A solid pre-arrival message sets expectations and reduces day-of stress. Send 7–10 days before arrival.
What to cover
Exact address and arrival window.
Transport: airport pick-up if included, or directions if not.
Packing list — what to bring, what's provided.
Schedule day-1 outline.
Wi-Fi, dietary, accessibility reminders.
Emergency contact.
Your direct contact for day-of issues.
Format
Use a template. Bullet points beat paragraphs. PDF attachments help if you've got logos and maps.