1. Pre-Reservation Inquiry Response
Use when a guest sends a question or inquiry before booking.
Subject: Thanks for Your Interest in [Property Name]!
Hi [Guest First Name],
Thanks for reaching out about [Property Name] — I'd be happy to host you during your stay in [City]! The unit is fully furnished and ideal for healthcare professionals on assignment. Let me know if you have any questions about parking, the neighborhood, or anything specific you're looking for.
If you're ready to move forward, feel free to book directly — and let me know if your dates are flexible. I’d love to host you!
Best,
[Your Name]
2. After Booking Confirmation
Use right after a reservation is confirmed.
Subject: We’re Excited to Host You at [Property Name]!
Hi [Guest First Name],
Thanks so much for booking your stay at [Property Name]! I’m looking forward to hosting you from [Check-in Date] to [Check-out Date].
I’ll send detailed check-in instructions closer to your arrival, but feel free to reach out if you have any questions in the meantime — especially about groceries, parking, or local recommendations.
Welcome to [City]!
[Your Name]
3. Pre Check-In (2–3 Days Before Arrival)
Use to prepare guests and build trust.
Subject: Your Stay is Almost Here! Check-In Details Inside
Hi [Guest First Name],
We’re getting your unit ready for check-in on [Check-in Date]! Here’s what you’ll need:
📍 Address: [Full Address]
🕒 Check-in Time: [Time]
🔐 Access Instructions: [Lockbox code / Smart lock code / Key handoff]
🅿️ Parking: [Where to park + permit info]
📶 WiFi Info: [Network + password]
📸 Photos attached of the entry and parking spot for reference.
Let me know if you have any arrival time updates — we’re here if you need anything.
Safe travels,
[Your Name]
4. During Stay (Mid-Stay Check-In)
Use about halfway through a long-term stay.
Subject: Just Checking In — How’s Everything Going?
Hi [Guest First Name],
I hope everything’s going smoothly so far! Just checking in to see if you need anything — whether it's extra linens, a maintenance check, or local recommendations.
I want to make sure your stay continues to be comfortable and stress-free. Feel free to text or message anytime.
Warmly,
[Your Name]
5. Before Check-Out (1–2 Days Before Departure)
Use to confirm logistics and ensure a smooth departure.
Subject: Check-Out Reminder + Departure Info
Hi [Guest First Name],
I hope you’ve had a great stay at [Property Name]! Just a quick reminder that check-out is scheduled for [Date] by [Time].
Before you go:
Please remove personal items
Toss out perishables or trash
Leave the [key/garage fob] in [location]
Let me know if you need anything before heading out — safe travels and thank you again for staying!
Best,
[Your Name]
6. Post-Stay Thank You + Review Request
Use within 1–3 days of check-out.
Subject: Thank You & Safe Travels!
Hi [Guest First Name],
It was a pleasure hosting you — thank you again for choosing [Property Name] during your time in [City].
If you have a minute, I’d really appreciate a quick review. Your feedback helps me improve and helps other traveling professionals find great places to stay.
Wishing you all the best on your next assignment!
[Your Name]