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Complete Vacation Rental Email Marketing for Hosts [+ Top Tools]
![Complete Vacation Rental Email Marketing for Hosts [+ Top Tools]](/content/images/size/w1200/2026/01/email-marketing.jpg)
Turn guest emails into repeat bookings. Learn how vacation rental hosts can use automated email campaigns, smart tools, and proven strategies to drive direct bookings and loyalty.
Key Takeaways
- Capture email addresses from guests and website visitors and use email marketing automation to drive new and repeat bookings.
- Top picks of email marketing tools that are simple to use and well-suited for short-term rental hosts.
- Set up an email marketing strategy, including automated sequences and a monthly newsletter, and learn where to find content ideas and how to measure performance.
- Learn best practices to create successful email campaigns.
Email marketing is one of the best ways to get repeat guests. Repeat bookings are actually quite common in the vacation rental space.
If guests enjoyed their stay, especially one that felt unique and memorable, they may return for another weekend getaway or another vacation. Hosts can use vacation rental email marketing strategies to drive both repeat and new bookings.
The best part is that email marketing doesn't mean you need to sit by your computer every day writing emails. You can automate a solid email marketing strategy and let it run on autopilot.
How Email Marketing Benefits Vacation Rental Hosts
There's more than one benefit to email marketing. Vacation rental owners care about these things:
Automated flows for direct bookings
You can use automated flows for inquiries, abandoned bookings, confirmations, pre-arrival details, and post-stay follow-ups. Emails sent during a guest’s stay that relate to a specific reservation are considered transactional. Either way, email helps you to attract, convert, and manage direct bookings with a high level of vacation rental business automation.
Pro tip: You can also automate guest messaging for direct bookings and booking platforms with property management software like iGMS.
Reduce reliance on OTAs and high commission fees
Shift a portion of bookings to owned channels to reduce the high commissions you pay to OTAs. Because the platform owns the guest relationship, it is harder to market to past guests. This keeps hosts dependent on third-party platforms instead of building their own booking channels.
Build long-term relationships with guests
Lifetime customer value is built on guest relationships. Turn one-time guests into repeat bookers and brand advocates. Email marketing feels personal, and it isn't a one-way communication channel. It gives you access to valuable insights you can use to guide your decisions.
How to Collect Guest Emails and Grow Your List
There are two main ways to capture guest emails. One way is during their stay at your rental. OTAs like Airbnb make it hard to collect guest email addresses because they control the reservation and guest communication. However, you can collect emails directly when guests arrive at your property.
Since most guests will connect to Wi-Fi, you can create a splash page that asks them to enter their email address before accessing the network. You can do this using software services such as StayFi.
This approach allows you to collect not only the email address of the person who made the reservation, but also the email addresses of other guests staying at the property.
The other way to capture emails is through your website. People who show interest in your properties can submit their email address through a form or pop-up. One effective marketing strategy is to offer something in return for their email, such as a discount on their first booking.
What Email Marketing Software is Good for Vacation Rental Hosts?
The email marketing platform you choose depends on your marketing budget and preferences. Some of the most popular tools that work for short-term rental hosts are:
Mailchimp
Mailchimp is one of the most widely used email marketing platforms. It’s solid for STR hosts because it offers a free plan to get started if you have fewer than 250 contacts. Mailchimp has more than 250 ready‑to-use email templates you can customize quickly. You can track key metrics like open rates, clicks, and engagement easily in its reporting dashboard.
MailerLite
MailerLite is a very beginner‑friendly tool with a clean drag‑and‑drop email builder and a free plan that covers up to 500 subscribers, making it a great budget choice for hosts starting out. It offers an AI-powered drag-and-drop builder to design your emails and all basic automation tools.
Campaign Monitor
Campaign Monitor is known for beautiful, mobile‑friendly email templates and a simple interface that helps you put together visually appealing campaigns that showcase your properties and experiences. Its pricing starts at $10,80 per month for smaller lists of up to 500 addresses. It gives you solid analytics and reporting to see what’s resonating with your guests.
Active Campaign
ActiveCampaign gives you more power and flexibility while still being manageable for hosts who want growth without overly complex segmentation. It includes a large library of modern email templates, deeper automation workflows, and detailed analytics that let you see how each email and sequence performs.
Beyond emails, ActiveCampaign also lets you reach guests through WhatsApp messages. Pricing starts at $15/month for up to 1,000 contacts.
There are also solutions specialized for vacation rentals, such as StayFi.
StayFi (partnered with Switchback): Specifically designed for vacation rental owners, StayFi creates splash pages to capture guests' email addresses at your property and offers integrated tools and services for email marketing.
How to Develop an Effective Email Strategy
Every marketing strategy, including email strategy, starts with clear goals and understanding your audience. Let's break down a successful strategy into steps.
Define your email goals
Before implementing tools and strategies, define the goals you want for your email marketing archives for your vacation rental property. It's usually one of these three goals:
1. More direct bookings
Where do direct bookings come from? In most cases, you drive traffic to your website through digital marketing. Social media, organic search, and even paid campaigns are all ways visitors can discover your property.
If you have their email addresses, you can run targeted email campaigns, such as automated booking reminders, abandoned-cart follow-ups, and special offers, to boost direct bookings.
2. Repeat stays
You can turn one-time guests into loyal, repeat bookers. Email past guests with special offers and discounts. You can fill gaps during the low season and reach guests while they’re planning their next vacation.
3. Staying top of mind, also known as brand awareness.
Email marketing keeps the guest communication channel open. It’s not just about discounts. You also want to inspire guests, keep your brand top of mind, and turn them into brand advocates who recommend you to new guests.
Segment your list
Your targeted audience falls into two main categories:
- Past guests
- Potential guests
This means you need to segment your email list and send different types of emails to each group.
For leads and potential future guests, most email marketing efforts will focus on converting them into paying customers, so the content may be more marketing-heavy.
For past guests, the goal is to maintain relationships and gently remind them of their stay, occasionally offering discounts and promotions.
You can also segment your list by booking behavior, guest type (families, couples, groups), channel of origin, geographical location, engagement level, and property preferences. Which segments you prioritize will depend on your unique situation.
Define email content ideas
One of the most common questions vacation rental hosts have is: "But what am I going to write in these emails?"
The content of your emails shouldn’t focus entirely on your vacation rental. It should be a mix of helpful destination and travel content, paired with promotional offers.
You can suggest local attractions worth visiting and local events worth attending. Provide insights and inspiration through a local lens.
For example, suggest a list of must-see attractions for couples. This speaks directly to guests looking for a romantic weekend getaway.
Choose email templates
Your email marketing tool of choice will typically have many templates you can easily customize to your brand. Choose a style that fits your property and guest persona. It could be elegant and minimal for luxury rentals, warm and casual for family-friendly ones.
Make sure templates work well in Gmail, Outlook, and Apple Mail. Avoid heavy coding, large images, or too many links that could trigger spam filters. Keep designs clean, and always have a clear CTA, like “Book Now” or softer options such as “Check Availability” or "See More."
Choose a frequency for sending emails
Once property owners have their email list segmented, the next step is deciding how often to email each group. The frequency will vary depending on the type of guest:
- Past Guests: You don’t want to overwhelm them. Staying top-of-mind is key. Sending monthly newsletters works well. Pick a consistent day each month to send your newsletter. Having a pattern creates expectations and habits.
- Website visitors: These emails can be slightly more frequent, especially if they’ve shown interest recently. Weekly or bi-weekly emails with property highlights, promotions, or booking reminders can convert them into paying guests.
Email Campaigns You Should Be Sending to Your Guests
Email is a more personal channel than social media. To do vacation rental email marketing right, don't treat it as a place to send out spammy sales messages. Also, because they could end up in the spam box. Engagement keeps your emails out of the spam box.
You can engage your list by sending two types of emails.
Automated Email Sequences
Automated emails or drip campaigns are pre-written emails sent to users on a set schedule based on specific actions or behaviors.
Automated email marketing campaigns are triggered by certain behaviors, such as sign-ups or news bookings.
Transactional emails, like booking confirmation, check-in instructions and mid-stay messages, are valuable for communicating with guests and making an impression.
- Welcome emails
A welcome email is sent upon a reservation on your direct booking site or after sign-up. Welcome emails have a very high open rate. That's why you should set the tone for further guest communication in your welcome email.
- Booking confirmation emails
A booking confirmation email is one type of welcome email. Once a guest completes a reservation, an automated booking confirmation sequence ensures they have all the essential details in one place. These emails typically include confirmation of their stay dates, property details, payment receipts, and any additional instructions they may need.
- Pre-arrival emails
Pre-Arrival emails are sent a few days before check-in. A pre-arrival sequence helps guests feel prepared and excited for their stay. These emails can include directions, parking instructions, Wi-Fi access, and tips for making the most of their visit.
- Abandoned inquiry emails
Sometimes, potential guests browse your property but don’t complete a booking. An abandoned inquiry sequence gently nudges them back by reminding them of your property’s availability. It highlights once again key features or unique benefits.
- Post-Stay/Thank you emails
Post-Stay/Thank you emails are sent out after guests check out. A post-stay sequence keeps the relationship alive and encourages engagement. A simple thank-you message goes a long way, and you can request reviews and guest testimonials.
- Repeat booking emails
Repeat booking emails are for guests who haven’t booked in a while. You remind them of your property through a re-engagement sequence. Personalized emails with seasonal promotions, early-bird deals, or updates like new properties can reignite interest.
Newsletter
Newsletter or broadcast emails are not automated or pre-scheduled. You send them to both leads on your list and repeat visitors.
Because emails are a direct way to communicate with guests, it would be nice if they could respond to you from time to time. Don't be afraid to occasionally encourage their feedback or opinions. This helps boost engagement rates and keeps your emails landing in the primary inbox.
It’s also a great way to gather feedback and ideas for future newsletters. For example, if someone asks a question about your property, you can answer it in your next email.
For instance, if a potential guest asks whether your vacation rental allows pets, you could respond in your next automated or broadcast email. Use a subject line like, “Yes, pets are welcome in our properties!” and include helpful details, such as nearby dog-friendly parks or your pet-friendly amenities.
Best Practices and Tips for Successful Email Marketing
When creating an email marketing strategy, a couple of tips can guide you.
Use eye-catching visuals
Visually appealing emails perform best in the vacation rental industry. Show, don’t tell. It’s important to present your content visually. Images of destinations inspire people to travel and explore. Keep emails optimized for mobile devices.
Don't be overly promotional
Guest satisfaction drives new bookings and revenue, so there’s no need to spam your marketing emails with overly salesy content.
A gentle nudge and occasional promotion are enough. Avoid sending endless salesy emails, or people will stop opening them.
Inspire people
Vacation rental guests are always looking for inspiration for their next trip. Provide valuable content that is both educational and inspiring.
Your goal is to encourage repeat stays and build guest loyalty. Share stories and testimonials from past guests to show the unforgettable memories they’ve made at your property. People aren’t just inspired by places. They’re inspired by the experiences of others.
Write subject lines that drive curiosity
Always craft compelling subject lines. You might not get it right on the first try. It often takes testing to figure out what works.
If people don’t click your email, your message is lost. Sometimes you spend more time creating the subject line than the email itself, and that’s okay. Focus on adding curiosity and intrigue to make people want to open your message.
Send promotional offers on time
If you want people to book with you for the summer, start talking about summer vacations well in advance. People plan longer trips in advance, so don’t wait until the last minute.
Vacation rental marketing follows seasonal patterns, which means it’s important to start sending emails early, before the season starts.
Make it easy to book in one click
The more steps in the booking process, the more likely a guest is to drop off. Make it easy to book a trip. Use clear buttons like “Book Now” or “Check Availability” and link directly to the booking page.
People have short attention spans. While they’re checking out your offer, they might get a call or text, or see other notifications popping up. Act fast while you have their attention. Make it easy for them to book right away.
Get consent before sending emails
Email marketing is a regulated channel, so compliance is important. You should only email people who have given you permission to contact them. It's not possible to just scrape emails from third parties.
You need consent to send email campaigns, which people give when they share their email address with you. Also, every marketing email must include an easy way to unsubscribe in case someone wants to opt out.
Split test your emails
Email marketing automation is great for A/B testing. It makes it easy to test different subject lines or promotional offers.
Property managers should always be split-testing to see what works best. The more active subscribers you have on your list, the more reliable your results will be.
How to Analyse Email Marketing Performance
The final stage of email marketing is the result analysis. Every digital marketing strategy, including email, is focused on engagement. And email marketing is still regarded as one of the best channels for driving the highest ROI.
Key metrics to monitor in email marketing include open rates, click-through rates, and conversion rates.
- Open Rates: This shows how many recipients opened your email. Email marketing reports by industry show that average open rates in hospitality range from 18% to 22%. If your open rate falls below 15%, it’s a sign you should rework your subject lines.
- Click-Through Rates: This measures how many people clicked the links or buttons in your email. It shows whether your offers and calls-to-action are engaging your audience. Average click-through rates across industries generally range from 2% to 5%.
- Conversion Rates: This tracks how many recipients booked a stay out of all people who interacted with your email. It shows the real impact of your email campaigns on revenue. Average conversion rates across industries are 2%–7%.
Also, keep an eye on your unsubscribe rate, which is the percentage of recipients who opt out after receiving an email campaign. Unsubscribes are normal, so don’t worry if a few people opt out. Ideally, the unsubscribe rate should stay below 1% per campaign.
FAQ
How often should I email guests without annoying them?
You can start by emailing guests once a month. That’s not too often, so it won’t feel like spam, especially if your content is interesting. Then, if you want to send promotional offers before the season starts, you can gradually increase the frequency.
Can I email guests who booked through Airbnb or Vrbo?
Yes, you can start emailing guests who booked through major OTAs like Airbnb or Vrbo. But you need to collect their email addresses and get consent first. The easiest way is to use a splash page when they connect to your property’s Wi-Fi.
Do I need a direct booking website to do email marketing?
Yes, you need a direct booking website with a booking engine to drive direct bookings. You also need to keep your calendar up to date if you’re taking reservations from multiple OTAs in addition to direct bookings. iGMS, a vacation rental property management tool, solves both of these problems.
With iGMS, you can create a direct booking website in just a few simple steps, choosing from the provided templates, and process reservations and payments from your guests. The iGMS channel manager keeps all your calendars synced, preventing double bookings.
iGMS will automate guest messages based on triggers. Stay connected with your guests to keep their guest experience top-notch.
About the Author
Zorica Milinkovic is a B2B SaaS writer who is passionate about psychology, marketing, and, when inspiration strikes, cooking. You can find her on LinkedIn.
