Preventing Vacation Rental Frustrations: A Pre-Arrival Checklist

Make Your Guests’ Arrival Stress-Free with a Great Pre-Arrival Email

Every year, we hear from vacationers who arrive at their rental home only to find they can’t get in, aren’t sure they’re at the right place, or discover there are no sheets or towels. These frustrating situations can sour a trip and lead to disappointment or negative reviews. A clear, friendly pre-arrival email can prevent these issues and set the stage for a fantastic stay. Here’s how to craft one that leaves guests feeling prepared and welcomed.

When to Send the Email

Send a pre-arrival email 1-2 weeks before guests arrive. This timing ensures the information is fresh but gives them enough time to plan, especially if they’re traveling before reaching your home.

What to Include in the Email

• Directions to Your Home: Provide the full street address and detailed directions. Even with GPS, apps can sometimes lead guests astray, so clear instructions are essential.
• How to Access the Property: Specify whether you use a keyless entry, lockbox, or traditional key, and explain exactly how to get in. This clarity prevents confusion upon arrival.
• Linens Reminder: If you don’t provide sheets, towels, or bedding, state this clearly and include bed sizes (e.g., “Bring sheets for 1 queen, 2 twins”). This helps guests plan ahead.
• Your Contact Information: Share your cell number so guests can reach you easily, and request their cell phone and email for quick communication.
• Local Tips & Recommendations: Share details about nearby grocery stores, coffee shops, restaurants, or ice cream shops. Include website links or phone numbers for activities like bike rentals, kayak tours, or whale watches. If permits are needed for things like shell fishing or beach parking, explain how to obtain them.
• Local Events & Things to Do: Mention any fairs, festivals, or special events happening during their stay.

  Include a link to our Events Calendar for up-to-date local happenings.

Stay Connected with Your Guests

Start with a warm welcome, letting guests know you’re excited about their stay. Encourage them to reach out with any questions before or during their trip. A personal touch makes guests feel cared for and comfortable.

Check In After Arrival

After guests arrive, send a quick text or call to confirm everything is going smoothly and they’ve found what they need. This small gesture shows you’re invested in their experience and gives them confidence you’re there to help.

Why It Matters

A thoughtful pre-arrival email helps guests feel prepared and valued. When they start their vacation on a positive note, they’re more likely to treat your home with respect, leave glowing reviews, and return next season.