When should I send directions to a cottage?

Three or four days before arrival, so guests can save them before they lose mobile coverage. Send the key box code on the morning of arrival, once you have checked their details.

Should I write guest messages in French?

If you host in Quebec, or welcome many French-speaking guests, yes. Write a proper French version of each template instead of relying on machine translation; Vezpa sends each guest the version in their language.

How do I handle different time zones?

Schedule messages in the property's time zone, not your own. In Vezpa each property has its time zone, so an 8:00 a.m. message arrives at 8:00 a.m. local time.

Can Vezpa reply to guest messages for me?

No. Vezpa sends the scheduled messages and ready messages you choose, and shows the conversation with the guest in the booking, but replies stay with you.

Guest message templates for Canadian cottages, condos and B&Bs

Paolo Vezzola

Founder · Vezpa PMS · Profile →

A cottage rental or a small B&B in Canada sends the same handful of messages every stay: thanks for booking, how to find the place, the code, checkout, a review request. Canada adds its own twists: long drives on rural roads, winter arrivals, wells and septic systems, and guests who expect French as much as English. Here are templates you can adapt, the right time for each, and how to automate them.

In short

Six core messages plus a winter note cover most stays.
Cottages need more detail on directions, water, septic and wildlife than city condos.
In Quebec and for French-speaking guests, send a French version.
Automations send each message once, at the right time and in the right language.

Six core templates

Replace the words in square brackets with your details, and keep each message to what the guest needs at that moment.

1. Confirmation (right after booking)

Hi [Name], thanks for booking [Property] from [date] to [date]. Your booking page and online check-in: [link]. Check-in from [time], checkout by [time]. Questions? Just reply. [Your name]

2. Directions (four days before)

Hi [Name], we're looking forward to welcoming you on [date]. The last [distance] are on a gravel road, and mobile coverage can drop near the property, so please save these directions: [directions]. The nearest grocery store is [name], open until [time]. Please complete online check-in here: [link].

3. Arrival day (morning)

Good morning [Name]. Address: [address]. Key box: [location], code [code]. Wi-Fi: [network and password]. House guide: [link]. If anything is not right, call [number].

Send the code only once you have checked the guest's details. Our key box self check-in guide explains the method.

4. House notes (evening of arrival)

A few things about the cottage: the water comes from a well and is [drinkable / filtered at the kitchen tap]; the septic system cannot take wipes or grease; please store garbage in [bin] because of wildlife; the fire pit is allowed [unless there is a fire ban].

5. Checkout (evening before departure)

Hi [Name], checkout is tomorrow by [time]. Please [return the key to the box / start the dishwasher / bring the cushions in]. Drive safely.

6. Thank-you and review (two days after checkout)

Hi [Name], thank you for staying with us. If you enjoyed it, a short review would help a small business a lot: [link]. Next time you can book directly at [website].

A winter note

From November to April, add a line to the directions message: The driveway is plowed by [time]; winter tires are recommended; park [where] so the plow can pass; the key box is under the cover by the door. It prevents the most common late-night calls.

In French, for Quebec and French-speaking guests

Many guests, in Quebec and from France, expect messages in French. Write a French version of each template rather than relying on automatic translation, and use the formal vous. For example, the arrival message becomes: Bonjour [Nom], adresse : [adresse]. Boîte à clés : [emplacement], code [code]. Wi-Fi : [réseau et mot de passe]. En cas de problème, appelez le [numéro]. If your property is in Quebec, it also helps to include your registration number in the confirmation, since it must already appear on your listing; see the province-by-province rules.

Timing and channel

One message, one job: on the road, the guest needs the address and the code, not the cancellation policy.
Mind the time zone: a message sent at 7 a.m. Toronto time reaches Vancouver at 4 a.m.
Use the channel the guest booked on: Airbnb and Booking.com guests often read the platform chat, not email.
Invite direct bookings gently in the thank-you, within each channel's rules; see the guide to direct bookings.

How Vezpa sends them

In Vezpa these messages are automations: you pick the trigger (booking, a number of days before check-in or after checkout, completed online check-in) and write the text once for each language. Seven presets come with ready-made texts, in English and French among others, and start switched off: booking confirmation, pre-arrival with the online check-in link and PIN, house rules after online check-in, access codes on arrival day after your approval, an alert to you when guest details are ready, a tax payment reminder, and thank-you with review request.

Guest name, dates, unit, links and the access code are filled in automatically, each message goes out once per booking, and each guest gets their language. Messages to channel bookings with a relay email address land in the channel's chat. Each property's time zone is used, so 8:00 a.m. means 8:00 a.m. where the cottage is. For one-off messages, saved ready messages can be sent by email or WhatsApp from the booking.

Automations are included in every plan, from Smart at C$49 a month.

Let your messages go out on their own

Preset automations for confirmation, pre-arrival, access codes and thank-you, ready-made texts in English and French, delivery through channel chats. Open the demo in your browser.

Try it in your browser →

Frequently asked questions

When should I send directions to a cottage?: Three or four days before arrival, so guests can save them before they lose mobile coverage. Send the key box code on the morning of arrival, once you have checked their details.
Should I write guest messages in French?: If you host in Quebec, or welcome many French-speaking guests, yes. Write a proper French version of each template instead of relying on machine translation; Vezpa sends each guest the version in their language.
How do I handle different time zones?: Schedule messages in the property's time zone, not your own. In Vezpa each property has its time zone, so an 8:00 a.m. message arrives at 8:00 a.m. local time.
Can Vezpa reply to guest messages for me?: No. Vezpa sends the scheduled messages and ready messages you choose, and shows the conversation with the guest in the booking, but replies stay with you.

Notes. Templates are examples to adapt; check each booking channel's messaging policies before sharing links or contact details, and Quebec's rules on displaying your registration number. Vezpa features as of October 2026.