HOST STUDIO FIELD GUIDE

Vacation Rental Guest Message Templates and Timing Guide

A guest communication schedule with editable examples for booking, pre-arrival, check-in, checkout and follow-up.

Use this guide: adapt each step to your property, team and local obligations. These are operational suggestions, not legal or safety certifications.

Create a message map

Write down each moment when a guest may need information: booking confirmation, pre-arrival, arrival, mid-stay help, checkout reminder and post-stay follow-up. Not every stay needs every message. The point is to make sure essential information reaches guests at the right time.

Booking confirmation template

“Thank you for booking [Property Name] for [Dates]. We look forward to hosting you. Before your arrival, we will send check-in information and the house guide. Please contact us through [Approved Contact Method] with any questions.” Replace every bracketed field before using the template.

Pre-arrival template

“Your arrival at [Property Name] is coming up. Check-in begins at [Time]. Here is the arrival guide: [Link]. Please review parking instructions and any property-specific notes before traveling. If you expect a late arrival, contact us through [Approved Contact Method].” Share access codes only through an appropriately secure channel and at the right time.

Checkout template

“We hope you enjoyed your stay. Checkout is at [Time] on [Date]. Before leaving, please follow the departure instructions in [Guide Link]. If you noticed anything that needs attention, let us know. Thank you for staying with us.” Avoid surprising guests with new requirements that were not disclosed before booking.

Keep human escalation available

Automation should not trap guests in a loop when they report an urgent problem. Specify a monitored contact method, coverage hours and an escalation path. Review platform rules and applicable privacy requirements before sending automated messages.

Take the next step

The Guest Communication Vault includes editable workflows and message drafts.

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