8 Guest Message Templates Every Vacation Rental Owner Needs

Last updated: March 2026

The difference between an owner who gets 5-star reviews and one who gets complaints isn't always the property — it's the communication. A guest who is kept informed at every stage of their trip feels taken care of, has fewer questions, and rates their experience higher.

These 8 templates cover the entire stay cycle. Copy them, adapt them to your property, and automate them.

Before arrival

1. Booking confirmation

Sent immediately after booking. The goal: let the guest know everything is confirmed and put their mind at ease.

«Hi [name], your reservation at [property name] is confirmed! Dates: [check-in] to [check-out]. We'll reach out a few days before your arrival with all the practical details. If you have any questions in the meantime, don't hesitate to get in touch. See you soon!»

2. Pre-arrival information

Sent 2-3 days before check-in. The goal: eliminate uncertainty and make arrival as smooth as possible.

«Hi [name], your stay at [property name] is just around the corner. Here's everything you need for a hassle-free arrival:

• Exact address: [address + Google Maps link]
• Check-in time: from [time] onwards
• Access: [key/code/lockbox instructions]
• Parking: [instructions]
• WiFi: Network [name] / Password [password]

If you need anything before you arrive, just let us know. Have a great trip!»

3. Online check-in reminder

Sent along with the pre-arrival information or 48 hours before. The goal: get the guest to complete guest registration before they arrive.

«Hi [name], to speed up your arrival we need you to complete the online check-in before your stay. It only takes 2 minutes: [link to form]. This is a legal requirement and allows us to have everything ready for when you get here. Thanks!»

During the stay

4. Welcome message (arrival day)

Sent a few hours after check-in. The goal: confirm everything is going well and offer help.

«Hi [name], we hope you've settled in well and that you're enjoying [property name]. If you need anything during your stay, just message us here. Here are some local recommendations: [link to guide / list of restaurants and activities]. Enjoy!»

5. Mid-stay check-in

Sent halfway through the stay (day 2-3 for a week-long booking). The goal: catch any issues early and show you care.

«Hi [name], how's everything going? We just wanted to make sure you're enjoying your stay. If there's anything we can improve or if you'd like any recommendations, we're here to help. Hope the rest of your trip is just as good!»

After the stay

6. Check-out reminder

Sent the evening before check-out. The goal: remind the guest of the departure time and basic instructions.

«Hi [name], tomorrow is your last day. Check-out time is before [time]. We just ask that you: [instructions: leave keys at X, close windows, start a laundry cycle if applicable]. It's been a pleasure hosting you. Have a safe trip home!»

7. Review request

Sent 24-48 hours after check-out. The goal: get a review while the experience is still fresh.

«Hi [name], we hope you enjoyed your time at [property name]. Your feedback really helps us keep improving. If you have a minute, we'd love it if you could leave a review: [direct review link]. Thanks, and hope to see you again!»

8. Repeat booking offer

Sent 1-2 weeks after the stay. The goal: turn the guest into a repeat customer with an exclusive direct booking offer.

«Hi [name], missing [property name] already? As a thank you for your visit, we'd like to offer you an exclusive [X]% discount on your next direct booking through our website. Just use the code [CODE] when booking at [your website URL]. Valid until [date]. Hope to see you again soon!»

Tips for automating your messages

Writing these messages manually for every guest isn't sustainable, especially during peak season. Automation is key:

• Set up templates with dynamic fields ([name], [check-in date], [property name]) that fill in automatically with each booking's details.
• Schedule automatic sends based on the stage: confirmation at booking, pre-arrival 3 days before, welcome on arrival day, review request 48 hours after checkout.
• Differentiate between OTA and direct guests. For guests coming through OTAs, include your own branding materials. For direct guests, strengthen the personal relationship. The "repeat booking offer" is especially powerful with OTA guests you want to convert into direct bookers.
• Don't automate the personal touch. Automated messages are the foundation, but a personal detail — mentioning something about their booking, asking about their trip — turns a generic email into a memorable experience.

With Zobooq you can set up automated emails for every stage of the stay, with customizable templates and dynamic fields that populate with each booking's details. Plus, the built-in online check-in captures guest data and automatically generates the required legal documentation. All from a single dashboard. €29.95/month on the Pro plan. Zero commissions.