VRBO Guest Message Templates That Actually Convert

You have a Google Doc. Fifteen saved replies, color-coded by category. Booking confirmations in blue. Check-in instructions in green. Complaint responses in yellow. You wrote them six months ago, polished them once, and have been copy-pasting them into every VRBO conversation since.

Here is what happens every time: you open the doc, find the right template, paste it into the conversation, change "Guest" to "Jennifer," maybe swap the property name, hit send. Three minutes of your life. The message looks fine.

But Jennifer can tell.

Jennifer wrote a 200-word inquiry. She mentioned she is traveling with three kids under 8, her youngest needs a crib, they are driving from Phoenix on Thursday and arriving late, and she wants to know if the neighborhood is quiet enough for toddler bedtimes.

Your template says: "Dear Guest, thank you for booking with us! We are thrilled to host you at our beautiful property."

No mention of the crib. No mention of late arrival. No mention of the quiet neighborhood. Jennifer asked four specific things. Your response addressed zero of them.

This is why static templates fail. Not because the writing is bad. Because they cannot read.

AI drafts can. In under 10 seconds, an AI draft reads Jennifer's full message, pulls the reservation data (3 guests, Thursday arrival, property address), checks the property knowledge base (crib available, quiet residential street), and generates a response that answers every question she asked. Desert Sol Real Estate has processed 6,300+ messages this way across 130+ properties in Palm Desert, California.

Templates handle maybe 40% of guest messages — the ones where context does not matter. For the other 60%, you need something that reads before it writes.

Here are 12 VRBO templates for every stage of the guest journey. For each, we will show the static version you are probably using, then the AI-personalized version that actually converts.

Why Static Templates Fail on VRBO Specifically

VRBO guests are not Airbnb guests. The demographics drive different communication expectations.

VRBO attracts families. Multi-generational groups. Friend reunions. Average booking lead time is 60 to 120 days. Average stay is 5 to 14 nights. These guests are planning vacations, not grabbing weekend getaways.

That means their initial inquiries are longer. More detailed. More specific. A VRBO guest does not write "Is your place available next weekend?" They write three paragraphs about their family trip, their kids' ages, dietary restrictions, accessibility needs, and preferred arrival time.

A template that responds with "Thank you for your inquiry! We would love to host you!" ignores everything they told you. On VRBO, that reads as careless. These guests are spending $3,000 to $8,000 on a family vacation. They expect you to read their message.

AI reads every word. It incorporates specifics into every response. No guest has to repeat themselves.

Pre-Booking Inquiry Templates

Template 1: Property Details Inquiry

The guest wants to know if your property fits their trip.

The static template:

Hi [Guest Name], thank you for your interest in [Property Name]! Our property has [X] bedrooms and [X] bathrooms, sleeps up to [X] guests, and features a fully equipped kitchen, private pool, and more. Check-in is at 4:00 PM and checkout is at 10:00 AM. Please let us know if you have any questions!

This is a fact sheet. It answers questions the guest did not ask while ignoring the questions they did.

The AI-personalized version:

Hi Jennifer, thanks for reaching out about Ocotillo Retreat! Great news on the crib — we have one at the property and can have it set up before you arrive. The neighborhood is a quiet residential street in Palm Desert with minimal traffic, which works well for early bedtimes. For your late Thursday arrival, the lockbox allows self-check-in anytime after 4:00 PM, so no need to coordinate timing. The property sleeps 8 across 3 bedrooms, so your family of 5 will have plenty of room. Want me to send over the full check-in guide now?

The AI version answers every question Jennifer asked, in the order she asked them. The crib. The neighborhood noise level. The late arrival. Then it offers the next logical step — the check-in guide — instead of a generic "let us know if you have questions."

Template 2: Availability Confirmation

The static template:

Great news! [Property Name] is available for your requested dates of [Check-in] to [Checkout]. The total for [X] nights is $[Amount]. To secure your reservation, please book through VRBO at your earliest convenience. We look forward to hosting you!

The AI-personalized version:

Hi David, Cactus Ridge is available for your family reunion dates — March 14 through March 21 (7 nights). Total comes to $4,830, which includes the cleaning fee and taxes. Since you mentioned 12 guests, I want to confirm the property comfortably sleeps 14 with 5 bedrooms and 3 full bathrooms. The open floor plan is popular with large groups for exactly the kind of trip you are planning. Book whenever you are ready and I will send check-in details right away.

The AI version confirms availability while addressing the guest's stated use case (family reunion, 12 guests). It preemptively answers the capacity question and validates their choice.

Template 3: Special Requests (Pets, Cribs, Accessibility)

The static template:

Thank you for asking about [request type]. Please refer to our listing for details on our policies. If you have additional questions, feel free to reach out.

This template is actively harmful. "Refer to our listing" tells the guest: I did not bother to answer your question.

The AI-personalized version:

Hi Maria, yes — pets are welcome at Desert Vista with a $90 pet fee. We do have a 50-pound weight limit, so your two small dogs are perfect. The backyard is fully fenced (6-foot block wall), which is great for letting them out without worry. We provide bowls and a pet bed, but you may want to bring your own favorites for a week-long stay. I will add the pet fee to your reservation details.

The AI checked the property-specific pet policy (some properties have HOA pet restrictions, others do not), confirmed the weight limit, mentioned the fenced yard from the property amenities, and handled the fee. One message. Done.

Booking Confirmation Templates

Template 4: Booking Received

The static template:

Thank you for booking [Property Name]! We are excited to host you from [Check-in] to [Checkout]. You will receive check-in instructions 7 days before your arrival. Please don't hesitate to reach out if you have any questions in the meantime.

The AI-personalized version:

Hi Carlos, your reservation at Palm Breeze is confirmed — arriving Saturday, April 5 at 4:00 PM and checking out the following Saturday, April 12. Here is what happens next: I will send detailed check-in instructions and your door code 7 days before arrival. The property has everything you will need for your family of 6, including the high chair you asked about. If you need restaurant recommendations or activity ideas for the kids in Palm Desert, just ask — happy to send a local guide.

The AI version acknowledges the specific request from the booking conversation (high chair), sets clear expectations for next steps, and offers proactive help relevant to the guest profile (family with kids, needs local recommendations).

Template 5: Payment Reminder for Direct Bookings

The static template:

This is a friendly reminder that your remaining balance of $[Amount] is due by [Date]. Please submit payment at your earliest convenience to secure your reservation. Thank you!

The AI-personalized version:

Hi Sarah, quick reminder that your remaining balance of $2,340 for Canyon View Estates (June 7-14) is due by May 7. You can pay via the link in your booking confirmation email, or I can send a new payment link if you cannot find it. Your reservation is fully held — this is just a heads-up so it does not sneak up on you. Looking forward to hosting your anniversary trip!

The AI knows the reservation details, the exact dollar amount, provides a practical path to payment, and references the trip purpose from conversation history. The tone is helpful, not demanding.

Pre-Arrival Templates

Template 6: Check-In Instructions (7 Days Before)

The static template:

Your stay at [Property Name] is just one week away! Here are your check-in details: Address: [Address]. Check-in time: 4:00 PM. Door code: [Code]. Wi-Fi: [Network] / [Password]. Please review the attached house rules. Have a great stay!

The AI-personalized version:

Hi Jennifer, one week until your Palm Desert trip! Here is everything you need for Ocotillo Retreat.

Arrival: 73-445 Desert Trail Road, Palm Desert, CA 92260. Check-in anytime after 4:00 PM. Since you mentioned arriving late Thursday, the keypad lock works 24/7 — no coordination needed.

Door code: 7249 (I will resend this the day of, so you do not have to dig through messages).

Wi-Fi: OcotilloGuest / SunnyStays2026

For the kids: The crib is set up in the second bedroom. Pool towels are in the hall closet. The backyard gate has a childproof latch.

Parking: Two-car garage plus driveway space for a third vehicle. Since you are driving from Phoenix, the garage will keep the car cool.

Any questions before you head out, just call or message — our Voice AI picks up 24/7 if you need help during the drive.

The AI version organized check-in information around what the guest actually needs based on their specific situation. Late arrival, kids, driving from Phoenix. Every detail is relevant to this guest.

Template 7: Local Area Guide

The static template:

Welcome to [City]! Here are some local recommendations: Restaurants: [List]. Grocery Stores: [List]. Activities: [List]. Enjoy your stay!

The AI-personalized version:

Hi David, since you mentioned 12 guests including kids aged 4 through 16, here are Palm Desert picks that work for your group:

Family Restaurants (close to Cactus Ridge): Pacifica Seafood (10 min, great kids menu), Stuft Pizza (casual, huge portions, 8 min), El Pollo Loco for quick nights when nobody wants to cook.

Grocery: Ralphs on El Paseo is the closest (7 min). For a big group, Costco on Dinah Shore Drive is 15 minutes and worth the trip.

Kids: The Living Desert Zoo (20 min, the 4-year-old will love the animal encounters). Wet 'n' Wild water park (35 min, great for the teenagers). Indian Canyons hiking for the adults (bring water, easy trails for the younger kids too).

Pool night essentials: The property has pool floats and a Bluetooth speaker in the outdoor storage bench.

Every recommendation is calibrated to the guest's group composition and proximity to their specific property. A template cannot do this. It would need hundreds of variants per property per demographic.

During-Stay Templates

Template 8: Mid-Stay Courtesy Check

The static template:

Hi [Guest Name], we hope you are enjoying your stay at [Property Name]! Please let us know if there is anything we can do to make your experience even better.

Generic. Says nothing. Accomplishes nothing.

The AI-personalized version:

Hi Carlos, hope the family is settling in at Palm Breeze. Quick check — did the high chair work out for the little one? Also, if you have not tried it yet, the gas grill on the back patio is stocked with propane and ready to go. Palm Desert evenings are perfect for grilling this time of year. Let me know if you need anything at all.

The AI references a specific earlier request (the high chair), suggests something relevant to the property and season (grilling on the patio), and keeps it short. The guest feels remembered, not surveyed.

Template 9: Issue Resolution Response

The static template:

We are sorry to hear about the issue with [Problem]. We take all concerns seriously and will work to resolve this as quickly as possible. We appreciate your patience.

This template is corporate emptiness. It does not solve the problem. It does not set a timeline. It does not acknowledge what the guest is actually experiencing.

The AI-personalized version:

Hi Maria, sorry about the AC situation — I know it is uncomfortable, especially with the dogs and a Palm Desert afternoon. Here is what is happening: I have contacted our HVAC technician and he can be there between 2:00 and 3:00 PM today. In the meantime, there are two portable fans in the hallway closet (top shelf). The master bedroom unit is on a separate system, so that room should still be cool for napping. I will follow up once the tech confirms he is on his way.

The AI knows the property layout (separate master bedroom system, fans in the closet), acknowledges the guest's specific situation (dogs, desert heat), gives an actual timeline (2-3 PM), provides an interim solution (fans, cool bedroom), and commits to a follow-up. That is a response that prevents a 1-star review.

Upsell Message Templates

This is where templates leave the most money on the table. Upsells require dynamic data — availability, pricing, turnaround math — that templates cannot access.

Template 10: Late Checkout Offer

The static template:

Hi [Guest Name], would you be interested in a late checkout? Please let us know and we will check availability.

This adds a round trip to every conversation. The guest says yes, you check availability, you respond. Three messages for something that should take one.

The AI-personalized version:

Hi Jennifer, checking out at 10 AM on Saturday can feel rushed with kids — especially packing up after a week. We checked the turnaround schedule and can offer late checkout until 1:00 PM for $50. That gives you three extra hours to pack at your pace, grab breakfast, and avoid the midday desert heat for the drive back to Phoenix. Just reply "yes" and we will update your checkout time. No pressure if 10 AM works fine.

The system already checked. The next guest does not arrive until 4 PM. The cleaning crew needs three hours. The math works for a 1 PM checkout. The message includes the price ($50), the specific benefit (three extra hours, avoid midday heat for the drive), and a one-word acceptance path.

Desert Sol has sent 470+ early check-in, late checkout, and gap night offers using this approach. For the full breakdown, see our upsell messaging guide and early check-in and late checkout automation.

Template 11: Gap Night Extension

The static template:

Enjoying your stay? We have an extra night available if you would like to extend!

The AI-personalized version:

Hi David, looks like your group is checking out Saturday but the property does not have another guest until Tuesday. If anyone in the reunion crew wants to stay a few extra days, we can offer Saturday through Monday (2 nights) at 10% off your nightly rate. That would be $1,380 for the group instead of $1,534. Let me know by Friday evening so we can adjust the cleaning schedule.

The AI identified a gap night opportunity (3-day vacancy after checkout), calculated the discounted rate, and set a decision deadline tied to operational reality (cleaning schedule). A template has no access to calendar data.

For a deep dive on gap night automation, see our gap night guide.

Post-Stay and Review Templates

Template 12: Thank You and Review Request

The static template:

Thank you for staying at [Property Name]! We hope you had a wonderful time. If you enjoyed your stay, we would appreciate a review on VRBO. Thank you for being a great guest!

The AI-personalized version:

Hi Jennifer, hope the drive back to Phoenix went smoothly — especially with three kids in the car after a full week. Thanks for being such great guests at Ocotillo Retreat. If you have a minute, a quick VRBO review would mean a lot. Other families planning Palm Desert trips rely on reviews like yours to decide where to book. Either way, we would love to host you and the kids again — maybe over winter break when the desert weather is perfect.

The AI references specific trip details (Phoenix drive, three kids, week-long stay), makes the review request about helping other families (not helping the PM), and plants a seed for a return booking with a specific timeframe.

Timing matters on review requests. Sending them 24 hours after checkout — not same-day, not a week later — gets the highest response rate. The guest has had time to settle back into normal life but the trip is still fresh. For more on post-stay automation, see our guest experience automation guide.

Why AI Drafts Beat Templates at Every Stage

The 12 templates above illustrate the same pattern: static text cannot adapt to context. Here is the structural difference.

Templates know: property name, guest name, check-in date, checkout date. Maybe a few custom fields if your PMS supports merge tags.

AI knows: the full conversation history, every amenity and house rule for that specific property, the reservation data (guest count, arrival time, booking source, special requests), adjacent bookings for upsell math, the guest's demographic signals (family vs. couple, length of stay, booking lead time), and curated past responses from similar conversations.

That gap between 4 data points and 40+ data points is why AI drafts convert better, resolve issues faster, and generate fewer follow-up questions.

Speed

Under 10 seconds per draft. Not per template lookup and manual edit — per complete, personalized, context-aware response. Across 130+ properties, that speed difference compounds into hours saved per day.

Consistency

Your templates sound the same at 9 AM and 9 PM because they are the same text. Your manual edits at 11 PM after a 14-hour day sound tired, because you are tired. AI drafts maintain the same quality at 2 AM as 2 PM.

Learning

This is the part templates cannot replicate. Dimora's AI Learning module tracks every edit a property manager makes to an AI draft. Changed the tone? Noted. Added a detail about a specific property? The knowledge base updates. Corrected a policy? The next draft at that property gets it right.

Over 6,300+ drafts, the system learns your voice, your property quirks, your guest handling style. Templates are frozen in time. AI drafts improve every week.

For the full breakdown on how AI drafts outperform templates structurally, read How AI Drafts Better Guest Replies Than Templates.

What to Do Next

1. Audit your current templates. Pull up your saved replies. For each one, ask: does this answer the guest's specific question, or does it answer a generic version of the question? If it is generic, it is costing you response quality.

2. Identify your 60% messages. Track your messages for one week. Count how many require you to look something up, think, or compose a custom reply. That count is the volume AI handles and templates cannot.

3. See it in action. Book a demo and we will run your actual guest messages through the system. You will see the difference between your templates and AI drafts on your own properties, with your own data.

For more on VRBO-specific communication strategies, read our complete VRBO guest communication guide. To understand how VRBO and Airbnb messaging differ, see VRBO vs Airbnb Host Communication. Or learn how AI helps you hit VRBO Premier Host requirements through consistent response quality. To understand the full Inbox AI platform behind these drafts, see how 6 specialist agents handle different message categories across your entire portfolio.