
Running it for a busy hotel
In peak season, one phone at reception cannot keep up. On the official WhatsApp Business API, reception, the manager and the owner all reply from one number in a browser. On our Growth and Pro plans, keyword replies can send rates and directions automatically, an away message answers at night, and the media library keeps room photos ready. Guests pay advances through a UPI or payment link in the message.
See WhatsApp for hotels and travel or our plans from ₹790 a month.
Sources: Ministry of Tourism 2025 data; 2026 OTA commission guides.
FAQs
What should a hotel booking confirmation message include?
The room type, dates, number of guests, advance paid, check-in time and a location pin.
When should a hotel send a pre-arrival message?
A day before arrival, with directions, parking details and a request for the arrival time.
How can hotels get more direct bookings?
Send a thank-you after checkout with a reason to book directly next time, such as free early check-in.
Can rates and directions be sent automatically?
Yes. On our Growth and Pro plans, keyword replies can send them when a guest asks.
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