SMS Templates for Vacation Rental Management

Vacation Rental Management teams often rely on SMS because it reaches guests and owners quickly, supports fast back-and-forth, and fits the practical tone of day-to-day coordination. For SaaS, sales, and support roles in the space, texts help cover key moments from lead outreach and trial check-ins to follow-ups, renewals, and time-sensitive updates. This collection provides ready-to-use SMS templates as clear starting points for common lifecycle conversations.

Booking Confirmations

Vacation rental management teams often need guests to acknowledge details right after a reservation is accepted, when timing affects planning. SMS works because it reaches people quickly and supports short replies. The goal is follow-through, confirming key info and reducing missed check-in steps.

Template 1:

Hi [First Name], your booking for [Listing Name] is confirmed for [Date]. Can you reply YES to confirm check-in details and guest count?

Template 2:

Hi [First Name], thanks for confirming your reservation with [Company Name]. Please reply with your arrival time for [Date] so we can share the next steps.

Check-In Instructions

Vacation rental management relies on timely, clear arrival details when guests are in transit and likely scanning messages. SMS is effective because it delivers concise directions and supports quick confirmations, helping reduce confusion and late inquiries. The goal is follow-through via acknowledged steps like entry codes and parking.

Template 1:

Hi [First Name], check-in for [Listing Name] on [Date] is coming up. Want me to text the door code, parking notes, and address now? Reply SEND.

Template 2:

Hi [First Name], quick check-in for [Listing Name] on [Date] - did you receive the entry code and parking info from [Company Name]? Reply GOT IT or RESEND.

Stay Reminders

Vacation rental management benefits from sending reminders about check-out procedures or local guidelines as guests prepare to depart. SMS is effective for these moments since it prompts immediate attention and simple responses, supporting follow-through on tasks like key returns or feedback requests.

Template 1:

Hi [First Name], as you get ready to head out from [Listing Name] on [Date], can you reply READY and I’ll send the check-out steps and where to leave keys?

Template 2:

Hi [First Name], quick reminder for [Listing Name] check-out on [Date] at [Time] - can you reply DONE once trash and doors are taken care of, and I’ll share the feedback link?

House Rules Notifications

When guests are settling in, vacation rental management can use SMS to notify them of house rules, as text messages are typically read quickly and allow for straightforward questions or clarifications. The marketing goal is engagement, prompting guests to acknowledge and comply with important guidelines.

Template 1:

Hi [First Name], welcome to [Listing Name] - please review the house rules here: [Link]. Reply ACK when you’ve read them, and text back any questions.

Template 2:

Hi [First Name], quick reminder for [Listing Name] - quiet hours start at [Time] and no unregistered guests. Reply OK to confirm, or reply HELP if anything’s unclear.

Maintenance Updates

When repairs or routine checks are scheduled, vacation rental management can use SMS to notify guests promptly, as texts are typically read quickly and allow for immediate questions or confirmations. The marketing goal is response, making sure guests are informed and prepared for any maintenance visits.

Template 1:

Hi [First Name], quick heads-up - maintenance is scheduled at [Listing Name] on [Date] around [Time]. Reply OK to confirm this works, or reply TIME to request a different window.

Template 2:

Hi [First Name], our team needs to stop by [Listing Name] on [Date] for a routine check. Can you reply YES if you’ll be in, or NO if you prefer we come while you’re out?

Checkout Instructions

Vacation rental management can use SMS to send clear, last-day reminders about check-out times and cleaning steps, as texts are usually seen right away. This approach supports follow-through by prompting guests to complete required actions before leaving the property.

Template 1:

Hi [First Name], check-out for [Listing Name] is on [Date] at [Time]. Can you reply STEPS and I’ll send the key return and quick tidy-up checklist?

Template 2:

Hi [First Name], quick note before you head out of [Listing Name] on [Date] - please start the check-out checklist when you can. Reply QUESTIONS if you want a quick refresher from [Company Name].

Review Requests

After a guest's stay, vacation rental management can request feedback using SMS, as text messages are typically read quickly and encourage brief, direct responses. The marketing goal is engagement, prompting guests to share their experiences and support future improvements.

Template 1:

Hi [First Name], thanks again for staying at [Listing Name]. Would you share a quick 1-2 sentence review here: [Link]?

Template 2:

Hi [First Name], hope your stay at [Listing Name] went well. If you reply with one highlight and one thing we could improve, we’ll share it with the [Company Name] team.

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