10 Automated Messages Every Sebago Lakes Vacation Rental Host Should Be Sending
By Sebago Lake Lovin
Where should we eat?
Where should we buy groceries?
Should we rent a boat ahead of time?
How do we get into the house?
What is the WiFi password?
When is trash day?
After years of renting our home through Airbnb, we have found that the best way to create a great guest experience is to answer these questions before they are asked.
Rather than sending guests a giant house guide they may never read (ours is 40 pages), we use a series of automated messages that arrive at exactly the right time. Guests get the information they need when they need it, and we spend far less time answering repetitive questions.
The result is happier guests, fewer surprises, and a smoother vacation experience for everyone.
Below are the exact types of messages we use and recommend for other vacation rental owners throughout the Sebago Lakes Region.
Why Automated Guest Communications Work
Most vacation rental platforms, including Airbnb, VRBO, Guesty, Hospitable, Hostfully, and many property management systems, allow you to schedule messages automatically.
This means you can write the message once and let the platform handle the rest.
Instead of sending a 40-page PDF guide, guests receive small pieces of useful information throughout the weeks leading up to their stay.
The right information arrives at the right time.
Less confusion. Fewer questions. Better reviews.
Message #1: Thanks for Booking Your Sebago Lakes Vacation
When to send: Immediately after booking is confirmed
The first message should thank guests for booking and get them excited about their trip.
This is also a great opportunity to introduce them to the Sebago Lakes Region and point them toward local resources that will help them plan their vacation.
Sample Message
Subject: Thanks for Booking Your Sebago Lakes Vacation
Hi {{Guest First Name}},
Thank you for booking your stay in the beautiful Sebago Lakes Region.
Whether you are planning to spend your days on the water, explore charming lake towns, enjoy great restaurants, or simply relax with family and friends, we are excited to host you.
Between now and your arrival, we will send a few helpful messages with information about the property and tips for making the most of your trip.
In the meantime, we recommend checking out:
https://www.sebagolakelovin.com
You will find information on local restaurants, activities, boat rentals, shopping, events, and more.
It is a great way to get familiar with the area before your trip.
We are looking forward to hosting you.
{{Host Name}}
Message #2: One Month Until Your Arrival
When to send: 30 days before arrival
One month before arrival is the perfect time to remind guests about boat rentals.
Many visitors do not realize how quickly pontoon boats and other rentals can book up during peak summer weeks.
By giving guests a heads-up a month in advance, you help them avoid disappointment and improve their overall vacation experience.
Sample Message
Subject: One Month Until Your Arrival
Hi {{Guest First Name}},
Your vacation is just one month away.
If you are thinking about renting a boat during your stay, now is the time to reserve it.
During peak summer weeks, pontoon boats and other popular rentals can book up weeks or even months in advance.
For a complete list of boat rental companies throughout the Sebago Lakes Region, visit:
https://sebagolakelovin.com/what-to-do/boating/rentals
If your property is located near {{Nearest Marina}}, that may be the most convenient option for your group.
Now is also a great time to start planning restaurants, golf outings, hiking adventures, local events, and family activities.
{{Host Name}}
Message #3: Planning Ahead? Here is Where to Shop
When to send: 14 days before arrival
This is one of our most valuable messages.
Many guests immediately ask where they should buy groceries.
Our favorite recommendation is actually to skip the grocery store entirely on arrival day and use Instacart.
Guests can place an order while driving to Maine and have groceries delivered shortly after arrival or the following morning.
Instead of spending the first hour of vacation pushing a shopping cart around, they can start relaxing immediately.
Sample Message
Subject: Planning Ahead? Here is Where to Shop
Hi {{Guest First Name}},
Your vacation is almost here.
One question we frequently hear is:
Where should we buy groceries and supplies?
Our biggest recommendation is to use Instacart for your first round of essentials.
Many guests place an order while driving to Maine and have groceries delivered shortly after arrival or the next morning. It is a great way to start your vacation without immediately spending an hour shopping.
Popular items guests often order include:
Breakfast foods
Snacks
Sandwich supplies
Drinks
Paper products
Essentials for the week
If you prefer shopping in person, the Sebago Lakes Region offers everything from local markets and farm stands to supermarkets and larger retailers.
For a complete guide to shopping throughout the region, visit:
https://www.sebagolakelovin.com/where-to-shop
Please let us know if you have any questions.
{{Host Name}}
Message #4: One Week to Go
When to send: 7 days before arrival
This is where we review house rules and property expectations.
Every property is different, but this message is a good place to remind guests about occupancy limits, parking requirements, quiet hours, waterfront policies, and other important information.
Most guests are great. Setting expectations ahead of time simply helps prevent misunderstandings.
Sample Message
Subject: One Week to Go
Hi {{Guest First Name}},
Only one week until your arrival.
As your stay approaches, we would like to review a few important property guidelines.
Every vacation rental is different, so please take a few moments to review the house rules included with your reservation.
Common topics often include:
Occupancy limits
Parking requirements
Quiet hours
Pet policies
Dock and waterfront usage
Trash and recycling procedures
Guest policies
These guidelines help ensure a safe and enjoyable stay for everyone, including neighbors and future guests.
Thank you for your understanding and cooperation.
{{Host Name}}
Message #5: Where Should We Eat?
When to send: 5 days before arrival
This is probably the most common question we receive.
The good news is that the Sebago Lakes Region has more than 90 restaurants ranging from waterfront dining and seafood to pizza, pubs, breakfast spots, ice cream stands, and fine dining.
We recommend personalizing this message by sharing a few of your favorite restaurants.
Sample Message
Subject: Where Should We Eat?
Hi {{Guest First Name}},
One of the most common questions we receive is:
Where should we eat?
The good news is that the Sebago Lakes Region has over 90 restaurants ranging from waterfront dining and seafood to pizza, pubs, breakfast spots, and fine dining.
A few of our personal favorites are:
{{Restaurant A}}
{{Restaurant B}}
{{Restaurant C}}
Of course, everyone has different tastes, so if you are looking for additional recommendations, check out:
https://www.sebagolakelovin.com/where-to-eat
You will find dozens of options throughout Naples, Bridgton, Windham, Casco, Raymond, Sebago, and surrounding communities.
Enjoy!
{{Host Name}}
Message #6: What Supplies Are Included?
When to send: 3 days before arrival
Three days before arrival is a great time to answer questions about supplies.
Guests frequently want to know whether they will need to bring towels, sheets, toilet paper, cleaning supplies, or other essentials.
Providing clarity before arrival helps guests pack appropriately and eliminates last-minute questions.
Sample Message
Subject: What Supplies Are Included?
Hi {{Guest First Name}},
Your arrival is almost here.
One common question guests ask is what supplies are included with their stay.
Our vacation rentals provide starter supplies such as:
Toilet paper
Paper towels
Hand soap
Dish soap
Dishwasher detergent
Laundry detergent
Basic cleaning supplies
Our property also provides:
Bed linens
Pillows
Towels
Blankets and comforters
Please review your property listing for exact details on what is included.
We recommend bringing or purchasing any specialty items you may need during your stay.
{{Host Name}}
Message #7: Your Check-In Information
When to send: 2 days before arrival
This may be the most important email in the entire sequence.
Guests will return to this message again and again throughout their stay.
The goal is to create one reference message that contains everything guests need to access and enjoy the property.
Sample Message
Subject: Your Check-In Information
Hi {{Guest First Name}},
Your vacation is almost here.
Below is your arrival information. Keep this email bookmarked for future reference.
Check-In Time:
{{Check-In Time}}
Property Address:
{{Property Address}}
Check-In Instructions:
{{Insert Check-In Instructions}}
Parking Information:
{{Insert Parking Information}}
Entry Codes:
{{Insert Door Codes}}
WiFi Network:
{{Network Name}}
WiFi Password:
{{Password}}
Emergency Contact:
{{Host Contact Information}}
If you have any questions before arrival, please do not hesitate to reach out.
Safe travels.
{{Host Name}}
Message #8: One Last Tip Before You Arrive
When to send: 1 day before arrival
At this point guests are excited and counting down the hours.
This message is a final reminder to make reservations, review local activities, and think about what they want to do during their stay.
Many visitors spend the first half of their vacation figuring out what to do. A little planning ahead can help them make the most of their time in the region.
Sample Message
Subject: One Last Tip Before You Arrive
Hi {{Guest First Name}},
Tomorrow is the big day.
Before you arrive, we wanted to share one final tip.
Many guests spend so much time enjoying the lake that they do not start exploring the area until the end of their trip.
If you are looking for ideas before you arrive, take a few minutes to browse:
https://www.sebagolakelovin.com
You will find local events, activities, hiking trails, shopping, restaurants, family activities, rainy-day ideas, and much more.
A little planning ahead can help you make the most of your stay.
Safe travels and we will see you soon.
{{Host Name}}
Message #9: Welcome to the Sebago Lakes Region
When to send: Morning of check-in day
Check-in day is all about excitement.
This message welcomes guests, wishes them a great stay, and gives them a few quick recommendations for getting settled.
Sample Message
Subject: Welcome to the Sebago Lakes Region
Hi {{Guest First Name}},
Today is the day.
We hope you have a wonderful stay and enjoy everything the Sebago Lakes Region has to offer.
A few quick suggestions for your first day:
Take a few minutes to get familiar with the property.
Check out the waterfront, dock, beach, or outdoor spaces.
Make restaurant reservations if you are planning to dine out.
Confirm any boat rental or activity reservations.
Relax. You have officially made it to vacation mode.
If you need anything during your stay, please do not hesitate to reach out.
Enjoy your vacation!
{{Host Name}}
Message #10: Trash and Recycling Information
When to send: Evening of check-in day
Not every guest will need this information immediately, but every guest eventually needs it.
We like to send trash and recycling instructions on the evening of arrival.
By then, guests have unpacked, started cooking, and are more likely to pay attention to practical information.
Sample Message
Subject: Trash and Recycling Information
Hi {{Guest First Name}},
We hope you are getting settled in and enjoying your stay.
A quick note about trash and recycling.
Every property handles trash a little differently, so please review the instructions below:
Trash:
{{Insert Property-Specific Trash Instructions}}
Recycling:
{{Insert Property-Specific Recycling Instructions}}
Pickup Day:
{{Insert Pickup Day}}
If your stay includes a trash pickup day, please place bins in the designated location by the required time.
A few quick tips:
Keep trash secured to prevent visits from wildlife.
Break down cardboard boxes when possible.
Follow local recycling guidelines if provided.
Return bins to their designated location after pickup if requested.
Thank you for helping us keep the property clean and enjoyable for future guests.
Enjoy the rest of your stay!
{{Host Name}}
Final Thoughts
We have found that these automated messages dramatically improve the guest experience while reducing the number of questions we receive.
The key is not creating a giant guest guide.
The key is delivering the right information at the right time.
If you are using Airbnb, VRBO, Guesty, Hospitable, Hostfully, or another property management platform, you can simply copy these ideas into your automated messaging system and let the platform do the work for you.
Your guests will be better informed, your reviews will improve, and you will spend less time answering the same questions over and over again.