How To Write an Email For Vacation Rental

Are you planning a vacation and need to book a rental property? Learn how to write an effective email when inquiring about a vacation rental with confidence. Find out what to include and how to structure your email to increase your chances of securing the perfect vacation rental.

In this article, we’ll discuss the necessary steps to take before writing the email, what information to include in the email, and provide you with two customizable email templates to help you get started.

So, let’s dive in and learn how to write an email for a vacation rental!

What To Do Before Writing the Email:

  • Research the property: Gather all the necessary information about the vacation rental property you are interested in, such as location, amenities, rates, availability, and any specific requirements or restrictions.
  • Determine your travel dates: Have a clear idea of your preferred travel dates and any flexibility you might have to accommodate the property owner’s schedule.
  • Identify your needs: Consider the number of guests, special requests, and any specific requirements you might have while staying at the vacation rental.

What to Include In the Email:

When crafting your email inquiry for a vacation rental, make sure to include the following essential information:

Subject Line:

The subject line should be concise and attention-grabbing. Mention key details such as your desired travel dates and the purpose of the email, for example, “Inquiry: Vacation Rental for June 2022.”


Start the email with a polite and professional greeting, addressing the property owner or manager by their name if available.


Briefly introduce yourself and mention how you found out about the vacation rental property. If you have any mutual connections or references, it’s a good idea to mention them here.

Travel Dates:

Specify your preferred travel dates and any flexibility you have regarding the duration of your stay. If you haven’t decided on specific dates, mention the approximate time frame.

Number of Guests:

State the number of guests who will be staying in the rental property. Include both adults and children, as well as any specific requirements related to accommodations for children or elderly guests.

Special Requests:

If you have any special requests or specific needs, such as accessibility features, pet-friendly options, or specific amenities, clearly mention them in this section.

Questions and Concerns:

List any questions or concerns you might have about the property, including availability, rates, additional charges, cancellation policies, and any specific rules or regulations you need to know.

Ensure that your questions are concise, clear, and politely phrased. This shows your genuine interest in the property and helps the property owner provide you with accurate information.


End your email with a polite and appreciative closing. Thank the recipient for their time and express your eagerness to hear back from them soon.

Include your full name and contact information (phone number and email address) in your signature to make it easy for the property owner to respond to your inquiry.

Email Template:

Template 1: Initial Inquiry

Hi [Property Owner/Manager’s Name],

I hope this email finds you well. I have been researching vacation rental properties for my upcoming trip to [Destination] and came across your beautiful property, [Property Name].

I am interested in staying at your rental property from [Preferred Travel Dates]. However, I have some flexibility if those dates are unavailable. I will be traveling with [Number of Guests] guests, including [any specific needs or requirements].

I would appreciate it if you could provide me with more details regarding the availability, rates, and any additional charges or rules associated with your property.

Thank you in advance for your time and assistance. I look forward to hearing back from you soon.

Best regards,

[Your Name]

Contact information: [Phone Number], [Email Address]

Template 2: Follow-up Inquiry

Hello again, [Property Owner/Manager’s Name],

I recently sent an inquiry regarding your vacation rental, [Property Name], for my upcoming trip to [Destination]. I wanted to follow up to see if there are any updates or availability for the dates I mentioned, which were [Preferred Travel Dates].

If there are any changes or if the property is no longer available, please let me know. I am open to considering alternative dates if necessary.

Thank you for your attention to this matter. I look forward to your prompt response.

Kind regards,

[Your Name]

Contact information: [Phone Number], [Email Address]


Writing an effective email for a vacation rental is essential to secure the desired property and make a good impression on the property owner or manager. By following the steps outlined in this article and utilizing the provided email templates, you’ll be well-prepared to communicate your requirements and inquiries effectively.

Remember to always maintain a polite and professional tone throughout your email and include all the relevant information to ensure a prompt and informative response.

Happy vacation rental hunting!