Saving and reusing message templates

Create reusable templates for the messages you send often, like pre-arrival notes and checkout reminders.

Updated June 9, 2026 2 min read

If you send the same message repeatedly, a pre-arrival welcome, a checkout reminder, a planned-work heads-up, save it as a template so it’s one click next time.

Templates earn their place for two reasons beyond saved keystrokes. Consistency: the fifth guest this month gets the same complete, well-worded welcome as the first, with nothing forgotten. And quality: a message you wrote once, carefully, beats five messages dashed off in the moment. Teams feel this most, templates mean every member sends the same polished notice instead of five personal variations.

Create templates for your most common outbound messages
Use them in one-off replies or in broadcasts
Keep tone consistent across your team

Templates worth having on day one

A handful cover most hosts: a pre-arrival note (introduces the property number, confirms check-in details, sets the tone, pairs well with scheduling), a check-in instructions message (door code, parking, wifi), a planned-work heads-up (notice with date, time, and affected areas), a mid-stay check-in (a quick “everything good?”), and a checkout reminder. Write each once, well, and retire the ad-lib versions.

Writing a template that ages well

Keep specifics that change per send (dates, names) obvious and easy to swap, and keep facts that might drift (office hours, fee amounts) out of templates where possible, reference the source of truth instead, or accept that the template joins your list of things to update when policy changes. Mind segment length for anything destined for broadcasts, and lean on the assistant’s warm, plain voice as the model so human-sent and AI-sent messages feel like one voice.

Let Rezi handle the routine

Before building a template, check whether Rezi already answers that question automatically from the knowledge base, you may not need to send it at all.

That callout deserves emphasis: the best template is the one you never need. If you keep manually sending the same answer, the WiFi instructions, the parking explanation, that’s a knowledge base entry, not a template; add it once and the AI handles every future ask, inbound, instantly, without you in the loop. Reserve templates for genuinely proactive outbound: notices, reminders, welcomes, the things guests don’t know to ask about.

Are templates shared across my team?

Yes, templates are available to teammates with messaging access, which is precisely how they keep a team’s outbound voice consistent.

Can templates be per-building?

Keep building-specific details out of shared templates, or maintain building variants where the details differ. The audience picker in broadcasts handles the targeting either way.

Can the AI use my templates in its replies?

The AI composes replies from the knowledge base rather than from templates, that’s what keeps answers specific to each question. Templates are your tool for proactive sends.

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Sending broadcasts to guestsMessage everyone at a property at once, service notices, reminders, and announcements, with built-in rate limiting.Messaging & SMS Scheduling a broadcast for laterWrite a broadcast now and have Rezi send it at the right time, useful for reminders and notices.Messaging & SMS How SMS messaging worksEvery building gets a phone number guests can text. Here’s how inbound and outbound texting works in Rezi.Messaging & SMS

Templates worth having on day one

Writing a template that ages well

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