Imagine making a great first impression while you sleep. Automated confirmation emails, like those sent after a contact form or property inquiry, keep the conversation going when guests are most engaged. They’re the perfect nudge to keep exploring your site and book their next stay.

We all get automated emails every day, like online order confirmations, appointment reminders, or “your package has arrived” alerts. These aren’t sent manually; they’re triggered automatically when we take an action online. These emails are called email automations.

The same idea applies to vacation rental websites. When a guest fills out a form or submits an inquiry, an automated email can instantly confirm their action and keep them engaged. These emails run quietly in the background, helping guests feel acknowledged while driving more clicks, and potentially more bookings. It’s also a perfect time to guide them to your blog, featured properties, or property management services.

Did you know?

Transactional and automated emails see open rates up to 8x higher than marketing emails,  averaging around 80–85%. (Campaign Monitor, 24 Email Marketing Stats You Need to Know)

In the vacation rental industry, we recommend that you have four core automations running. Those are a Newsletter Sign-Up form, a Contact Form Fill, a Property Inquiry, and a Property Management Inquiry. 

Let’s discuss how you can create brand loyalty and ROI from email automations in our sales call.  

Subject Example: Welcome to the Trail — Let’s Plan Your Stay!

Thank You For Subscribing! And also check out our website for more information. When a guest signs up to receive your emails, they are interested in your company. Now is the time to strike and try to get them to book. Direct them back to the website with fun imagery of your peak season, scenery, or an iconic location your area is known for. Also, let them know that they will be receiving marketing emails on a regular basis and from what email address the emails will be sent from. This is your chance to make a great first impression. When a guest signs up for your newsletter, get them excited about your brand and eager to book their next stay.

Welcome emails have on average 4× the open rate and 5× the click-through rate of a standard email marketing campaign. (Campaign Monitor)

Subject Example: We Got Your Message — Here’s What Happens Next

Don’t leave your potential customers hanging. Nobody should be left guessing whether a form they filled out was successful or when someone will respond. A contact form confirmation assures the guest that your company has received their question or comment, provides them with a copy of your original request , and gives them a timeline of when they can expect a response. The email reinforces your brand’s professionalism, reassures guests that you’re listening, and lets them easily review or adjust their comments.

Subject Example: We’re Checking on Availability — Take a Look Around!

• Does this home have a pool?
• Is it available for this weekend?
• Can I do a three-day stay instead of a week?
• Do you have a home close to this one for my friends?

All common questions that your vacation specialist can answer, but sometimes guests are not near their phone or are asking after hours. An automatic email is the best way to capture any questions on a specific rental.  Let guests know you’re going to start working on their question, but while they’re asking, check out other high-value vacation rentals.  Push your best vacation homes from oceanfront or ski-in/out to entice them to check out more homes. 

Don’t let a guest drop off because they have a question. Capture them and redirect them back to the website.

Keep guests browsing! Add two to three “Similar Homes You Might Like”. This keeps them engaged while they wait for a reply and often leads to new property views.

Subject Example: We’ve Received Your Property Management Inquiry

Handling the guest side of vacation rentals is only one part; be sure you are grabbing homeowners’ attention.  Take the lead over competitors while generating new owner leads through a Property Management Inquiry.  Capture quick questions about a potential STR and contact information at any time of the day. Often, potential property owners are browsing your site after work hours. Stop worrying about late-night emails.  Automation emails handle it 24/7, letting owners know their inquiry is received and you’ll get back to them shortly. 

Set yourself apart and send a professional email that drives owners back to your site, highlights why your management services beat the competition, and offers a glimpse into guest life. Remember, property owners have probably been shopping around. 

Email automations are a crucial component of effective email marketing. Capture guest attention when they are already interested and inspire trust, and watch your ROI grow.