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Checklist for Responding to Vacation Rental Inquiries
Be sure your email includes all the necessary information before clicking send
| When you're in a hurry, it can be easy to leave out important details in your inquiry responses. We recommend saving some canned responses for common inquiries so you don't forget to include any important details. Use this “Renter Communication Checklist” to ensure that your responses are clear and detailed and your prospective renters won't forget you or your home. |
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Responses to initial inquiries should contain the following information:
Your Name. Avoid an awkward first phone call if renters don't know how to address you.
Contact Info. Make it easy for the travelers to reach you.
Response Time. If you are using an auto-responder, remind the renter that you will respond in a timely fashion.
Link to Your Listing. Don't let them forget which home is yours. If you list your home on multiple sites, be sure to link to your listing on the site where the inquiry came from to avoid confusion.
Reiterate Dates/Availability. Be specific to avoid any confusion down the road.
Rental Rates. Be clear on the full price of the rental in case your rates include stipulations for pets, number of guests, number of nights, etc.
Cleaning Fee. Don't forget to include extra fees so there are no surprises later on.
Tax Rate. If you collect and remit sales tax, let the renter know up front.
Deposit Required. If the inquiry seems to be from a serious renter, let them know how he/she can reserve the dates.
Payment Schedule. Provide prospective renters with clear deadlines for future payments.
Booking Requirements. When the renter expresses interest in booking, be sure to explain the reservation procedure with regards to signed contracts and payment deadlines.
General Location. Most renters want a feel for the general location of your home, but you shouldn't provide your actual address until you receive payment.
Area Conveniences/Attractions. Highlight some of the attractions and activities in the area so they know they've chosen the right spot for their vacation.
Amenities/Extras. Don't forget to remind them why they should choose your home over another.
Close the Sale. Tell prospective renters that you look forward to doing business with them.
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What's on your inquiry response checklist?
"In addition to mentioning local attractions, I include a link to the Connecticut Office of Tourism." - Jay P., Stratford, CT.
"I refer potential renters to a website specific to the property that includes additional photos, local attractions, map of general location and terms and conditions that apply to the rental. It reduces questions and reassures them that they are well informed about what they are committing to." -Cory M., Palm Springs, CA (HomeAway #145754, VRBO #213572)
"I always include pictures of local interesting places or views. The local pier, or beach, or lake. While it does not mean you have these at your property, they are accessable to the renters for them to enjoy." -Henry, Pompano Beach, FL (VRBO #151593)
"My replies always provide links to our location on GoogleMaps, our videos on Youtube, and the condo's private website." -Marc, Playa del Carmen, Mexico (VRBO #152195)
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