In the short-term rental (STR) business, effective communication with guests is key to enhancing their experience and ensuring a seamless stay. In particular, pre-arrival messaging. This one plays a crucial role as sets the tone for guests’ expectations and builds anticipation for their upcoming stay.
Crafting compelling can not always be an easy task. In today’s article, we will delve into the art of pre-arrival messaging for short-term rentals, exploring best practices and real examples to inspire your communication strategy.
Understanding the Importance of Pre-Arrival Messaging
Pre-arrival messaging is a critical component, serving as the primary means of communication between hosts and guests before their arrival. These messages play a pivotal role in shaping guest expectations, providing essential information, and fostering anticipation for their stay.
By delivering clear instructions on check-in procedures, property amenities, and local attractions, hosts can enhance the guest experience. Moreover, pre-arrival messaging allows hosts to address any concerns or questions proactively, ensuring a smooth and seamless arrival for guests.
Having an effective pre-arrival communication sets the stage for a positive guest experience, leading to increased satisfaction and the potential for repeat bookings in the future.
Key Components of Effective Pre-Arrival Messages
Crafting effective arrival messages is crucial for setting the tone for the entire stay. Here are the key elements and approaches that contribute to making a pre-arrival message successful and beneficial for your short term rental:
Personalization:
Address the guest by their name to create a sense of individual attention and connection. Personalization can also involve referencing specific details from their inquiry or previous interactions to demonstrate attentiveness.
Description of Property and Amenities:
Provide a digital guest guide of your property, highlighting its key features, amenities, rules and nearby attractions. This section provides guests with a clear idea of what to expect during their stay.
Unique Touches:
Incorporate personal touches or unique elements that reflect your brand personality and hospitality style. This could include personal recommendations or insider tips about the local area.
Check-in Details:
Provide the guests with the option to complete the online check-in. By including a link to complete the registration process, guests can fill in all the required information from the comfort of their homes and skip lines on arrival.
Upselling:
Let guests know about your upsells such as spa treatments, tours or any extra perk you could possibly offer, and give them the option to book it before their stay. This approach is an easy yet effective way to generate extra revenue.
Clear Call-to-Action (CTA):
Encourage the potential guest to take the next desired step by providing a clear and compelling call-to-action. This could involve inviting them to complete the online check-in or book an extra service like breakfast or late check-out.
Examples of Effective Pre-Arrival Messages
And now, let’s dive into real examples from our clients that have been successfully built with Chekin’s email communication tool.
Example 1:
Subject:Your Upcoming Stay at [Property Name]: What You Need to Know!
We’re excited to welcome you to [Property Name]! To ensure you have a seamless arrival and enjoyable stay, here are some essential details:
– Check-in Time: [Check-in time] on [Date]
– Address: [Property Address]
– Amenities: [Highlight any special amenities like Wi-Fi, parking, etc.]
– Local Contact: For any immediate assistance, please contact [Contact Name] at [Contact Number]
We’re here to make your stay as comfortable as possible. Looking forward to hosting you!
Example 2:
Subject: Get Ready for Your Stay at [Property Name] – Complete Your Online Check-in!
Your adventure at [Property Name] is just around the corner! To streamline your arrival, please complete your online check-in by following this link: [Online Check-in Link]. It only takes a minute and helps us prepare for your visit.
Also, don’t miss out on our digital guidebook, filled with insider tips and recommendations to enhance your stay: [Digital Guidebook Link].
Check-in Details
– Date: [Check-in Date]
– Time: [Check-in Time]
– Guests: [Number of Guests]
Should you need any assistance or have questions, feel free to reach out. See you soon!
Example 3:
Subject: Your Arrival Instructions for [Property Name]
We’re looking forward to your arrival at [Property Name]! Here’s everything you need to know to access your home away from home:
– Location: [Property Address]
– Self Check-in Instructions:
1. Locate the lockbox near [describe location].
2. Enter the code [Lockbox Code] to retrieve your key.
3. Your unit number is [#], located on [Floor/Direction].
– Parking: [Parking instructions, if applicable]
– Emergency Contact: For any issues or assistance, reach out to [Contact Name] at [Contact Number]
Please feel free to reach out with any questions or for further information. Safe travels!
Utilizing Automation for Pre-Arrival Messaging
Platforms like Chekin offer automated email capabilities, allowing you to streamline your pre-arrival communication process. By leveraging automation, you can schedule personalized messages to be sent at strategic intervals, ensuring timely and consistent communication with guests.
Additionally, automation frees up valuable time and resources, allowing you to focus on other aspects of managing your short-term rental property.
Conclusion
In conclusion, mastering the art of pre-arrival messaging for short-term rentals requires a combination of thoughtful planning, clear communication, and personalized engagement. By implementing best practices and leveraging automation tools, you can enhance the guest experience, streamline operations, and ultimately drive satisfaction and loyalty. Start crafting your pre-arrival messages today to set the stage for memorable stays and delighted guests.
