Rental tour confirmation message: a template and what to include

When to send each message

Two messages do most of the work. The confirmation goes out the same day the renter books. The reminder goes out two to four hours before the tour. For tours booked a week or more ahead, add a one-day reminder.

What a confirmation must include

• The full address and unit number.
• The date, start time and how long the visit takes.
• Who will meet them and how to recognize you, or how they will get in on a self-guided visit.
• Parking and which entrance to use.
• What to bring, such as a photo ID if your showing process asks for one. Ask the same of everyone.
• How to cancel or reschedule, in one step.
• Your application link, so a renter who likes the unit can apply on the spot.

Keep it to one screen. A renter reading on a phone should see the day, the time and the address without scrolling. Put the cancel line near the top rather than in a closing paragraph, because the people most likely to skip a tour are the ones who cannot find how to cancel. If you show several units, name the unit in the subject line so a renter with two bookings does not mix them up.

A template you can copy

Example "Hi Alex, you are booked to see 12 Oak Street, unit 2 on Thursday at 6:00 p.m. (about 20 minutes). I will meet you at the front door. Street parking is free on Oak. If you need to change the time, reply here by noon Thursday. If you like it, apply here: [link]. See you then."

Example a reminder reads "Reminder: your tour of 12 Oak Street, unit 2 is today at 6:00 p.m. Reply YES to confirm or tell me a new time."

A reply of "YES" is a small commitment and tells you early whether to wait. Keep the words plain and the same for everyone. Do not mention who the unit is for.

Give access safely

If you meet the renter, you do not need to send an access code. If the visit is self-guided or by a helper, use a code or lockbox that changes. Do not send the code in a public listing, and do not reuse the same code across months. Send the code only after the renter confirms, and only for the booked time. Our guide to self-guided tours and smart lock codes cover this in more depth.

If you show a unit alone, share the visit details with someone you trust. See the smart lock code advice.

Texting rules

Email is the simplest channel. If you text, get the renter's consent first, identify yourself, keep texts about the tour, and stop when they ask. The federal law on texts to people is 47 U.S.C. 227. Our post on texting and consent explains it for landlords.

Keep every message the same

Use one template for all prospects. Different details for different people can be read as steering, which fair housing law bars. See 42 U.S.C. 3604. Do not add comments about the neighborhood, the building's other residents or who tends to rent there.

How DoorKeeping fits

When a renter asks for a showing on your DoorKeeping listing page, you receive an email with their name, contact details and good times. You write and send the confirmation yourself. Claude or ChatGPT, connected to DoorKeeping, can show you the pending requests and help you draft the message in your own words, and you send it.

A note on the law

This is general information, not legal advice.

Sources

1. Telephone Consumer Protection Act, 47 U.S.C. 227 (Cornell LII), read Oct 30, 2026
2. Fair Housing Act, 42 U.S.C. 3604 (Cornell LII), read Oct 30, 2026

Questions

What should a rental tour confirmation say?

The address, date and time, who will meet the renter, parking, how to get in and how to cancel or reschedule.

When should I send a tour reminder?

A few hours before the tour, with a one-day reminder too for tours booked a week or more ahead.

Can I text renters about a tour?

Get their consent first and stop when they ask. Email avoids the question.