3 Vacation Rental Auto-Responder Examples

Erin Colbert —  November 29, 2012

Email Auto ResponderAn auto-responder is an automatically generated email that is sent to the renter immediately after they inquire on your property. Even if you are diligent about replying to requests within a few hours, I still highly suggest setting one up to differentiate yourself from the competition. Try to make it as customized as possible, to let the potential renter know that you care about their inquiry and will get back to them as soon as possible. In fact, you’re 7 times more likely to get a booking if you follow up within 1 hour.

If inquiries are coming to a specific email account, for example through Gmail, you can use the Out Of Office or Vacation Settings tool to set up your reply. If you’re using MyVR, you can set up an auto-repsonder through your Inbox settings to reply to all inquiries received through your website, mobile website, and connected listing site accounts.

Here are a few examples to get you started:

Example 1 – Quick Thank You

Subject: {{property_name}} – Thanks for Inquiring

Thanks for inquiring about the {{property_name}}. This is an automated response – I try to respond to all inquiries within 3 hours. In the interim, if you would like to learn more about this home, please visit our website to view detailed home information, an extensive library of photos, and a local guide highlighting attractions and events. I will be in touch shortly.

Website: {{website_url}}

Cheers,
Mike
{{property_name}}
{{website_url}}

Example 2 – Highlight Key Features

Hi there!

Thanks for inquiring about my rental. I try to respond to inquiries quickly, but since I can’t always do so immediately, I set up this auto-responder to make sure you have a link to my home’s website at {{website_url}} where there are lots of photos and information.

Don’t miss the garage that we’ve converted into a kid’s playroom, complete with Nintendo Wii, a classic arcade console table, and mini air hockey table. Inside, we have a 3D plasma screen TV with lots of 3D kids movies, like all three Toy Story films, Cars 2, and the Lion King. Also, be sure to check out the ‘Local Info’ tab, where I have a lot of information on local restaurants and events, and even local deals from Groupon, Living Social, and more. Perhaps there are some good deals when you’ll be in town!

Please note that my rental is for 30 days or more and there is no smoking and no pets.

Talk to you shortly!
Jonathan

{{property_name}}
{{website_url}}

Example 3 – Frequently Asked Questions

This is a slightly modified example from the HomeAway Community.

Hello!

Thank you for inquiring about our vacation home. We will respond to your inquiry within 24 hours. In the meantime, please visit our website at {{website_url}} to see our amenities, additional photos, local area guide with our favorite activities and restaurants in the area. Be sure to check out our frequently asked questions below.

Q. When is check-in and check-out?
A. Check-in is 4:00pm, check-out is 12:00pm.

Q. How close is the home to the beach?
A. The beach is approximately one mile away, which is a 20 minute walk or a 5 minute car ride.

Q. How will I get the keys?
A. We have an electronic keypad on the door. A code will be provided to you upon final payment.

Q. Are linens and towels provided or do I need to bring my own?
A. No need to bring your own linens and towels. Our housekeeper will be providing fresh linens and towels at the beginning of your stay.

Q. Is there a stocked kitchen?
A. Yes, the kitchen is fully stocked and we encourage you to cook your own meals unless, of course, cooking isn’t your ideal vacation activity. Our town also has many great restaurants to choose from.

Q. Is there internet access?
A. Yes, we have high speed wireless internet throughout our entire house. We also have two laptop computers for you to use during your stay if you do not want to bring your own.

Q. Do you allow pets?
A. Pets are allowed, however there is a nonrefundable pet fee of $200 per pet.

Q. Is there daily housekeeping service?
A. There is not a daily housekeeping service. However, if you are interested, this can be provided at an additional fee.

We’ll be in touch with you shortly!

Thank you,

Liz
555-555-5555

{{property_name}}
{{website_url}}

photo credit: Keith Ramsey

Erin Colbert

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Marketing at MyVR.com. I help vacation rental owners improve their online marketing efforts and get more inquiries & bookings as a result. You can find me on Twitter and Google+.
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