{"id":3982,"date":"2026-01-22T12:06:45","date_gmt":"2026-01-22T12:06:45","guid":{"rendered":"http:\/\/www.schofields.ltd.uk\/blog\/?p=3982"},"modified":"2026-01-22T15:59:29","modified_gmt":"2026-01-22T15:59:29","slug":"holiday-let-email-examples","status":"publish","type":"post","link":"https:\/\/www.schofields.ltd.uk\/blog\/3982\/holiday-let-email-examples\/","title":{"rendered":"Holiday Let Guest Emails and Communication Strategy"},"content":{"rendered":"Reading Time: <\/span> 13<\/span> minutes<\/span><\/span>

\"Email<\/p>\n

One of the most important aspects of managing a holiday let is guest communication. The emails and messages you send can significantly enhance the guest experience.<\/p>\n

However, writing emails to keep guests informed and answering the same questions repeatedly can be one of the most time-consuming tasks. But by utilising email templates or your property management software auto-messaging tools, you can save time by sending out information via automated messages throughout the booking process.<\/p>\n

How to write effective guest messages<\/strong><\/span><\/h2>\n

The key to writing a great guest emails is to customise the message based on the individual guest, so it doesn\u2019t sound like a generic response. You want the message to include all the relevant information while inserting a friendly, conversational tone, just like you\u2019d speak with a friend.<\/p>\n

Begin with the guest\u2019s name and include answers to any specific questions asked, ideally with links to relevant resources for further research. For example, if someone asks if your holiday cottage is suitable for dogs, tell them about your dog and your favourite walks, your secure outdoor space and the pet-friendly restaurants and attractions you recommend.<\/p>\n

Your guest will probably be reading your reply on a mobile device, so keep your emails short and to the point. Make paragraphs digestible, use bullets to highlight key points and link to your website and useful resources for further information.<\/p>\n

Add your email signature and telephone number, and sign off from your messages with the offer of more help and assistance if needed.<\/p>\n

How to set up auto-responders<\/strong><\/span><\/h2>\n

Guests want to be confident that the host will be responsive to their questions and requests. Therefore, setting up automated replies helps differentiate you from the competition and increases your bookings.<\/p>\n

If you\u2019re receiving emails directly to a specific email account, such as Gmail, you can create a message to automatically respond to emails. Ideally, you\u2019ll want to use property management software<\/a> (PMS) to automate messages and reply to enquiries.<\/p>\n

Essential emails to send guests<\/strong><\/span><\/h2>\n

From booking confirmations to payment reminders, here\u2019s a list of essential emails to send guests.<\/p>\n

Enquiry replies<\/strong><\/span><\/h2>\n

The enquiry reply is your first email contact with would-be guests and has the potential to convert the enquiry into a booking. Ideally, send your reply immediately, but definitely within one hour. Holidaymakers usually contact several holiday lets at once to see who\u2019s available for their chosen dates, so the quicker off the mark you are, the more likely you are to secure the booking.<\/p>\n

Automated response <\/strong><\/span><\/p>\n

If you initially send an auto-response to confirm receipt of the enquiry, adding a timeframe for when they can expect a personal response helps set expectations and can keep a guest from moving on to another property.<\/p>\n

Automated response example<\/strong><\/span><\/p>\n

Subject: (property_name) \u2013 Thanks for your enquiry<\/span><\/p>\n

Hi there,<\/span><\/p>\n

Thanks for enquiring about (property_name). This is an automated response, but I try to respond to all enquiries within 3 hours. In the meantime, please visit our website (website_url) where there are lots of photos and information.<\/span><\/p>\n

I will be in touch shortly.<\/span><\/p>\n

Regards,<\/span><\/p>\n

(your name)<\/span>
\n(signature with phone number, link to\u00a0website and social media profiles<\/span><\/p>\n

Customised enquiry reply<\/span>\u00a0<\/strong><\/p>\n

Always include your property name in the subject so they know who the reply is from and the dates. For example, \u201cBooking enquiry for Fellview Cottage 7-14 September\u201d.<\/p>\n

This email should confirm if your property is available for the requested dates, include the dates in the email (and the number of nights) so there\u2019s no room for confusion. Confirm your rate, ideally a fully inclusive rate, if not, then breakdown any extra charges for dogs, etc.<\/p>\n

Enquiries can come from a variety of sources, including online travel agents or your website. Because you don\u2019t know how much information the potential guest already has, list your property\u2019s unique selling points.<\/p>\n

Including your frequently asked questions may also pre-emptively answer questions they may have.<\/p>\n

Also, include a link to your\u00a0holiday rental website<\/a>\u00a0where you can further convince potential guests that your holiday let is the right one for them. Your website reinforces the information guests saw in your advert and builds trust.<\/p>\n

Have a clear call to action, tell them how to book and make it clear and easy. You could offer an incentive to book with you (e.g. a free welcome pack) if they book within 48 hours. Also, create a sense of urgency to convert the booking if you have limited availability, e.g. only 1 week left at this rate. Travel sites such as booking.com use this tactic with great success.<\/p>\n

Don\u2019t forget to include a link to your\u00a0terms and conditions and cancellation policy<\/a>.<\/p>\n

How do you reply to a request for a discount?<\/strong> There are certain times when it\u2019s a\u00a0good idea to offer a discount or special offer<\/a>. When you don\u2019t discount (usually because the dates are popular), simply explain to the enquirer that the dates are likely to get booked, so you are unable to offer a discount. Suggest other dates (maybe to fill a booking gap) or recommend that they re-check nearer the time.<\/p>\n

Top tip:<\/strong>\u00a0If they use their first name in their enquiry, then use it in your replies to make it personal. Make your replies friendly and courteous, professional yet chatty.<\/p>\n

Ask a question in your reply to build rapport and prompt further dialogue, e.g. if they are walkers, then ask them if they have done a specific local walk or suggest a few and link to them.<\/p>\n

Use your email signature to point them to reviews of your property, your social media accounts, and let them know you\u2019ll follow up with anything specific they have asked.<\/p>\n

Booking enquiry reply\u00a0<\/strong><\/span><\/p>\n

Subject: Your enquiry for (property name & dates)<\/span><\/p>\n

Dear (guest name)<\/span><\/p>\n

Thank you for your enquiry about (property name).<\/span><\/p>\n

I am pleased to confirm that the property is currently available from (dates) (x nights) and the rental cost is (\u00a3x).<\/span><\/p>\n

Why choose us?<\/span><\/p>\n