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How to Communicate with Guests Better With Email Templates

Email is a convenient means of getting in touch with visitors quickly. Most individuals have email on their phones, so exchanging information, asking or answering questions, and sending reservation details and/or confirmations may be done practically instantly.

To be clear, an email isn’t the same as a letter in terms of tone. Personal yet professional, it should provide the visitor with all of the information they need promptly and efficiently.

To ensure that you express precisely what you want to say in your next email, have a look at these email templates.

Utilizing email templates when it makes sense

When you need to send out the same information to all of your guests, email templates are a great option. These may include things like payment reminders, booking confirmations, and cancellation requests. It is possible to construct a template once and then edit it with the guest’s individual information. This saves you time and effort over inputting the same information over and over again. This prevents you from overlooking crucial details while also saving you a significant amount of time.

Templates may be useful for vacation rental operators, but they must be used sparingly. There is a distinct difference between automated responses and those that are personalized, and too many of these can make guests feel like they are just a reservation number rather than an important part of your business.

Never, ever, ever use an email template to communicate with a visitor. One of the most common reasons for renting a holiday home is to meet new people. If at all possible, personalize emails for your guests, even if it’s as simple as using their name or mentioning anything you discussed over the phone.

You may save time and effort by using an email template when sending out regular communications like payment reminders or booking confirmation emails.

Some of the most common reasons you’ll be emailing a guest and how to do it effectively are listed below:

Email template for confirming reservations and bookings

Reservation and booking confirmation emails are among the most crucial templates you’ll utilize. It’s also likely to be one of the most frequently used templates. To confirm a reservation, this document must have all of the necessary information for the visitor.

Always include the following in your email template:

  • The guests’ names and dates of stay
  • When making a reservation, make sure to provide the following information: 
  • Rules for check-in and check-out times 
  • The name and location of the property they’ll be staying at 
  • Specifics about the house (bedrooms, facilities, etc.) 
  • Payment information

Once you’ve established a template that works, make sure to keep it up-to-date with the latest information for your visitors every few weeks. Additional money may be generated by including promotions and offerings from third parties and add-ons.

An example of a reservation or booking confirmation email template is shown below.

A confirmation of your reservation at [name of property] has been sent to [conf. number].

As you may have guessed, my name is [Guest Name].

Please accept our sincere gratitude for your business. We eagerly await your arrival.

For the dates of [date-date], [home name/address] has accepted your reservation. To complete the transaction, you must pay the remaining balance of [amount] by [date].

Here are all the details of your reservation:

This is your Reservation Confirmation Number:

Incoming and outgoing dates: [start and finish dates]

The following are some of the [special requests]:

  • Policies: [custom cancellation policy] 
  • Legal:
  • As a reminder, your arrival time is 4 pm and your departure time is 10 am on the day of your departure. A follow-up email with further pre-stay information will be sent to you.
  • I’m available at [phone number] and [email address] if you need anything.
  • It’s time to start counting down to vacation!
  • I’d want to introduce myself.

Just before the arrival of visitors

Pre-stay information (such as a location and a door code) is often withheld by vacation rental owners until the final payment has been received. Most visitors like receiving this email a few days ahead of time so they may review it before they come. A pre-stay email template guarantees that you don’t miss to include any crucial information.

Always include the following in this email template:

This information includes: 

  • The guest’s name 
  • The property they’re staying at 
  • The dates they’ve reserved
  • House regulations and check-in and check-out timings are included in this section.

An example of a pre-stay email template is shown below.

It has been verified that you will be staying at [property name]. #[conf. number] Confirmation

Greetings, [Guest Name].

We hope you’re as enthusiastic as we are about your upcoming vacation. This email contains all of the information you need to have a smooth check-in procedure on your next trip (check-in date).

Number of Reservations:

[full name] is the guest’s name.

There are going to be [number of nights]

When will you arrive? [Start date].

On [departure date], we will arrive at [destination].

Check-in time is: am/pm.

There is a check-out time of x:__ am/pm on this day

Here’s your post office box number:

Parking information:

House regulations, announcements, and policies; payment details; WiFi information; etc. are all examples of important information.

Learn more about the best things to do in your area by consulting our local guide.

If you need to make any adjustments or have any questions, please contact me at [phone] or email at [email].

I’ll be back shortly!

I’ll call you [your name here]

After guests have gone

After a visitor has checked in, email correspondence should not stop. After a customer completes a transaction, they should get an email thanking them for their business and requesting a review. Owners of vacation rentals depend on guest reviews, and getting them while the guest is still on vacation is critical. There is less need for this email to be as lengthy, but it should still have an area for personalization.

There is no need to keep this email up-to-date since it’s so straightforward and transactional. However, your brand’s communication style revisit it at least quarterly to make sure your URLs aren’t broken, and it still matches.

You can use this post-stay email template as a guide.

Greetings, [Guest Name].

We hope you had a wonderful time at [house name], and we wish you a safe journey back to your loved ones.

How would you rate your time here? Please consider leaving a review for us. As a convenience, I’ve included a link at the end of this email. We value your opinion and would welcome hearing from you.

It was a pleasure to have been a part of your trip, and we hope you’ll return to stay with us in the future. To hear from you soon safe travels and hope!

I’ll call you [your name here]

The visitor should be reminded of any referral programs or repeat customer discounts that you may have.

Promoting oneself or keeping oneself updated

Creating a template for an automatic email to re-engage or connect with former visitors is another good idea. Marketing emails may be used to notify visitors about special deals, discounts, or even birthday greetings that you’re running. Keep your vacation rental on their minds and urge them to book again with these email templates. To keep guests up to know on any property improvements or changes, as well as any current specials, this may be another shorter email.

Here’s an example of a template for a connection email:

Hello [Guest name], and thank you for your visit.

We wish you and your loved ones a happy holiday! If you’ve stayed with us previously, we wanted you to be the first to hear about a few special offers/updates to the property.

Deals can be entered here.

This is a great opportunity for you to save money on your next stay with us. Please do not hesitate to forward this along to your friends and family!

If you have any questions, Please let us know!

[Your name]:

Automating the Way, You Communicate with Your Visitors

It is imperative that the emails you send to guests be personalized and address the needs of the specific individual you are communicating with as a vacation rental owner. It’s also helpful to have a few email templates on hand so you can swiftly and efficiently provide relevant information to your target audience at the proper moment.

By leveraging the automation tools available at Lodgable, you can avoid repetitive tasks by automating your operations. When a customer’s reservation is changed, or their check-in date is set, an email may be sent to notify them of the change.


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