Clear communication is essential for short-term rental success. These 8 messaging templates help Nova Scotia hosts save time, improve guest satisfaction, and ensure smooth stays. Here's what you'll get:
- Booking Confirmation: Details about the stay, property, and next steps.
- Pre-Arrival Info: Directions, property access, and local tips.
- Check-In Guide: Step-by-step instructions for seamless arrivals.
- Welcome Message: Highlighting property features and local attractions.
- Mid-Stay Follow-Up: Quick check-in to address guest needs.
- Check-Out Instructions: Clear steps for a hassle-free departure.
- Thank You Message: Wrap up the stay and encourage repeat bookings.
- Review Request: Simple ways to gather guest feedback.
These templates streamline communication, offer personalized touches, and ensure guests feel supported throughout their stay. Perfect for hosts managing one or multiple properties.
5 Essential Messages Every Airbnb Host Should Send Their Guests
1. Booking Confirmation Message
Your booking confirmation message sets the stage for your guest's stay. Here's a template you can use:
Hi [Guest Name],
Thank you for booking with us at [Property Name] in [Nova Scotia Location]! We're thrilled to host you from [Check-in Date] to [Check-Out Date].
**Key Details:**
- **Check-in Time:** 4:00 PM Atlantic Time
- **Check-out Time:** 11:00 AM Atlantic Time
- **Address:** [Full Address]
- **Parking Info:** [Specific Details]
**Emergency Contact:**
[Name]
Phone: [Number]
Email: [Email Address]
You'll receive detailed check-in instructions 48 hours before your arrival. In the meantime, feel free to reach out if you have any questions about the property or local area.
Looking forward to your stay!
Best regards,
[Your Name]
Tips to Personalize Your Message
Make your message stand out by adding a personal touch. For example, if your guest has mentioned an interest in activities like whale watching, include a quick note about nearby attractions such as the Cabot Trail or the Bay of Fundy.
Must-Have Details
- Booking Information: Include the stay dates and check-in/out times.
- Property Info: Provide the full address and parking instructions.
- Contact Information: Share your phone number and email for easy communication.
- Next Steps: Let them know when they’ll get check-in instructions.
- Local Insights: Highlight seasonal events or activities in the area.
If you're managing multiple properties, tools like Casa Scotia (https://casascotia.com) can help you streamline guest communications while keeping them personal.
2. Pre-Arrival Information
Here’s a handy pre-arrival message template to help your guests get ready for their Nova Scotia visit:
Hi [Guest Name],
Your stay at [Property Name] is just 48 hours away! Here’s what you need to know:
**Directions & Access:**
- **GPS Address:** [Full Address]
- **Landmark:** [Landmark Name]
- **Parking:** [Details, e.g., "Reserved spot #12 in the front lot"]
**Important Property Details:**
- **Wi-Fi:** [Network Name]
- **Building Access Code:** [Code]
- **Unit/Door Lock:** [Type & Instructions]
- **Heating/AC Controls:** [Location & Instructions]
**Local Essentials:**
- **Grocery Store:** [Name & Distance]
- **Pharmacy:** [Name & Distance]
- **Hospital:** [Name & Distance]
- **Police:** [Phone Number]
**Weather Advisory:**
The forecast for your stay: [Brief Weather Info]
Suggested items to pack: [Season-Specific Items]
Our property is located [specific location context]. Please note that cell service may be [coverage details].
If you have any questions or need assistance, feel free to reach out!
Best regards,
[Your Name]
Personalizing Your Pre-Arrival Message
When crafting your pre-arrival message, think about these location-specific details:
-
Seasonal Tips:
- Summer: Mention beach access and water conditions.
- Fall: Highlight fall foliage and whale-watching opportunities.
- Winter: Include details about snow removal or parking rules.
- Spring: Share any relevant info about flood or muddy conditions.
-
Property-Specific Notes:
- Rural Properties: Provide unique local insights or landmarks.
- Urban Properties: Clarify parking garage codes or street parking rules.
- Waterfront Properties: Share tide schedules and water safety tips.
Stay Updated with Time-Sensitive Information
Make sure to include any updates that might impact your guest’s plans:
- Road Construction: Notify guests of detours or travel delays.
- Local Events: Mention any festivals or events happening during their stay.
- Seasonal Attractions: Provide updated hours for nearby spots.
If you manage multiple properties or want to streamline these communications, property management tools like Casa Scotia can help automate messages while keeping them personal and timely.
Next, we’ll cover how to ensure a smooth check-in experience with our detailed guide. Stay tuned!
3. Check-In Guide
Here’s a detailed check-in message template tailored for properties in Nova Scotia:
Dear [Guest Name],
Welcome to [Property Name]! Below is your check-in guide:
**Check-in Time:** After 3:00 PM
**How to Access the Property:**
- **Address:** [Full Address]
- **Entry Instructions:** [e.g., "Enter gate code 1234"]
- **Key/Lockbox Location:** [Details]
- **Door Lock Instructions:** [Steps to unlock]
**Important Features to Know:**
- **Thermostat:** Found at [Location]. Recommended setting: 68–72°F
- **Hot Water Controls:** [Location and instructions]
- **Circuit Breaker:** [Location]
- **Emergency Exits:** [Locations]
**House Rules:**
- Maximum occupancy: [Number] guests
- Quiet hours: [Times]
- No indoor smoking
- Pet policy: [Details]
- Parking details: [Specific Instructions]
**Emergency Contacts:**
- Host/Property Manager: [Phone Number]
- Local Police: [Phone Number]
- Nearest Hospital: [Name & Address]
Please confirm that you’ve received this guide.
Best regards,
[Your Name]
Customizing Your Check-In Instructions
When creating your check-in guide, it’s important to include Nova Scotia-specific details to ensure a smooth stay for your guests.
Seasonal Notes for Winter (November–March)
- Provide snow removal schedules and instructions.
- Highlight parking restrictions during storms.
- Indicate where ice melt and shovels are stored.
- If applicable, explain how to operate the emergency generator.
Waterfront Property Details
For properties near the water, safety is key:
- Share tide schedules to avoid surprises.
- Specify where water safety equipment is located.
- Include emergency marine radio frequencies.
- Provide contact info for the local harbor master.
Municipal Regulations
Be sure to include any local rules:
- Noise ordinance times.
- Waste disposal schedules and instructions.
- Information on street parking permits, if needed.
- Fire safety guidelines.
House Rules Communication
Make house rules clear from the start. A digital house manual can be a great tool - include photos, video tutorials, an interactive map, and emergency contact details to address common questions before they arise.
4. Guest Welcome Message
Here’s a tailored welcome message template for properties in Nova Scotia:
Dear [Guest Name],
Thank you for choosing [Property Name]. We’re excited to host you!
**Property Highlights:**
- Fully equipped kitchen stocked with quality cookware
- [Special Feature 1, e.g., "Private deck with stunning Bay of Fundy views"]
- [Special Feature 2, e.g., "Cozy wood-burning fireplace (firewood provided)"]
- High-speed WiFi (Network: [Name] | Password: [Password])
**Local Experiences Nearby (Within 15 Minutes):**
- [Restaurant Name] – Enjoy fresh, local seafood (0.3 miles)
- [Beach/Trail Name] – Perfect for morning walks
- [Attraction Name] – A must-see local landmark
- [Market Name] – Shop local produce and crafts
**Seasonal Highlights (March-April):**
- Visit [Local Sugar Shack Name] for maple syrup season
- Bird watching at [Location]
- Whale watching tours begin April 1st
- Spring festivals: [Names if applicable]
**Insider Tips:**
- Best coffee: [Local Cafe]
- Fresh seafood market: [Name and hours]
- Scenic photo spot: [Location]
- Hidden gem: [Local secret spot]
If you have any questions during your stay, feel free to reach out:
- Phone/Text: [Number]
- Email: [Address]
- Property Manager: [Contact Info]
We hope you enjoy your visit. Check-out is scheduled for [Check-out Date] at [Time].
Warm regards,
[Your Name]
Personalizing Your Welcome Message
Make the message your own by showcasing what makes your property and area special. For example, waterfront homes could mention tide schedules or beach access. If your property is in a rural area, highlight stargazing opportunities or nearby hiking trails.
Regional Considerations
Adjust your message to fit your property’s location:
- South Shore: Mention nearby UNESCO sites like Lunenburg.
- Cape Breton: Highlight Celtic music events and Cabot Trail access.
- Halifax Region: Include walking distances to popular attractions.
- Bay of Fundy: Share tide schedules and nearby fossil discovery spots.
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5. Mid-Stay Follow-Up
Here’s a simple template to check in with guests during their stay in Nova Scotia:
Hi [Guest Name],
I hope you're having a great time at [Property Name]. Is everything going smoothly, including the temperature settings?
Just a heads-up: [Store Name] is open until 11 PM, [Local Event] is happening tomorrow at [Location/Time], and high tide is at [Time].
If you need extra towels, restaurant recommendations, or help with anything else, feel free to reach out.
You can contact me anytime:
Phone/Text: [Number]
Email: [Address]
Best regards,
[Your Name]
Timing Your Follow-Up
The timing of your message depends on the length of the guest's stay:
- 2–3 night stays: Morning of the second day
- 4–7 night stays: On the second or third day
- Week-long or longer stays: Weekly check-ins
Adjusting for Guest Types
Make your follow-up more personal by focusing on your guest’s situation:
- Business Travelers: Ask about workspace comfort, WiFi reliability, and mention nearby business services.
- Families: Check if they need child-safety items, kitchen tools, or details about family-friendly activities.
- Tourist Groups: Offer weather-friendly alternatives, updates on seasonal attractions, and transportation advice.
Issues to Watch For
Keep an eye on common concerns like:
- Temperature settings
- WiFi connectivity
- Parking availability
- Appliance functionality
- Local transportation options
Casa Scotia helps simplify these communications [1].
6. Check-Out Instructions
Here's a template to guide guests through the check-out process:
Dear [Guest Name],
As your stay comes to an end tomorrow, here are the check-out details to ensure everything goes smoothly:
**Check-out time:** 11:00 AM Atlantic Time
**Late check-out fee:** $50 per hour after 11:00 AM
Before leaving, please:
- Place used towels in the bathroom tub
- Run the dishwasher
- Empty the refrigerator
- Set the thermostat to 68°F (20°C)
- Dispose of trash in the designated bins [location]
**Key return:** Place the keys in the black lockbox by the front door. Use code [xxxx] to secure the lockbox.
If you'd like a late check-out, text [phone number] by 8:00 PM the night before.
Safe travels,
[Your Name]
Send this message twice: the evening before check-out (around 6:00 PM) and again on the morning of check-out (8:00 AM). This timing keeps guests informed and helps ensure a seamless departure.
Key Return Options
| Method | Best For | Security Level |
|---|---|---|
| Smart Lock | Urban properties | High |
| Lockbox | Most locations | Medium-High |
| On-site Staff | Managed properties | High |
| Mail Slot | Downtown units | Medium |
For properties in colder climates, additional instructions may be needed.
Special Circumstances – Winter Check-Outs
If your property is in Nova Scotia or other cold areas during winter months (November–March), include these extra steps:
- Keep the thermostat set no lower than 60°F (16°C)
- Ensure all windows are fully closed
- Leave interior doors open to allow air circulation
- Remove vehicles from the driveway to make room for snow removal
Property Management Support
To simplify key collection, inspections, and same-day cleaning, consider using property management services like Casa Scotia. Learn more at https://casascotia.com.
Next, we’ll cover how to request a guest review.
7. Thank You Message
Wrapping up your guest's stay with a thoughtful note can leave a lasting impression. Use the template below to express gratitude and encourage future bookings:
Dear [Guest Name],
Thank you for staying at our Nova Scotia property! We hope you had a wonderful time exploring [local area].
During your visit, you may have enjoyed:
- [Nearby attraction]
- [Notable restaurant]
- [Seasonal activity]
We aim to make every stay memorable and would love to welcome you back on your next trip to Nova Scotia.
Plan ahead - our properties are available year-round:
- **Summer (June–August):** Perfect for beach days and festivals
- **Fall (September–October):** Stunning scenic drives and seasonal events
- **Winter (November–March):** Cozy retreats and winter activities
- **Spring (April–May):** Ideal for whale watching and hiking
Book directly with us here: [booking URL]
Have questions? Call us at: [phone]
Safe travels,
[Your Name]
Regional Highlights
Make your message stand out by referencing the local area. Here are some ideas:
-
Halifax/Dartmouth Area:
- The Halifax Waterfront
- Breweries and local dining
- Harbor cruises
-
Cape Breton:
- Drives along the Cabot Trail
- Cultural and music venues
-
South Shore/Eastern Shore:
- Peggy’s Cove
- Fresh seafood and scenic beaches
Casa Scotia provides tools to customize your guest communications, ensuring your property’s charm shines through [1].
Pro Tips
- Send your thank-you note within 24 hours of check-out.
- Add a personal touch, like a detail about their stay.
- Keep the tone warm but professional.
- Include clear contact details.
- Highlight upcoming local events to spark interest.
Ready to take it further? Next, explore how to request reviews to boost engagement.
8. Review Request
Encourage your guests to leave reviews to enhance the success of your Nova Scotia rental. Use this simple template to request feedback:
Dear [Guest Name],
We hope you had a fantastic stay at [Property Name/Location]. Your review helps us improve and assists future travelers in making their decisions.
We’d love to hear about:
- Your favorite local spots
- The comfort of your stay
- Any standout features or amenities
To share your experience, click here: [Platform Review Link]
Best regards,
[Your Name]
Timing Matters
When you send your review request can influence guest responses. Here's a quick breakdown:
| Timing | Benefits | Guest Mindset |
|---|---|---|
| 24 hours post-checkout | Memories are fresh | Guests are highly engaged |
| 48–72 hours after departure | Guests have settled at home | More reflective responses |
| Morning (9–11 AM) | Higher response rates | Guests are more attentive |
Choosing the right time ensures your request feels timely and thoughtful.
Best Practices
To make your review request more effective, keep these tips in mind:
- Personalize the message with details about the guest’s stay.
- Keep the request short to respect their time.
- Mention unique experiences they might have enjoyed in Nova Scotia.
- Provide a direct link to simplify the review process.
- If you don’t receive a response, consider sending one polite follow-up after a few days.
Message Variations
Customize your review request to match the type of guest for better engagement:
For Business Travelers:
Dear [Guest Name],
We know your time is valuable. A quick review of your business stay would help other professionals find the perfect accommodation in Nova Scotia.
[Review Link]
Thank you,
[Your Name]
For Family Vacations:
Dear [Guest Name],
It was a pleasure hosting your family in Nova Scotia! Would you mind sharing how our property worked for your family getaway? Your feedback helps other families plan their ideal vacation.
[Review Link]
Warm regards,
[Your Name]
This final step ties together your guest communication process, from booking to post-stay feedback.
Conclusion
Effective communication with guests is key to thriving in Nova Scotia’s short-term rental market. These templates simplify guest interactions and ensure messages are professional and consistent.
Impact on Guest Experience
Thoughtfully written messages can make a big difference in guest satisfaction and overall property success. Consistent communication helps improve review scores, encourages repeat bookings, ensures better adherence to house rules, and increases inquiry-to-booking conversions - results often seen in well-managed properties.
Time-Saving Benefits
By using these templates, hosts can save valuable time on guest communications. This allows you to focus on other aspects of property management or personal priorities. Plus, these time savings can help you explore more tailored management options.
Professional Management Alternative
If you’re looking to free up even more time, professional management might be worth considering. Casa Scotia offers proven results, including:
- 30+ listings maintained with consistent communication standards [1]
- A track record of boosting revenue and guest satisfaction [1]
- Efficient operations across multiple properties [1]
"Managing my Airbnb used to be a full-time headache. Casa Scotia took over, and now it feels effortless. My bookings have never been higher!" - Alex J., Dartmouth Host [1]
Long-Term Success
These templates provide a solid starting point for successful hosting. Whether you handle communications yourself or work with a property management service, using these strategies helps you stay competitive in Nova Scotia’s ever-changing rental landscape.
