10 Vacation Rental Guest Message Templates

After a booking has been confirmed.

Hi [Name], thank you for choosing [Property] from [Arrival date] to [Departure date] for [Number of guests] guests. Check-in is from [Time] and checkout is by [Time]. We’ll send arrival directions before your trip. If you have any questions about the rental, message us here. See you soon, [Signature].

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Check the dates, guest count and times before using this message. If the platform has already sent a full summary, shorten that part and focus on when arrival instructions will follow. An inquiry that is still open needs different wording from a confirmed booking.

When you are planning upcoming arrivals.

Hi [Name], your stay at [Property] is coming up. What time do you expect to arrive on [Date]? Check-in is from [Time]. An estimate helps us plan your welcome. If your travel plans change, please update us in this chat. We’ll also send directions here. Thank you, [Signature].

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Ask a question that is easy to answer with a time. If you offer self check-in and do not need to coordinate a personal welcome, explain why you are asking, such as preparing the rental. Avoid asking again for information the guest has already provided.

Before the journey, while the guest can still plan their route.

Hi [Name], here is how to reach [Property]: [Address and map link]. For parking, [Specific directions]. The entrance is [Visual landmark]. If you have luggage, you can [Unloading instructions]. Save this message before setting off. If you have a question about arrival during your journey, message us here. See you soon, [Signature].

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Describe parking for that specific rental: private, public or on-street. In a pedestrian area, explain where to unload luggage and where to continue on foot. A landmark for the entrance is often more useful than another paragraph about the apartment’s central location.

At the time set by your arrival procedure.

Hi [Name], your rental is [Name or number] at [Address]. You can enter from [Time]. To open the main entrance, [Instruction], then [Next step]. The keys are [Location]. You can also find entrance photos here: [Link]. If a step is unclear, message us and tell us where you are. [Signature].

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Write the steps in the order the guest will follow, from the main entrance to the rental door. Replace the fields with the real procedure and add a photo where it helps identify the entrance. If you use an access code, provide the valid code for that stay at the planned time.

After arrival, rather than while the guest is still travelling.

Hi [Name], welcome to [Property]! I hope your journey went well and you have settled in. For Wi-Fi, amenities and local recommendations, see the guide: [Link]. If something is missing or you have a question about the rental, message us here and let us know what you need. Enjoy your stay, [Signature].

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Give guests time to enter and settle in. Use this message to make asking for help or reporting a problem easy. If you already shared the guide before arrival, refer back to it briefly rather than repeating all the instructions in the same message.

When the guest asks how to connect.

Hi [Name], the Wi-Fi network at [Property] is [Network name] and the password is [Password]. You can also find them [Instruction location]. If you cannot connect, tell us which network you see and whether an error message appears so we can help with the next step. [Signature].

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Keep the network name and password separate, with exact capitalisation and symbols. Make sure the details belong to the right rental, especially across several properties. If the guest reports no connection, asking what they can see is more useful than sending the same password again.

When you need to check whether the rental will be ready early.

Hi [Name], thank you for letting us know. Check-in at [Property] is from [Time]. We’ll check with the team whether we can welcome you at [Requested time] and update you here. In the meantime, for luggage [Available alternative]. Please plan around the standard check-in time until we confirm otherwise. [Signature].

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Use this version while the request is being checked. If early check-in is already confirmed, say yes and state the agreed time. Include a luggage alternative only when one is genuinely available; remove the field if there is no service to offer.

Before departure, with enough time for guests to prepare.

Hi [Name], checkout from [Property] tomorrow is by [Time]. Before leaving, please leave the keys [Location], check that you have your belongings and [Essential instruction]. To close the door, [Step]. If you have a question about departure, message us here. Thank you and safe travels, [Signature].

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Keep the instructions short and consistent with the rules already shared with the guest. Make key return and door closing easy to find. If you agreed a different departure time with this guest, use that updated time rather than the standard reminder.

After departure, keeping the message focused on saying thank you.

Hi [Name], thank you for staying at [Property]. It was a pleasure to welcome you, and we hope you enjoyed your stay. If you notice you have left something behind, message us here with a description of the item. We wish you a safe journey and hope to welcome you again. [Signature].

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Match the tone to the conversation during the stay. If an issue is still open, handle it personally rather than sending a generic thank-you. The same farewell does not need a sales offer, a review request and a survey attached to it.

After the stay, when the platform allows the guest to leave a review.

Hi [Name], thank you again for staying at [Property]. If you would like to, please share your experience in a review on the platform you booked through: [Link or instructions]. Your feedback helps future guests choose and helps us understand what to improve. Thank you for taking the time, [Signature].

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Ask for honest feedback and give guests a simple way to leave it. Avoid suggesting a rating or sending repeated reminders close together. If your current workflow already includes an automated review request, choose which one to keep before adding this message.

Before sending, read the message as if you were travelling: is it clear where to go, what to do and when? A confirmation does not need the entire property manual. Keep longer instructions in a digital guide and use the chat to point guests to what matters now.

For example, “Check-in is from 3 pm. Look for the green entrance at number 12; the steps are here: [Link]” gives a time, a landmark and a clear next step. “All information has already been sent” leaves the guest searching. When answering a question, start with the detail they asked about.

How to organise instructions in a digital guest guide

If you send the same text every day, schedule communications tied to the booking and use AI replies for follow-up questions. With Rentevo, prepare the content, choose properties and delivery conditions, add languages and test the sequence before enabling it.

The templates above are a starting point for writing. In Rentevo, insert booking fields using the variable selector and check the result. For teams handling several rentals, the same preparation helps keep instructions separate and up to date for each property.

Schedule Airbnb and Booking.com messages ·Set up WhatsApp messages

A template handles a situation you have already planned for. Real conversations continue: “Is the parking covered?”, “Can I leave my bags?” or “Which button turns on the heating?”. Try the chat with our sample rental to see how the assistant uses property information and follows guest questions.