How Can a B&B Confirmation Email Reduce Guest Confusion?

In this episode, I’ll give you 5 ready-to-use B&B email templates that save time and boost bookings.

📬 Save Time, Keep Guests Happy & Fill Rooms Faster

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🎥 Before we dive in, don’t forget to subscribe and tap that little bell so you never miss a future episode. We’ve got practical tips, marketing strategies, and a few cheeky rants on bad guest behaviour coming your way. You’ll want in.

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Why Email Templates Are the Hidden Heroes of Your B&B

Running a B&B is a bit like hosting a dinner party every single night… while also being the chef, cleaner, planner, and sometimes, impromptu therapist. The last thing you need is to write the same email 37 times a month.

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Sound familiar?

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That’s why every savvy B&B owner should have five essential email templates locked, loaded, and ready to fire. Whether it’s smoothing over a cancellation or getting more reviews, these emails do the heavy lifting while you get on with the homemade scones.

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🎁 Stay with me ‘til the end—I’ve got a bonus email trick that gets 3x more guest reviews without begging. Worth it.

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1. The Booking Confirmation Email

Subject: “We can’t wait to welcome you, [First Name]!”

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Let’s be honest: if this email is bland, your guest might already be wondering if they made the right choice. This is your digital handshake. Make it warm, informative, and stress-relieving.

✅ Include:

• Check-in time & location

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• Parking info

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• Local tip (best coffee shop? Quiet beach spot?)

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• Your contact info with a friendly tone

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🛎️ Quick tip: Add a little personality—“Maggie the Labrador is also excited to meet you!”

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💡Usable Tip: Include a Google Maps link and a “What to pack” bullet list for weather quirks or seasonal tips.

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Want a visual checklist for smooth arrivals? Watch it on our YouTube Channel → .

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2. The Pre-Arrival Reminder Email

Subject: “2 Days to Go! Here’s What You Need to Know Before Check-In”

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This email lowers last-minute confusion (and the dreaded “Hi, where do we park?” call at midnight). It’s your chance to set expectations, reinforce house rules, and reduce late check-ins.

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📅 Send: 48 hours before arrival.

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✅ Include:

• Weather forecast (bonus points if you suggest an umbrella or sunblock)

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• Directions again (yes, again)

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• Wi-Fi info and check-in procedure

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• Personalised message: “We saw you mentioned hiking—here’s a trail we love.”

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Question time! What’s the #1 reason guests arrive late? You’ll find out by asking them—and then solving it here.

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3. The Thank-You & Review Request Email

Subject: “It was a joy having you, [First Name] – One Favour?”

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Most B&Bs never send this. Big mistake. Massive.

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Guests are happiest right after checkout. That’s the sweet spot for asking them to leave a review—and if you don’t ask, most won’t bother. This email should be polite, personal, and make reviewing easy.

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✅ Include:

• Your sincere thanks

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• A direct review link (TripAdvisor, Google, etc.)

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• Mention something they did/shared during the stay (if possible)

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📈 From the Mastering B&B Management course: Timing your ask increases review rates by over 60%. Don’t wait a week. Send it 6–24 hours after checkout.

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🎉 Bonus: Offer a 10% return guest discount if they rebook directly. Loyalty AND reviews? Yes, please.

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4. The Cancellation Reply Email

Subject: “We’re Sorry to Hear You’re Cancelling—Here’s What Happens Next”

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A cancellation doesn’t have to be the end of the conversation. Handle this with grace, and guests will remember you fondly—even rebook.

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✅ Include:

• Refund/cancellation policy (in friendly tone, not legalese)

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• Offer alternative dates (or a future credit)

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• Link to your slow-season special if applicable

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Real-life win: One B&B in Dorset reclaimed 40% of lost bookings just by adding reschedule links to this email.

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💬 Try this line:
“We totally understand plans change. If you’d like to visit another time, here’s a little something to say thanks for thinking of us…”

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5. The Seasonal Promo Email

Subject: “Get Cosy This Winter—Your Crackling Fire Awaits 🔥”

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This is your room-filler. Use it to boost bookings in shoulder seasons or promote special packages. Keep it visual, value-packed, and time-sensitive.

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✅ Include:

• Seasonal imagery

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• One irresistible offer (e.g. “Stay 3, Pay 2”)

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• Clear dates and call to action

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• Testimonials or reviews

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🎯 Hot tip: Reuse this template each quarter—just update dates and images. Easy peasy.

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💡 Bonus Trick: Use the “P.S.” Line Wisely

P.S. Add something human or unexpected.
Try: “P.S. We’re baking almond croissants this weekend—save one?”
It’s charming. It works.

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You dream of sunny porches and happy guests…
But there’s a to-do list taped to the fridge.

Get the “Your B&B Starter Blueprint” download. It’s how you start smart, not scrambled.”

Get your copy now! You can find a link in the show notes.

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Which of these emails do you already use—and which one are you writing tonight?
Let me know in the comments.

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Here Are Your Key Takeaways

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In Conclusion

There’s magic in a well-written email. When done right, they save you time, delight your guests, and quietly do the marketing while you’re folding towels.

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The real win? You stay personal, without burning out. And that, my friend, is how great hospitality survives the 21st century.

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🌟 Want to master automations and personal touches together? Our Build Your B&B: From Dream to Doors Open course walks you through it all.

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If you like this episode, you might like, Boost Your B&B Visibility with These Cost-Effective Marketing Strategies. Episode 41.

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📬 Like what you read? Hit subscribe and don’t forget to ring the bell. And hey, if these tips save you from rewriting one more email on your phone at midnight, feel free to buy us a coffee. ☕