Want Happier Guests? Here’s How to Perfect Your Pre-Arrival Comms

The smoothest stays don’t start at check-in — they begin before your guest even arrives. If you manage a flat to let Cambridge, setting up clear and timely pre-arrival communication can prevent problems, reduce stress, and boost satisfaction right from the outset.

What to Include in Pre-Arrival Communication

Forget guesswork — the best hosts anticipate questions before they’re asked. Make sure your pre-arrival message includes detailed entry instructions, any parking information, house rules, Wi-Fi codes, and what guests should expect upon arrival. Include contact details for emergencies and any local transport tips. Business travellers especially appreciate knowing what time they can arrive, where to park, and how to access the flat — all without having to chase the host.

Best Channels and Timing

Timing is everything. A good practice is to send an initial info pack two days before check-in, followed by a brief SMS or in-app message the day before. Airbnb messaging works well for keeping everything in one place, but email provides more formatting flexibility. For short let Cambridge stays, these touchpoints set a tone of reliability and professionalism.

Using Visuals to Prevent Confusion

Words can fail where images succeed. Include photos of the building entrance, the lockbox or key safe, and even the route from the main road or nearest station. A simple map or annotated photo can save guests from wandering the street in the rain — and save you from frantic phone calls. Visuals are especially helpful for international guests or those arriving late at night.

Cambridge Stays’ Pre-Arrival System That Reduces Complaints

At Cambridge Stays, our flats to let Cambridge benefit from a tested system of automated messages, visual guides, and welcome materials that ensure guests feel prepared and reassured. With short let Cambridge bookings, this pre-arrival process dramatically reduces the chance of confusion, no-shows, or first-night complaints.

Want Fewer Calls on Check-In Day? We’ll Help You Prepare Guests for a Seamless Arrival

When a guest knows exactly what to expect — and how to get inside — they arrive more relaxed and ready to enjoy their stay. That ease translates directly into better reviews and smoother operations. Cambridge Stays is here to make sure that first impression begins long before the front door opens.