How to Send a WhatsApp Booking Confirmation to Guests
Send one clear message right after the advance arrives. Include the booking number, dates, number of guests, total, amount paid, balance due, check-in and check-out times, location and a contact number. Use the same format every time.
What a good confirmation includes
- The guest's name and a booking number they can quote.
- Check-in date and time, check-out date and time.
- Number of adults, children and infants.
- Total price, advance paid and balance due, and how to pay the balance.
- House rules and your cancellation rule in a few lines.
- A map link and the caretaker's phone number.
Keep the wording short
Guests read these on a phone, often in a hurry. Use short lines. Put the most important facts first: dates and balance. Avoid long paragraphs.
Text or image?
A text message is quick and easy to copy. An image or a PDF looks tidy and is easy to keep. Many owners send both: the text in the chat and the card as an attachment.
Steps for every booking
- Record the advance first, so the numbers are right.
- Create the confirmation from the booking, not from memory.
- Send it on WhatsApp to the guest's own number.
- Keep a note that it was sent, and when.
Be careful with numbers
Send guests only their own details, and double-check the phone number before sending. Do not send demo or test messages to numbers you do not know.
Related
Confirmations rest on good payment records. See how to take advance payments.
How villatab helps
villatab builds the confirmation from the booking: a WhatsApp card image, a PDF, and the message text. You tap to open WhatsApp with the message filled in, attach the image and send. It does not send messages by itself, and you can mark each one as sent. You can change the wording and layout in your templates. See documents.