You Can Improve Your Guest Communications With These Email Templates

Email is one of the quickest methods of communication with visitors. Because the majority of individuals get email on their phones, it may be a near-instant method of exchanging information, asking or answering questions, and sending booking information and/or confirmations.

A letter should be more official than a text message, but not as formal as an email. It should be friendly but professional, and it should provide the guest with all of the information they require quickly and efficiently.

Before you hit “Send” on your next email, have a look at some of these email templates that will assist you in communicating just what you need to communicate.

When is it OK to utilize email templates

Email templates are often used when you need to communicate identical information to several guests. These may include payment reminders, confirmations of bookings, and cancellation requests. Rather than repeating the same material over, a template may be produced once and then customized with the guest’s individual information and sent out. This guarantees that you do not miss any critical information and saves you considerable time.

However, holiday rental operators should exercise caution while using templates. Guests can detect when they are getting an automated answer, and receiving too many of them might make them feel like a reservation number rather than a cherished visitor.

Avoid utilizing email templates for any contact with visitors. Personal ties are one of the primary reasons people choose holiday homes. When possible, personalize emails for the visitor, even if it’s only by mentioning their name or referring to anything you said during the phone call.

When sending information to each visitor, such as payment reminders or booking confirmations, an email template may be quite beneficial.

Here are a few of the most typical reasons you’ll contact a visitor, along with how you might utilize templates to convey your message precisely:

Email template for reservation and booking confirmations

The reservation and booking confirmation email template is probably one of the most critical templates you utilize. Additionally, it’s one of the templates that you’re likely to utilize often. This document must include all of the information necessary for the guest’s records to confirm the reservation.

This email template must always contain the following:

  • The name of the guest(s) 
  • The dates of their reservation
  • Check-in and check-out times 
  • The name/address of the property they’re staying at 
  • Specific information on the house (bedrooms, amenities, etc.) 
  • Payment information 
  • Any extra amenities they’ve added to their reservation

Once you’ve created a functional template, keep it updated every few weeks to incorporate more topics of interest for your visitors. Additionally, you might incorporate promos for add-ons or partner deals to increase your additional income potential.

The following is an illustration of how your reservation or booking confirmation email template may appear.

Your reservation at [property name] has been confirmed – Confirmation #[conf. number]

How are you [Guest Name]?

We appreciate your decision to work with [company name]. We look forward to welcoming you throughout your visit.

This is confirmation of your reservation for the dates [date-date] at [home name/address]. We’ve received your [amount paid] down payment, and the remaining [amount] is due on [date].

Here are the complete details of your reservation:

  • Reservation Confirmation Number: [conf. number]
  • Date of arrival: [start date] 
  • Date of departure: [end date]
  • Requests for special consideration: [requests for special consideration]
  • Cancellation policies: [customized cancellation policy]

Remember, check-in is at 4 pm on the date of your arrival and check-out is at 10 am on departure day. We will send you another email with additional pre-stay details.

Please contact me at [phone] or [email] if you need to make any adjustments or have any queries.

Now it’s time to begin the vacation countdown!

[Your name]

Just before the arrival of visitors

Many vacation rental owners delay sending pre-stay information (such as the location and door code) until the final amount is paid. This email will be the one they rely on during check-in, and most guests appreciate having it a few days early so they can look it over before they arrive. Having all of the relevant information in an email template ensures you don’t neglect any critical pre-stay information.

This email template must always contain the following:

  • The guest’s name 
  • The property’s name/address
  • Check-in and check-out timings 
  • How to get to the house 
  • Parking information

Here is an example of a pre-stay email template.

Subject: Confirmation of your future stay at [property name] – #[conf. number] Confirmation

How are you [Guest Name]?

Your vacation is just around the corner, and we hope you’re as delighted as we are. This email contains all of the information you need to ensure a seamless check-in process on (check-in date).

[Conference number] # [reservation number]

[full name] is the name of the guest.

Nights: [nights]

Date of arrival: [start date]

: a.m./p.m.

Date of departure: [end date]

: a.m./p.m.

[property address]

Parking details:

Important information: [for example, house rules, announcements, regulations, payment information, and WiFi information]

Consult our neighborhood guide for tailored suggestions on the finest restaurants, attractions, and activities.

Please contact me at [phone] or [email] if you need to make any adjustments or have any queries.

We’ll see you soon!

[Your given name]

Following the departure of visitors

Email correspondence should continue after the visitor has checked in. At the very least, one email should be sent after their purchase to thank them for their business and solicit a review. Review requests are vital for vacation rental owners, and it’s critical to request them while the visitor is still on vacation. This email does not need to be as lengthy and should allow for some personalization.

Because this form of email is straightforward and transactional, you won’t need to change it often. However, revisit it at least quarterly to ensure that your URLs are still functional and that it remains consistent with your brand’s communication style.

Here is an example of a post-stay email template.

How are you [Guest Name]?

We hope you had a wonderful time at [house name] and that you safely returned home.

What did you think of your stay with us? It would be extremely beneficial if you left a review. I’ve included the link at the bottom of this email for easy access. We would certainly appreciate any input you may have.

We wanted to express our gratitude for allowing us to be a part of your holiday experience and hope that you would return to stay with us in the future. We wish you safe travels and look forward to hearing from you soon!

[Your given name]

This is an excellent opportunity to inform the visitor about any referral programs or repeat guest discounts you may provide.

Simplify Your business Using Vacation Software

As a vacation rental owner, you’ll be communicating with visitors through email, and most of that contact should be personalized and suited to the individual guest. But having a few email templates on hand may help you swiftly and efficiently send the correct information to the right person at the right time.

By using a channel manager for your vacation rentals like Lodgable you will be able to make managing your rentals much easier. 

Take some time to customize these basic email templates with your particular style/voice and store them for your next reservation. You’ll be astonished at how such a simple step can simplify the reservation process and the way you connect with visitors.

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