Improve Your Communication With Guests With These Email Templates

Improve Your Communication With Guests With These Email Templates

Email is one of the quickest methods to communicate with visitors. Because most individuals get their email on their phones, it may be a quick and easy method to communicate information, ask or answer questions, and provide reservation information and/or confirmations.

The tone of an email should be more official than that of a text message but not as formal as that of a conventional letter. It should be friendly yet professional, and it should provide the visitor with all of the information they want quickly and efficiently.

Make sure to check out these email templates before sending your next email. They may be able to assist you in expressing yourself clearly.

When should email templates be used?

Email templates are often used to provide identifying information to all of your guests. Payment reminders, booking confirmations, and cancellation requests are examples of these. Fill in the guest’s Guest’s specific information before sending it out rather than re-creating the same content over and again. You won’t miss any vital information, and you’ll save a lot of time as a result.

When it comes to employing themes, vacation rental owners should avoid overusing them. When guests get an automatic answer, they can tell, and too many of them might make them feel like a reservation number rather than a valued visitor who you care about.

For every communication with a visitor, avoid utilizing email templates. Personal relationships are one of the most common reasons individuals purchase holiday homes. When possible, personalize emails for guests, even if it’s only utilizing their names or noting anything you discussed over the phone.

An email template may be particularly useful for the information you send out to every visitor, such as payment reminders or booking confirmations.

Using email templates may help you explain precisely what you mean in the most direct way possible when communicating with a visitor for a variety of reasons..:

Email template for confirmation of reservations and bookings.

One of the most significant templates you’ll utilize is the reservation and booking confirmation email template. It’s also likely to be one of the templates you utilize. This document must include all of the visitor’s information to confirm the reservation.

The following should always be included in this email template:

  • The name(s) of the Guest (s) 
  • The dates of their reservation
  • The name/address of the property they’re staying in 
  • Specific data about the house (bedrooms, facilities, etc.) 
  • Payment information 
  • Any extra amenities they’ve added to their reservation 
  • Your contact information and/or the best method to contact you

Once you’ve created a workable template, be sure to update it every few weeks to incorporate new things of interest to your visitors. You may incorporate promotions for add-ons or offers from partners to increase your incremental income prospects.

The following is an example of a reservation or booking confirmation email template.

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

Greetings, [Guest Name],

Thank you for selecting [company name]. We are looking forward to having you stay with us.

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

Here are the details of your reservation:

  • Confirmation Number: [confirmation number]
  • Departure date: [end date] 
  • Arrival date: [start date]
  • Requests for special consideration: [requests for special consideration]
  • Cancellation policy: [custom cancellation policy]

Keep in mind that check-in is at 4 p.m. on the day of your arrival and check-out is at 10 a.m. on the day of your departure. We’ll send you another email with further pre-stay details.


Please don’t hesitate to get in contact with me if you have any questions or concerns.

You may now start looking forward to your vacation!

[Your name here]

Before the arrival of visitors

Many vacation rental owners wait until the full payment has been paid before sending pre-stay information (such as the location and the door code). This is the email they’ll use at check-in, and most guests like seeing it a few days ahead of time so they can review it before they arrive. Having all pertinent information in an email template ensures that you do not overlook any crucial pre-stay details.

The following should always be included in this email template:

  • The Guest’s name 
  • The name/address of the hotel where they are staying 
  • The dates of their reservation
  • Hours of check-in and check-out 
  • Directions to the house 
  • Parking information 
  • House regulations

Here’s an example of a pre-stay email template that you might use.

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

Hello there, [Guest Name].

Hopefully, you’re as excited about your next trip as we are. This email contains everything you’ll need for a hassle-free check-in experience on (check-in date).

[Conference number] Reservation #

[full name] is the name of the Guest.

[Nights] is the number of nights.

[start date] is the arrival date.

[end date] is the departure date.

: am/pm check-in

Check-out times are a.m. and: p.m.

[property address] is the address of the property.

Parking information:

Important details: [e.g., house rules, announcements, policies, payment information, WiFi information, and so on]

Consult our local guide for tailored suggestions on the greatest places to eat, visit, and explore.

[email] or [phone] are my preferred methods of communication if you have any questions or concerns.

We’ll talk again shortly!

[Your name here]

After the visitors have left,

Once the visitor has checked in, email correspondence should continue. After they check out, at least one email should be sent to thank them for their business and a review. For vacation rental owners, reviews are crucial, and it’s crucial to ask for them while the visitor is still on vacation. This email doesn’t have to be as lengthy as the others, and it should allow for some personalization.

Because this email form is straightforward and transactional, you won’t have to update it frequently. However, check it at least once a quarter to ensure that your URLs are still working and that it reflect your brand’s communication style.

Here’s an example of a post-stay email template that you might use.

Greetings, [Guest Name],

We hope you had a lovely vacation at [house name] and returned safely to your home.

How did your time with us go? If you could provide a review, it would be very helpful to us. I’ve included a link at the bottom of this email for easy access. Any input is highly appreciated.

We’d want to thank you again for allowing us to be a part of your vacation, and we hope you’ll return and stay with us again. I wish you safe travels and look forward to hearing from you soon!

[Your name here]

This is an excellent time to inform the visitor about any referral programs or recurring customer discounts you have available.

Promotions or staying in touch

Another automatic email you may want to make a template for is when you need to re-engage or reconnect with past visitors. This might be in the form of marketing emails reminding them of special deals, discounts, or even wishing them a happy birthday. These email templates are intended to remind customers about your holiday rental and urge them to reserve it again. This may be a shorter email with the primary purpose of informing the visitor about any property renovations or changes and any current incentives.

As an example, here’s how your connection email template may look:

Hello, [Guest’s name].

We hope everything is well with you and your family! We’ve got a few special offers going on right now, and we wanted you to be the first to hear about them since you’ve stayed with us previously!

[Insert offers]

We’d love to see you back if you’d like to take advantage of these exclusive offers and book your next stay with us. If you’d like, you may forward this to loved ones.

Please contact us if you have any questions.

[Your name here]

Requests for refunds or confirmations or cancellations

These letters are never enjoyable to write, but life happens, plans change, and people must sometimes cancel. Hopefully, these emails aren’t sent out regularly. When they do, having a ready-made email template to send out immediately away is helpful. This email may serve as verification to the visitor that their reservation has been canceled and provide them with the information they need to book again in the future.

The following is an example of an email template for a cancellation or refund request:

Greetings, [Guest name],

We’re sorry that you had to cancel your reservation with us. [Cancellation Policy] As per our contract, we hope you’ll contact us the next time you’re planning a vacation to [city] and stay with us. We’d be delighted to welcome you.

If you have any problems or questions about my work, please contact me. please do not hesitate to contact me.[Your name here]

Personalization is possible with this email template. If they’ve had to cancel due to a family emergency, express your sorrow, and congratulate them if something fantastic has happened to force them to modify their plans. Maintain a professional demeanor and adhere to your cancellation policy.

Automate Your Guest Communication With These Tools

You’ll be doing a lot of communication with guests as a vacation rental owner, and a lot of it should be personal and personalized to the visitor. However, having a few email templates on hand might help you send the correct information to the right person at the right time swiftly and efficiently.

You may avoid repeated chores by automating your processes using Lodgable’s automation solutions. Specific triggers, such as reservation modifications or check-in dates, may be used to modify and schedule email templates.

Take some time to customize these basic email templates with your particular style/voice, then store them for your next reservation. You’ll be astonished at how much such a little change may improve the reservation process and how you interact with visitors.

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