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Email Template Library - Inquiry Available Response

Here's an inquiry available template courtesy of Victoria of smoky-mountains-cabin.com.

In the first interaction with the guest, she recommends laying out all of the ground-rules for the property to make sure the guest understands the expectations for a respectful stay. Change any details needed to be applicable to your situation.

To use this template, change the info in [] brackets to point to resources applicable to you, or tweak the template accordingly. These include the following:

  • [winter months]
  • [distance from the cabin to popular area destinations]
  • [YouTube slide show]
  • [Vacation Guide and FAQ]
  • [Like us on Facebook]

If you've got multiple properties, you can use custom fields to make the links update automatically based on property. Here's an article about custom fields and email templates. (For other examples of email Templates, check out the Email Template Library - Overview.)

Remember, if you're using the template from a non-OwnerRez system, you'll also have to update the various mail merge fields. 



Thank you for your inquiry about {PDISPNAME}.

The dates you are inquiring about are available. Please see the information below about renting our property:

  • {PDISPNAME} is a private vacation home, rented out by owners (not a management company or an agent).
  • Minimum rental period is 3 nights (up to 5 nights during certain high demand/holiday periods).
  • NO smoking ~ NO pets ~ NO house parties.
  • Must be at least 25 years of age to rent, and be present during the entire stay (No third-party rentals). Minors under 18 can only stay with parent, legal guardian or responsible adult, and must never be left at the property unsupervised.
  • No occupancy above {PXOLIMIT} persons (which includes adults and children ages 0 and up).
  • Security/Damage Deposit of {BSDAMT} is due to reserve the property; Balance will be due 30 days prior to check-in date. For reservations made 30 days or less prior to check-in date, the entire amount (which includes the {BSDAMT} Deposit) is due immediately.
  • Availability is real time and may change after this email is sent. Dates are not reserved in your name until deposit (or full balance) is paid and booking is accepted by us.
  • Deposit refunded within 14 days after check-out if there are no damages or excessive cleaning required (See the Rental Agreement for more details).
  • Rental Agreement signed by primary Guest and copy of valid photo ID are required if you decide to book.  If the required is not returned within 72 hours from booking acceptance, we reserve the right to cancel your booking and issue a refund.
  • 60 day cancelation policy (full refund if reservation canceled by renter 60 or more days before the scheduled check-in).
  • We strongly recommend obtaining Trip/Cancellation insurance for your trip if your stay is during [winter months], or if you are concerned about possible cancellation.
  • Payments accepted: personal or cashier's check, money order (at least 35 days prior to check in date), major credit cards and PayPal. Credit card processing fee may apply.
  • The exact address, driving directions and check-in instructions will be provided after balance is paid and a few days prior to check in. Click for [distance from the cabin to popular area destinations].  
  • Check-in is {PCHECKIN} ET and check out is {PCHECKOUT} ET unless pre-arranged otherwise with the Owner in advance. Late check-outs may be subject to docking of the deposit.
  • WIFI is available via satellite service (connection speed and availability is not guaranteed).
  • Property has yard, firepit, ample parking.
  • All roads leading to the property are paved.
  • [YouTube slide show].
  • [Vacation Guide and FAQ]
  • [Like us on Facebook] - we post updates, specials, or availability due to last minute cancellations.

We've prepared a quote for you, sent in a separate email, with the rate details and all the information you need to accept/finalize your reservation online.  Let us know if we need to change anything.

You can also view your quote online here:




Thank you!