A simple, well-timed message before check-in can make a big difference in your guests’ experience. Clear pre-arrival communication helps vacation rental guests feel informed, prepared, and welcomed before they arrive. It can also reduce last-minute questions, prevent confusion at check-in, and set the stage for a smoother stay.
For vacation rental owners, reaching out before arrival is one of the easiest ways to improve the guest experience—and potentially earn better reviews.
Why Pre-Arrival Communication Matters
Each season, some guests arrive unsure how to get into the home, whether they’re at the right address, or what they’re expected to bring. These may seem like small issues, but they can create unnecessary stress at the very start of a vacation.
A quick pre-arrival email or text helps avoid confusion and creates a more positive first impression. When guests know exactly what to expect before check-in, they’re more likely to arrive feeling relaxed and ready to enjoy their stay.
When to Reach Out to Guests Before Arrival
About one to two weeks before arrival is usually ideal. This gives guests enough time to plan, pack, and review important details without feeling rushed.
Even if you already shared this information earlier in the booking process, it’s worth sending it again. Travel plans get busy, and most guests appreciate having everything in one easy-to-find message shortly before their trip.
What to Include in Your Pre-Arrival Guest Message
A strong vacation rental pre-arrival message should cover the essentials guests need for a smooth check-in and stay.
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Address and directions
Include the full property address, plus any notes that may help guests find the home more easily. GPS doesn’t always bring people to the exact right location, especially in seasonal or rural areas.
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Check-in and home access instructions
Explain exactly how guests will access the home. Whether you use a lockbox, keypad, key exchange, or another method, clear check-in instructions can prevent unnecessary stress upon arrival.
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Contact information
Make sure guests have the best phone number to reach you, and make sure you have theirs as well. A quick text after arrival is also a great way to confirm that everything is going smoothly.
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Linens and towel reminder
If you do not provide bed linens or towels, remind guests before they leave home. Including bed sizes can make packing much easier and help guests avoid last-minute surprises.
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Amenities provided
Let guests know what’s already available at the home, such as beach chairs, umbrellas, bikes, kayaks, or beach toys. This helps them pack more efficiently and avoids duplicate items.
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Local tips and planning information
Share a few useful local resources, such as bike rentals, restaurants, beach passes, ferry information, or family-friendly activities. Helpful planning information adds value and makes the stay feel more thoughtful and well organized.
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Things to do during their stay
If something special is happening during your guests’ visit, point them in the right direction. Local festivals, fairs, markets, and seasonal events can make a stay even more memorable. You can also share our Events Calendar for updated ideas.
A Simple Step That Makes a Big Difference
Taking a few minutes to reach out before your guests arrive can help prevent last-minute questions and make the entire experience feel more welcoming and organized.
It’s a small step, but it can lead to a smoother arrival, a better stay, and a stronger impression overall. For many vacation rental owners, better guest communication is one of the simplest ways to improve the rental experience from the very beginning.
Helpful Links to Share With Guests