Thank You Letters: A Powerful Tool for Vacation Rental Owners

Explore the importance of a thank-you card, how to use this touchpoint to improve your vacation rental business, and a template to for a thank-you message.

As a short-term rental property owner or property manager, you know the value of creating a steady flow of guests who follow your house rules, respect your beautiful home, and leave your property in excellent condition. In the same way you can create a cozy and inviting environment with a personalized rental welcome letter and a helpful welcome book, a well-crafted thank you note is a great way to make sure these ideal vacation rental guests know they are appreciated once they return home. It also keeps the line open for further communication to turn these respectful tenants into repeat customers.

This article will explore the importance of a thoughtful thank-you card, how to use this customer touchpoint to improve your rental business, and a template to help you create the perfect thank-you message.

A Simple Thank You Goes a Long Way

Thank you notes to guests who take care of your vacation rental property communicate that you notice and appreciate their respect for your vacation home and your rental business. If your guests check off some of the to-dos from your cleaning checklist, make sure they know you noticed. This extra point of positive communication goes a long way in creating a long-lasting relationship with guests you look forward to hosting again in the future.

Thank You Letters Can Improve Your Vacation Rental Business

Here are a few of the many benefits that you can expect when you implement this small thank-you practice into your check-out routine:

Repeat Bookings

A thank you letter makes a lasting impression that will encourage your guests to book your property for their next visit to the area.

Boost Guest Satisfaction

When guests enjoy their getaway and feel that their efforts toward keeping your vacation home in order are recognized, they are more likely to feel satisfied with their trip and leave a 5-star review.

Enhance Your Reputation

In a saturated short-term rental market, a simple thank you letter is a unique and personal touch that sets you apart from property owners whose communication with guests ends at check-out.

Positive Referrals

Making a favorable impression on your current guests can boost word-of-mouth referrals and direct bookings from friends of these guests. Before you know it, you may see a steady occupancy rate of top-tier guests waiting to book your property.

Add Personal Touches to Your Thank You Messages

A personalized thank-you note is a great way to make guests feel special. One way to gain insight into each guest is to check your guest book to see if they wrote anything about their guest experience or the wonderful memories they made on their trip. You can also look back at your check-in conversation to see if they mentioned anything about the purpose of their trip so you can include details like, “I hope you had a wonderful time celebrating grandpa’s 80th birthday!” in your note.

A great way to create personalized messages without spending all your free time writing notes to strangers is to start with a template and then add a few customized touches throughout. You’ll find a template at the bottom of this article to help get you started!

Thank You Note Delivery Methods

We hope you can see the value in writing thank-you notes to your favorite guests. But now you might be wondering... when should I send it? And what is the best way to make sure it gets to its intended recipient?

A good rule of thumb is to send a thank you note about 24 hours after your guests check out. This allows your guests plenty of time to travel home and get settled, but it will still reach them while the trip memories are fresh in their minds.

Delivery methods will vary based on the software you choose for your booking process. For example, our OwnerRez software allows you to collect guest contact information and create custom email templates that make following up with your guests a breeze.

Thank You Card Template

Dear [Guest Name]

Thank you so much for choosing to stay at [property name] for your recent visit to [area]. It was a pleasure to host you, and I hope you had a comfortable and enjoyable stay.

I appreciate the care and respect you showed our property during your stay. Your care and consideration have made the post-checkout process incredibly smooth, and it’s always such a pleasure to host considerate guests like you.

We hope you choose to stay with us again on your next visit to [area]!

Optional: We’d like to extend a 5% discount on your next stay when you book directly through our website.

Optional: You can continue to follow along with all the fun adventures here at [property name] on social media!

Please don’t hesitate to reach out in the future, and thank you again for choosing to stay with us. Your positive feedback means a lot!

Best Regards,

[Your Name]

The OwnerRez Difference

Learn more about how our easy-to-use features can help streamline your short-term rental business or explore other templates and checklists built for property owners just like you!

FAQ Section

Q: Why should I send a thank-you letter to my vacation rental guests?

A: Sending a thank-you letter helps build guest loyalty, encourages repeat bookings, and increases the chances of getting positive reviews.

Q: When is the best time to send a thank-you message after a guest stay?

A: The ideal time to send a thank-you letter is within 24 hours after check-out—while the stay is still fresh in the guest’s mind.

Q: What should I include in a vacation rental thank-you letter?

A: Include a warm thank-you, mention the guest’s name, reference anything personal about their stay, and invite them to book again.

Q: Can I automate thank-you letters with OwnerRez?

A: Yes, OwnerRez allows you to create automated thank-you emails using templates and guest data to personalize each message.

Q: Do thank-you notes help with getting more 5-star reviews?

A: Yes, guests who feel appreciated are more likely to leave positive reviews and recommend your rental to others.

Q: How do I personalize thank-you messages for vacation rental guests?

A: Use details from their stay—like a special occasion, pet’s name, or specific activity—to make your note feel genuine.

Q: Is it better to send a thank-you email or a handwritten card?

A: Email is faster and easier to automate, but a handwritten card adds a special touch for long stays or repeat guests.

Q: Can thank-you notes help reduce guest complaints?

A: Yes, a thoughtful follow-up can smooth over minor issues and make guests feel valued, reducing the chance of negative feedback.

Q: What tools help automate guest messaging for vacation rentals?

A: Tools like OwnerRez let you schedule, personalize, and automate messages including thank-you letters, check-in info, and review requests.

Q: Should I include a discount or booking incentive in my thank-you note?

A: Yes, offering a direct booking discount in your thank-you message can increase repeat business and reduce OTA fees.