15 Vacation Rental Email & SMS Templates to Automate Guest Communication

It comes as no surprise that guest communication is one of the most vital pieces to running a successful vacation rental. However, despite the existence of vacation rental email templates and automation tools, many property managers still try to take care of the job manually.

If you're only overseeing five units, this might not be a problem. However, if you're responsible for fifty (or more) vacation rental properties, it can be nearly impossible to provide consistent responses to all of your guests at once.

The good news is that as technology advances, repetitive tasks are gradually decreasing. This is especially true for communication. Thanks to automated messaging and vacation rental email templates, property managers can now provide top-notch customer service while also directing their efforts to more urgent duties.

RueBaRue is an easy-to-use tool that lets you create digital welcome books in minutes and send them to your guests via automated emails or text messages. Book a demo personalized to your rentals to see the platform in action.

Why should you use vacation rental email templates?

Communication begins from the moment a guest is interested in booking a property to days after their departure. Whether you're sending out a booking confirmation or forwarding your vacation rental welcome book, it's all about finding the right template for every occasion.

Optimize your time

The one thing that every property manager is trying to get ahold of is more time. From coordinating maintenance checks to interviewing potential cleaning staff, there's always something to do and this leaves very little time or energy for talking to guests. With vacation rental email templates, property managers can streamline their workload and avoid getting overwhelmed.

Enhance your customer service

Although going on vacation is supposed to be a relaxing experience, guests are often faced with many questions and doubts. By preemptively answering commonly asked questions before they even arise, your guests will feel cared for from the moment they book your property.

Credit: cotonbro / Pexels

Connect with guests and increase direct bookings

There's nothing more off-putting than receiving a generic email that doesn't properly answer your questions. That said, the key to mastering automated messaging is using customizable email templates. Make things personal and watch your direct bookings increase.

Stand out from competitors

By offering an impeccable guest experience, you're likely to increase vacation rental reviews and stand out from your competitors. Especially during a pandemic where digital communication is essential, guests will appreciate businesses that are tech-savvy and accommodating.

How can you schedule automated emails and text messages to send to your guests?

With guest communication tools like RueBaRue, vacation rental managers can easily set up their automated emails and text messages. The process is straightforward from start to finish and results in seamless interactions. With the SMS and email scheduler, you get access to a variety of useful resources that allow you to:

Customize existing templates

RueBaRue provides several templates that property managers can use to get started. All you have to do is modify them and schedule the messages throughout your guest's stay. You can also add your own templates and fully edit the subject, the folder they belong to, and the content itself.

RueBaRue SMS Automations

Caption: Preview of RueBaRue's scheduler dashboard.

Use macros to personalize messages

Macros make it easy to customize any template. To avoid generic messages, you can include important details such as the guest's name, arrival and departure dates, addresses, lock codes, and Wi-Fi passwords.

RueBaRue SMS Automations Macros

Caption: Preview of RueBaRue's macros for quick customizations

Communicate emergencies on the spot

Running a property management company with 50+ units? RueBaRue's emergency alerts allow property managers to send automatic notifications in the case of an emergency. These messages can be sent instantly or scheduled for later depending on the situation.

RueBaRue SMS Automations Alerts

Caption: Preview of RueBaRue's emergency alert feature

Track guest surveys

Keeping tabs on how guests experience your vacation rental is a great way to enhance your overall service. By using RueBaRue's automated guest survey messages and scheduling them strategically, property managers can increase the likelihood of receiving a response. Here's how guest surveys work in just a few simple steps:

  1. Hover over Automate at the top of your account
  2. Click on Scheduler
  3. Edit the scheduled time and message of the Five Star Review by SMS template
  4. Be sure to include the [FiveStarLink] in the message so that guests can respond to the survey
  5. Click Save
RueBaRue SMS Automations

Caption: Preview of Guest Survey Template

Guests will receive an email or SMS asking them the following question: “How do you rate your experience?”. They can fill in the answer with one to five stars. If a guest responds with five stars, they'll be asked to write a review on sites like Google and Facebook. If they give four stars or less, they'll be redirected to a survey that property managers can customize themselves in order to get the most useful feedback.

RueBaRue's message automation features

Aside from increasing efficiency and saving time, RueBaRue's message automation takes your short-term rental business to the next level with the following features:

For property managers deciding between Hostfully vs Touchstay vs RueBaRue, it's important to research what features each platform offers. With this relevant information, you can make an informed decision on which tools are the right fit for you.

Should you send your messages as emails or text messages?

Over the past several years, the popularity of mobile phones has skyrocketed as people prioritize convenience and immediacy. That said, despite email being a great source of communication, guest SMS messaging is at an all-time high. As a property manager, not only does SMS ensure that visitors receive notifications on the go, but you'll also reduce the likelihood of messages getting lost in overflowing inboxes.

RueBaRue allows property managers to send key resources like digital welcome books and vacation rental house rules through text messages, making it extremely easy for guests to access the content throughout their trip. However, it's important to note that overcommunicating over text is not always the best idea and can negatively impact your guest experience. The solution is to find a balance between email and SMS so that your clients feel cared for without getting irritated.

RueBaRue SMS Automations

Credit: Katerina Holmes / Pexels

The 8 vacation rental email templates you need to automate your message flow (+ 7 SMS templates)

The first step to streamlining your vacation rental communication is setting up the templates you'll be using. To help you out, we've prepared email and SMS templates for a variety of occasions. All you have to do is edit the content to fit your business and you're ready to go!

Booking confirmation email template

Hi [guest name],

Thanks for booking [property name]. We're already looking forward to your visit.

You can find your reservation details below:

  • Booking confirmation number: [Confirmation number]
  • Payment methods (if applicable):
  • Dates: [Arrival date and departure date]
  • Check-in and check-out: [Check-in and check-out times]
  • Occupants: [Number of occupants]
  • Policies: [Cancellation policy]
  • Security deposit: [Security deposit amount]
  • COVID-19 safety measures:
  • Contact information: [Your contact information]

If you have any questions, don't hesitate to contact us! We'll get in touch with more details closer to your arrival date.

Best wishes,

[Your name]

Pre-arrival email template

Hi [guest name],

Your visit to [property name] is only [x] days/weeks away! We hope you're getting ready for a memorable vacation.

We just wanted to remind you of your reservation details and provide you with some special suggestions for your stay.

  • Booking confirmation number: [Confirmation number]
  • Dates: [Arrival date and departure date]
  • Check-in and check-out: [Check-in and check-out times]
  • Check-in instructions: [Instructions]
  • Occupants: [Number of occupants]
  • Property address: [Full property name and address]
  • Driving instructions:
  • Parking information:
  • Emergency contact information:
  • Contact information: [Your contact information]

We've prepared a complete digital welcome book where you can find our local area guide, vacation rental house rules, and property guide for a seamless check-in process. You can check it out here: [link to welcome book].

If you need any further advice on activities or recommendations in [town/city], feel free to ask us!

[Your name]

SMS version:

Hi [guest name]! We hope you're looking forward to your stay at [property name] on [arrival date]. To make you feel at home, we've prepared a digital welcome book that includes a local area guide, house rules, and a property guide for a seamless check-in process. You can access it here: [link]. If you have any questions, let us know!

Maintenance request email template

Hi [guest name],

Thanks for letting us know about [issue]. We're working to get it fixed as soon as possible!

First thing's first. In the case of an emergency, contact [applicable maintenance contact information for local plumbers, internet providers, or electricians].

We'd like to get a better understanding of what happened so please describe the issue with as much detail as possible. What areas or rooms of the property have been affected? Are you comfortable with maintenance entering the property while you're not home? If not, please let us know when you'll be available.

We apologize for any inconvenience that this may have caused.

[Your name]

SMS version:

Hi [guest name]! We're so sorry to hear about this inconvenience—we're working on getting it fixed as soon as possible. Please describe the situation in detail and in the case of an emergency, contact [applicable maintenance contact information].

Post-arrival welcome email template

Good morning [guest name]!

We hope you've settled into [property name] and that you're having a great time so far.

If there's anything missing that could make your stay more comfortable or you have questions on what activities to do today, we're here to help!

[Your name]

SMS version:

Good morning [guest name]! We hope you enjoyed your first night at [property name]. If there's anything missing that could make your stay more comfortable or you have questions on what activities to do today, we're here to help.

Pre-departure email template

Hello [guest name]!

Your stay at [property name] is almost coming to an end! We're sad to see you go but it's been a pleasure having you as a guest. We hope you enjoyed [town/city] and managed to see everything you had planned.

To prepare for tomorrow's check-out, please look over this checklist:

  • Check-out details: [Check-out time and instructions]
  • Departure tasks: [Tasks to complete before check-out]
  • Transportation: [Information on nearby bus stations, airport shuttles, and taxi services]

If you have any questions, you can also contact us at [phone number]!

[Your name]

SMS version:

Hello [guest name]! We hope you've had an incredible stay so far! We just wanted to remind you that your check-out tomorrow is at [time]. Please remember to [tasks to complete before check-out]. Thank you!

Alert email template

Hi [guest name],

This is an emergency alert for [emergency]. Please follow these instructions:

  • [Instructions]

Don't hesitate to contact us at [phone number] or [email address].

[Your name]

SMS version:

Hello [guest name]! This is an emergency alert for [emergency]. Don't hesitate to contact us at [phone number] or [email address].

Extend guest stay email template

Hi [guest name]!

We hope you're enjoying your vacation in [town/city] so far! With your visit at [property name] coming to an end, we wanted to offer you the option to extend your stay until [date] for [pricing].

If this is something that you would be interested in, just give us a call at [phone number] or respond to this email.

Kind regards,

[Your name]

SMS version:

Hey [guest name]! We wanted to offer you an extended stay at [property name] for [price]. If this is something that you'd be interested in, let us know!

Post-check-out thank you & review request email template

Hi [guest name]!

We want to thank you again for booking [property name]. We hope you made it home safely and that you're feeling refreshed after your well-deserved getaway.

In order to improve our service for future guests, we'd love to get some feedback from you!

How would you rate your experience at [property name]? Please let us know here: [RueBaRue Five Star Survey Link].

Many thanks in advance.

Best wishes,

[Your name]

SMS version:

Hi [guest name]! Thank you again for choosing [property name]. We wanted to get some feedback from you regarding your stay. How would you rate [property name] from 1 to 5? If you have a moment, please check out our complete survey here: [Five Star Survey Link]. Many thanks!

The key to a successful vacation rental email template

Before you dive into these vacation rental email templates, we want to highlight a few more tips for effective communication:

  1. Use the right tone of voice: Email marketing is always an opportunity to represent your brand. By using a consistent and warm tone of voice, you can connect with clients before they even step foot on your rental property.
  2. Schedule messages on time: This may seem like a no-brainer but it's crucial to double-check that automated messages are scheduled for the right time and date. A silly mistake like sending a post-stay template at the start of a visit can make you look unprofessional in a matter of seconds, so take the time to review your settings.
  3. Avoid overusing it: Vacation rental email templates are extremely beneficial when they're not being overused. No one likes spam so be sure to focus on quality over quantity.

Use these vacation rental email templates to automate your guest communication

There you have it—a complete guide to using vacation rental email and SMS templates. In an industry that revolves around customer service, technology is your friend and can help you transform your business for the better.

While automation might seem intimidating for first-timers, there are plenty of resources that can help you get set up in just a few hours. Regardless of whether you're tech-savvy or not, the right vacation rental email templates and automation tools will make you say goodbye to repetition and hello to efficiency.

RueBaRue is an easy-to-use tool that lets you create digital welcome books in minutes and send them to your guests via automated emails or text messages. Book a demo personalized to your rentals to see the platform in action.

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