A clear vacation rental pre-arrival email can prevent some of the most common frustrations guests experience at check-in: not knowing exactly where to go, how to enter the home, what to bring, or whom to contact if they need help.
Even if you provided this information when the reservation was made, guests may be arriving months later. Sending the essential details again shortly before their stay helps them feel prepared, reduces avoidable misunderstandings, and starts the vacation on a positive note.
For Cape Cod, Martha's Vineyard, and Nantucket vacation rentals, pre-arrival communication can be especially helpful when guests also need to plan for ferry travel, beach parking, linens, local transportation, or other destination-specific details.
When Should You Send a Vacation Rental Pre-Arrival Email?
Send your primary pre-arrival email about one to two weeks before check-in. This gives guests enough time to review the information, ask questions, and make any final preparations before they travel.
If certain information should not be shared that far in advance—such as a temporary door code—let guests know when and how they will receive it. The important thing is that they understand the check-in process before arrival and are not left trying to reach you from the driveway.
What Should a Vacation Rental Pre-Arrival Email Include?
Keep the most important arrival information near the top of the email so guests can find it quickly from their phone while traveling.
- Property address: Provide the complete street address and any information needed to identify the correct home.
- Directions: Even when guests use GPS, include any property-specific directions that may prevent confusion, such as an unusual driveway, private road, unit location, or entrance.
- Check-in time: Clearly state when the home will be ready and ask guests not to arrive before that time unless you have approved an earlier arrival.
- How to access the property: Explain whether guests will use a keyless entry system, lockbox, traditional key, property manager, or another check-in method. If an access code will be sent separately, tell them when to expect it.
- Parking instructions: Tell guests where to park, how many vehicles the property accommodates, and whether parking permits or other restrictions apply.
- Linens and towels: Remind guests whether sheets, bath towels, and beach towels are provided. If guests must bring or rent linens, include the bed sizes and quantities they will need.
- Best contact information: Provide the phone number guests should use if they have a question or problem during their stay. Confirm that you also have the best mobile number for reaching them.
- Important house information: Include any details guests should know before arrival, such as pet policies, occupancy requirements, air-conditioning information, or property-specific instructions.
Even if these details already appear in your listing or rental agreement, repeating the most important information shortly before arrival can help prevent confusion.
Put Essential Check-In Information First
A pre-arrival email can contain plenty of helpful information, but guests should not have to scroll through restaurant recommendations and sightseeing suggestions to find the door code.
Consider organizing your email in this order:
- Property address
- Check-in time
- Entry instructions
- Parking information
- What guests need to bring
- Your contact information
- Other property instructions
- Local recommendations and things to do
Use short paragraphs, descriptive headings, and bullet points so guests can quickly locate important information from a mobile device.
Remind Guests About Linens and Other Items They Need to Bring
Linens are an especially important detail to repeat before arrival. A guest may have booked the property months earlier and forgotten that sheets or towels are not included.
If linens are not provided, be specific. Instead of simply saying, "Remember to bring sheets," provide the bed sizes and quantities:
Example: Please remember to bring sheets for one king bed, one queen bed, and two twin beds, along with bath and beach towels.
If linen rentals are available locally or through a service you recommend, provide that information early enough for guests to make arrangements.
This same approach applies to other items guests may reasonably assume are provided. If something important is not included, a friendly reminder before arrival is better than having the guest discover it after check-in.
Include Local Information That Helps Guests Plan Their Stay
Once the essential arrival information is covered, your pre-arrival email is also a good opportunity to share useful local recommendations.
Depending on your property and location, you might include:
- Nearby grocery stores and markets
- Favorite restaurants, coffee shops, and ice cream shops
- Bike, kayak, paddleboard, or other equipment rentals
- Whale watches, boat trips, or other activities
- Beach parking information or permits
- Local transportation options
- Ferry information for Island guests
- Farmers markets, festivals, concerts, and other seasonal events
You do not need to create an exhaustive local guide in the email itself. A few personal recommendations can be more useful than a long list of links.
You can also direct guests to the WeNeedaVacation Events Calendar to find current events and activities taking place during their stay.
Let Guests Know How to Reach You
A good pre-arrival email should make it clear that guests can contact you if they have questions before or during their stay.
Provide the best phone number for urgent or time-sensitive issues and explain whether you prefer a call or text. If someone else—such as a property manager, caretaker, or local contact—should be contacted for certain problems, include that information as well.
Good communication is particularly important when a guest reports an issue with the property. Make it easy for them to reach the appropriate person while there is still an opportunity to address the concern.
Setting clear expectations before arrival is equally important. See our guide to managing vacation rental guest expectations.
Check In With Guests After They Arrive
Once your guests have had time to settle in, consider sending a brief text or making a quick call to confirm that they arrived safely, were able to access the home, and found everything they expected.
You do not need to interrupt their vacation or ask for a lengthy conversation. A simple message lets guests know you are available and gives them an easy opportunity to mention a question or concern.
A quick check-in can be especially valuable because many small problems are much easier to solve at the beginning of a stay than after departure.
For more ideas about creating a positive arrival experience, see our tips for welcoming vacation rental guests.
Vacation Rental Pre-Arrival Email FAQs
When should I send a pre-arrival email to vacation rental guests?
Send the main pre-arrival email about one to two weeks before check-in. This gives guests enough time to review the information, ask questions, and make final preparations. Access codes or other security-sensitive information can be sent closer to arrival when appropriate.
What should I include in a vacation rental pre-arrival email?
Include the property address, directions, check-in time, entry instructions, parking information, linen details, anything guests need to bring, and the best way to contact you. You can also include local recommendations and links to activities or events.
Should I send check-in information if it is already in the rental agreement?
Yes. Guests may have signed the rental agreement many months before their vacation. Repeating the most important arrival information shortly before their stay makes it easier for them to find and reduces the chance of misunderstandings.
Should I send the door code in the pre-arrival email?
That depends on how your access system works and when you want the code shared. If you plan to send the code closer to check-in, explain that in the pre-arrival email so guests know when and how they will receive it.
Should I remind guests to bring linens?
Yes, if linens or towels are not provided. Include the number and sizes of beds so guests know exactly what they need to bring or rent.
Should I contact vacation rental guests after check-in?
A brief text or call after arrival can be helpful. Confirm that guests were able to access the property and have what they need, and remind them how to reach you if a problem arises during their stay.
The Takeaway
A thoughtful vacation rental pre-arrival email does more than provide directions. It gives guests the information they need to arrive prepared, access the property smoothly, understand what to bring, and know whom to contact if they need assistance.
Send the information one to two weeks before arrival, put the essential check-in details first, repeat anything guests could easily forget, and make your contact information easy to find. Then follow up briefly after check-in to make sure they have settled in successfully.
Clear communication before and at the beginning of a stay can help prevent avoidable misunderstandings and create a smoother experience for both vacation rental owners and their guests.