Email templates for more reviews

Collect reviews without being annoying! With the right words at the right time, you'll get more reviews. These three proven email templates will help you systematically obtain more honest guest reviews. Ready to use immediately, personal, and authentic.

📧 Template 1: General (Default)

When to use: For all guests from whom you received no specific feedback during their stay. This is your standard version for 70% of all cases.

Timing: 2-3 days or 10-14 days after departure

Subject line (select one)

  • "Did you get home safely, [First Name]?"
  • "[First name], how was it at the [farm name]?"
  • "Your holiday with us – we would appreciate your feedback"

Email text (complete for copying)

Dear [First Name] ,

It's already been [number of days] days since you left our farm – how time flies! We hope you arrived home safely and have some wonderful memories to take with you.

Our daily routine is already back in full swing: [PERSONAL DETAIL, e.g. "The calves have grown huge in the meantime" or "We have just welcomed our first guests for the summer"] .

Your opinion is important to us

We always want to improve and would like to know what you particularly liked about our services, and of course, where we can still improve.

If you'd like to tell other families about your stay with us, we'd be delighted! An honest review helps not only us, but also other guests when deciding on their next holiday.

Here you can share your experiences: [LINK to the review page]

Whether it's 5 stars or constructive suggestions for improvement - your honest opinion counts!

And if you'd prefer to speak to us directly: feel free to call or write back. We'll take the time to listen to your feedback.

We would be delighted to welcome you back again sometime!

Warm greetings from [Farm Name] ,
[Your name] and family

PS: If you'd like to drop by again spontaneously: [PERSONAL OFFER, e.g. "we still have some free days in autumn" or "you are cordially invited to the apple harvest"].

Personalization examples

[PERSONAL DETAIL] – Examples:

  • "The little cow Emma, ​​who your children liked so much, has now moved into the barn."
  • "The kittens in the barn are already really wild."
  • "Your favorite spots at the swimming pond are now slowly becoming autumnal"
  • "The tractor that the children loved so much is running like new again."

[LINK to the review page] – Offer multiple options:

  • Google rating (main focus!)
  • HolidayCheck profile
  • farmholiday.info farm page

Tip: Two links in the mailing are okay - but no more.

🌟 Template 2: Delighted Guests

When to use it: When guests raved about it upon departure, children didn't want to leave, or spontaneously booked for next year. You know it was great.

Timing: 2-3 days after departure (make the most of the enthusiasm while it's still hot!)

Subject line (select one)

  • "[First name], do you share your enthusiasm with others? 🐄"
  • "I'm so glad you enjoyed it!"
  • "[First name], other families would appreciate hearing about your experiences"

Email text (complete for copying)

Dear [First Name] ,

We were so happy to have you with us! It was really lovely to see how much you enjoyed your time on our farm. [CONCRETE EXAMPLE, e.g., "especially the children during their daily visit to the stables," "how relaxed you were while enjoying the view at breakfast"]

These are exactly the moments we do all this for. ❤️

Other families would love to hear about your experiences!

You said how much you enjoyed your holiday with us when you left. If you'd like, please share your experience with other families who are also looking for a special holiday destination!

A review from you would not only make us incredibly happy, but would also help others make the perfect decision for their next family vacation.

Here you can share your holiday experiences: [LINK]

What did you enjoy most? Was it a specific highlight, such as "the pony rides," "the peace and quiet of nature," or "the homemade bread" ? Or perhaps something completely different that we hadn't even considered? We're eager to read your review!

Of course, you can also give us feedback directly, by phone or email. We appreciate any exchange!

Hope to see you soon and best regards,
[Your name] and family from [Farm name]

PS: [PERSONAL REFERENCE, e.g. "When [child's name] comes next time, we'll show him the new calves!" or "Your room is still available for next year!"]

Personalization examples

[CONCRETE EXAMPLE] – As specific as possible:

  • "...like your daughter Marie was the first one in the stable every day"
  • "...how relaxed you were sitting on the terrace at sunset"
  • "...how enthusiastically the children spoke about the tractor ride"
  • "...that you've already extended your contract for next year"

[SPECIFIC HIGHLIGHT] – What was the guests' favorite:

  • That's what they mentioned most
  • Activity they performed multiple times
  • A topic that made her eyes light up

Important: Do NOT write "Please give 5 stars" here either! Enthusiastic guests will give 5 stars anyway; you just need to remind them to leave a review.

🛠️ Template 3: Critical/Dissatisfied Guests

When to use it: If guests have expressed criticism during their stay or if the atmosphere was tense at departure. Contact them as well and defuse the situation!

Timing: 2-3 days after departure (before public reviews are usually published)

Goal: To gather private feedback, perhaps avert a negative review, and show that you care.

Subject line (select one)

  • "Your feedback is important to us, [First Name]"
  • "[First name], we want to do better next time"

Email text (complete for copying)

Dear [First Name] ,

Thank you so much for visiting us at [Farm Name] . We noticed that not everything went as you had hoped. [MENTION SPECIFIC CRITICISM, e.g., "the Wi-Fi was indeed too slow," "the construction work next door was louder than expected"]

We are truly sorry.

We take your feedback very seriously and want to understand exactly what went wrong. Only then can we improve and offer future guests an even better stay.

Would you give us your honest feedback?

We would really like to hear from you, openly and honestly:

  • What exactly did not meet your expectations?
  • What could we have done differently?
  • Were there any things you liked?

You can choose how you would like to give us feedback:

👉 Speak to us directly: [TELEPHONE NUMBER] - feel free to call, we'll take the time!

👉 Reply by email: Simply write back what's on your mind.

👉 Public review: If you'd prefer to share your experience with others: [LINK] . Honest reviews – even critical ones – help us and other guests.

We promise: Every piece of feedback will be taken seriously and will help us to improve.

[OPTIONAL – If measures have already been taken:]
Incidentally: [CONCRETE MEASURE, e.g. "We have already ordered a more powerful Wi-Fi router", "The construction work has been completed since last week"].

Despite everything, we wish you all the best and would be happy if you would give us the chance to do better next time.

Best regards,
[Your Name] from [Farm Name]

Personalization examples

[MENTION SPECIFIC CRITICISM] – Examples:

  • "...that the room did not meet your expectations"
  • "...that the children were disturbed at night by farm noises"
  • "...that there could have been more activities for the little ones"
  • "...that the journey was complicated due to the construction site"

Important:

  • State your criticism SPECIFICALLY (don't beat around the bush!)
  • Take responsibility (not justify it!)
  • Show that you're serious and have a solution!

Psychology: Many guests no longer write negative public reviews when they realize the host is proactively reaching out to them. If they do leave a public review, you can respond: "As previously discussed, we have improved XY..."

✅ Personalization checklist

Check before sending:

  • Guest's name correct (first name + last name)
  • Farm name inserted
  • Personal detail incorporated
  • Correct link to the review page
  • In case of criticism: Specific points should be named.
  • Subject line chosen and adapted
  • Signature with contact details
  • Spelling checked

Golden rule: The more personal the email, the higher the response rate! 30 seconds of personalization = 300% higher response rate.

Start now!

You now have three templates in your hand. The next step:

1. Prepare rating links
Google, HolidayCheck, bauernhofurlaub.info - have all three ready.

2. Set up the system
Calendar reminder 10 days after each departure, once a month, or automated via a tool

3. First 5 emails personally
Practice, gather feedback, optimize templates

Most important rule: Do it! Even 5 new reviews per year = more visibility.

These templates are part of our premium materials for hosts. You can find more tips and tools for successful farm marketing in our webinars and on the bauernhofurlaub.info blog .

Learn more about premium membership