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Email Template Library - Inquiry Available Response

Here's an inquiry available template based on an email provided 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 the details so they're to applicable to your situation.

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

===

Hi {CFIRST},

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 ??? nights or more depending on the time of year.
  • NO smoking ~ NO pets ~ NO house parties.
  • Must be at least {PMINAGE} 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 {PMAXGUESTS} 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 {QSPDAY} days prior to check-in date. For reservations made {QSPDAY} days or less prior to check-in date, the entire amount 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 {PSDRL} 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.
  • Cancellation Policy: {PCANPOL}.
  • 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.
  • The exact address, driving directions and check-in instructions will be provided after balance is paid and a few days prior to check in.
  • Check-in is {PCHECKIN} and check out is {PCHECKOUT} 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).

{ICOMM}

{IOITAB}


Thank you!
{MYFIRST}
       
=======
Below is the HTML code for the above email.  You can use this to copy and paste the above language into a new email template.
=======
<div style="font-size: 13px; font-family: arial,helvetica,sans-serif;">
<div style="font-size: 13px; font-family: arial,helvetica,sans-serif;">
<p><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">Hi, {CFIRST} -</span></p>
<p><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">Thank you for your inquiry about <strong>{PDISPNAME}</strong>.&nbsp;This is an automated email response. I am not at my desk at the moment but will respond with a more personal message as soon as I can.</span></p>
<p><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">The dates you are inquiring about are&nbsp;<span style="background-color: #ccffcc;"><strong>available</strong></span>. Please see the information below about renting our property:</span></p>
<ul>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;"><strong>{PDISPNAME}</strong>&nbsp;is a private vacation home, rented out by owners (not a management company or an agent).<br /></span></li>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;">Minimum rental period is <span style="background-color: #ccffcc;">???</span> nights or more depending on the time of year.</span></li>
<li><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;"><strong>NO smoking ~ NO pets ~ NO house parties.<br /></strong></span></li>
<li><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;"><strong>Must be at least {PMINAGE}&nbsp;years of age to rent, and be present during the entire stay</strong> (<strong>No</strong> third-party rentals)<strong>.</strong> Minors under 18 can only stay with parent, legal guardian or responsible adult, and must never be left at the property unsupervised<strong>.<br /></strong></span></li>
<li><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;"><strong>No occupancy above&nbsp;{PMAXGUESTS} persons</strong> (which includes adults and children ages 0 and up).</span></li>
<li><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">Security/Damage <strong>Deposit</strong> <strong>of&nbsp;{BSDAMT}&nbsp;</strong><strong>is due to reserve the property;</strong> <strong>Balance</strong>&nbsp;will be <strong>due&nbsp;{QSPDAY} days prior to&nbsp;check-in date</strong>. For reservations made&nbsp;{QSPDAY} days or less prior to check-in date, the entire <strong>amount is due immediately.</strong></span></li>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;"><strong>Availability is real time and may change after this email is sent.</strong> Dates are <span style="text-decoration: underline;">not</span> reserved in your name <span style="text-decoration: underline;">until</span> deposit (or full balance) is paid <span style="text-decoration: underline;">and</span> booking is accepted by us. <strong><br /></strong></span></li>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;">Deposit refunded within {PSDRL} days <strong>after check-out</strong> if there are no damages or excessive cleaning required (See the Rental Agreement for more details).<br /></span></li>
<li><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;"><strong>Rental Agreement signed by primary Guest and copy of valid photo ID are required if you decide to book.&nbsp;</strong> If the required is not returned within 72 hou<strong>r</strong>s from booking acceptance, we reserve the right to cancel your booking and issue a refund.</span></li>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;"><strong>Cancellation Policy:</strong>&nbsp;{PCANPOL}.</span></li>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;">We strongly recommend obtaining <strong>Trip/Cancellation insurance</strong> for your trip&nbsp;if your stay is&nbsp;during <strong>[winter months],</strong> or if you are concerned about possible cancellation.</span></li>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;">The exact address, driving directions and check-in instructions will be provided <strong>after</strong> balance is paid and a few days prior to check in.</span></li>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;"><strong>Check-in is&nbsp;{PCHECKIN}</strong>&nbsp;and <strong>check out is {PCHECKOUT}</strong>&nbsp;unless pre-arranged otherwise with the Owner <strong>in advance</strong>. Late check-outs may be subject to docking of the deposit.</span></li>
<li><span style="font-family: arial, helvetica, sans-serif; font-size: 11pt;"><strong>WIFI</strong> is available via satellite service (connection speed and availability&nbsp;is not guaranteed).</span></li>
</ul>
</div>
<hr />
<div style="font-size: 13px; font-family: arial,helvetica,sans-serif;">
<p><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">{ICOMM}</span></p>
<p><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">{IOITAB}</span></p>
<hr /><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">Thank you!</span></div>
<div style="font-size: 13px; font-family: arial,helvetica,sans-serif;"><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">{MYFIRST}</span></div>
<div style="font-size: 13px; font-family: arial,helvetica,sans-serif;"><span style="font-size: 11pt; font-family: arial, helvetica, sans-serif;">&nbsp; &nbsp; &nbsp; &nbsp;</span></div>
</div>
=======
Once you've got the email template looking the way you'd like, don't forget to save it and then go set up your Autoresponder for it!  😃