Mastering Email Communication for Your Vacation Rental Business

Email marketing is a powerful tool for vacation rental owners to engage with guests, building relationships, and boost direct bookings. Understanding the nuances between sequence and broadcast emails can significantly enhance your strategy and effectiveness in reaching your audience.

Sequence Emails VS Broadcast Emails

Sequence Emails – deployed as a series, nurturing leads and relationships by showcasing expertise, providing destination insights, and guiding guests beginning from long before their arrival and extends well beyond departure, with personalized content. On the other hand;

Broadcast Emails are singular messages sent to your entire audience, ideal for promoting events, seasonal festivities, calendar availability updates, and time-sensitive offers within the area of your listing. These messages have the power to inform, entice, and convert potential guests into delighted visitors.

Mastering these distinct email types allows vacation rental marketers to strategically communicate with their audience, ultimately increasing direct bookings and enhancing guest satisfaction.

Sequence Emails: Building Lasting Relationships

When to Use and What to Include in Sequence Emails:

1. Pre-Arrival Excitement:

  • Timing: As soon as a booking is confirmed, initiate the excitement with a welcome email, text message, or sometimes video message. Follow up with detailed information about their stay, including check-in procedures, local attractions, and perhaps even a virtual tour of the property.
  • Purpose: We aim to build anticipation and reassure guests that they’ve made the right choice. Include personalized recommendations based on their interests to demonstrate your expertise and care.

2. During Their Stay:

  • Timing: A thoughtful email shortly after their arrival to ensure everything is as expected. Mid-stay emails can offer insider tips on nearby recommended restaurants, events, or lesser-known attractions.
  • Purpose: Our goal is to enhance their experience by providing value beyond the property itself. Show that you’re attentive to their needs and eager to make their stay memorable.

3. Post-Stay Gratitude and Feedback:

  • Timing: Send a thank-you email immediately after check-out, expressing your gratitude for their stay. Follow up with a feedback request a few days later.
  • Purpose: This is to show appreciation for supporting your listing and encourage them to share their experience. This not only helps improve your services but also demonstrates your commitment to continuous improvement.

4. Ongoing Engagement:

  • Timing: Stay connected by sending occasional emails with updates about your property, special offers, or relevant local news and events. This may keep up for the next few months from the guest’s stay.
  • Purpose: We aim to keep your property top of mind for their future vacations, or recommendations. By nurturing this ongoing relationship, you increase the likelihood of repeat bookings and referrals.

Key Elements of Effective Sequence Emails

  • Personalization: Tailor each email to the guest’s preferences and previous interactions.
  • Valuable Content: Provide useful information, insider tips, and local recommendations.
  • Clear Call-to-Actions: Encourage engagement, whether it’s replying to the email, booking another stay, or following your social media channels.
  • Consistency: Maintain a regular cadence without overwhelming your guests.

Broadcasts Emails: Timely Updates and Promotions

When to Use and What to Include in Broadcast Emails:

1. Promoting Events and Seasonal Festivities

Timing: 4-6 weeks in advance

Purpose: This lead time allows guests to plan their trips around special events or seasonal festivities. Whether it’s a local festival, holiday celebration, or cultural event, sending your email 4-6 weeks ahead ensures your guests can secure their accommodation early and make the most of their visit.

2. Calendar Availability Updates

Timing: Bi-monthly or as significant changes occur

Purpose: Keeping your guests informed about availability changes is crucial for maintaining interest and bookings. Regular updates ensure that potential guests are aware of open dates and can plan accordingly, maximizing your occupancy rates. It is also a great way to promote availability due to last-minute cancelations.

3. Time-Sensitive Offers and Discounts

Timing: 2-4 weeks before the offer expires

Purpose: Urgency is key when promoting time-sensitive offers. By sending emails a few weeks before the offer ends, you create a sense of urgency and encourage guests to take action quickly. This approach often results in higher conversion rates and bookings.

4. Local Area Highlights and Attractions

Timing: Seasonally or as new attractions/events emerge

Purpose: Highlighting local attractions and activities helps guests plan memorable experiences during their stay. Whether it’s a new restaurant opening, a popular hiking trail, “Taylor Swift” may have a concert in town, or a special exhibition match between “Mayweather and Pacquiao”, timely updates ensure your guests are well-informed and excited about their upcoming visit.

5. General Updates and Announcements

Timing: Monthly, quarterly, or whenever significant

Purpose: Keeping your audience informed about general updates, property improvements, or new amenities enhances their perception of your rental property. Regular communication also reinforces your brand presence and keeps your property top-of-mind for future bookings.

Best Practices for Effective Broadcast Emails

  • Personalization: Use guest names and personalize the content based on their previous stays or preferences.
  • Clear Call-to-Action: Ensure every email has a clear purpose and encourages guests to take action, whether it’s booking a stay, leaving a review, or exploring local attractions.
  • Mobile Optimization: Many travelers use smartphones to check emails, so make sure your emails are mobile-friendly.
  • Compliance: Always ensure your emails comply with relevant email marketing laws and regulations.


Incorporating both sequences and broadcasts into your email marketing strategy can transform how you engage with guests and maximize your vacation rental bookings. Sequences build trust and loyalty over time, while broadcasts capitalize on timely opportunities to drive immediate action. By mastering these two types of emails and tailoring them to your business’s unique strengths, you can create a cohesive and effective communication strategy that keeps guests coming back year after year.

Start your direct booking journey

Start crafting personalized sequences and impactful broadcasts today to enhance guest experiences and boost your vacation home rental property’s success. Send customers directly to your own direct booking site rather than the OTA when crafting these emails. If you need help getting your direct booking site up, start your CraftedStays 14-day free trial and start owning your bookings

Get started today and get $30 off your first 12 months.

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