Looking for the perfect home away from home? It starts with a well-crafted inquiry. Whether you’re contacting a homeowner about a rental or a potential home exchange, your first message is your first impression, and on SabbaticalHomes, that impression carries real weight.
The person receiving the inquiry is considering trusting you with their home for weeks or months at a time, and a thoughtful inquiry goes a long way toward building that trust from the start. This guide walks through each stage of that process: crafting a strong first inquiry, knowing what to avoid, knowing when to share your contact information, and communicating well during and after the stay.
What Makes a Strong Inquiry?
SabbaticalHomes members value quality over quantity. Some of the most successful members send around five well-selected inquiries, wait for responses, and only search for additional options if needed. That means each message you send should count.
Inquiries that get responses are clear, specific, and give the homeowner enough context to picture you as a tenant. Before you hit send, make sure you’ve covered the basics:
- The reason for your travel. Homeowners want to understand why you’re coming and what you’ll be doing during your stay. Whether it’s a research fellowship, a teaching position, writing residency, or a vacation, sharing that context immediately establishes credibility.
- Why you’re interested in that specific property. Generic inquiries are easy to spot. Mentioning something particular about the listing — the layout, the location, the amenities — shows that you’ve actually read it and aren’t blasting the same message to dozens of members.
- A bit about who you are. Include your academic background or other relevant information that helps the homeowner get a sense of you as a person and as a potential tenant or exchanger.
- Your intended dates of stay. Be specific, and make sure to include both a start and an end date. A clearly defined timeline gives homeowners clarity and confidence in the arrangement.
Complete Your Public Profile
One more thing worth doing before you reach out: complete your Public Profile. It’s often the first thing homeowners check when they receive an inquiry. A complete, detailed profile builds trust and significantly increases your chances of finding the right match. You have control over what information is visible, so you can share as much or as little as you’re comfortable with. You’ll also earn trust points from completing your profile. Think of it as your introduction before the introduction.
Related: What Should I Include in my Member Profile?
Less Effective Inquiries
The number one reason members don’t receive a reply is because they sent a message with insufficient information. Short, vague inquiries can come across as unserious or even suspicious. Messages like “Is your place still available?” or “Can I come see it?” don’t give homeowners much to work with, and they’re under no obligation to respond to an inquiry that doesn’t include enough background.
Keep in mind that homeowners are making a significant decision when they agree to host someone in their home. They need enough information to feel confident that you’re a good fit. A little extra effort in your first message can make the difference between a response and silence. Take the time to write a message you’d feel good receiving on the other end.
Example of a Strong Inquiry
Here’s what a well-crafted first message looks like in practice:
Hello [Homeowner’s Alias],
My name is Julie. I’ll be in Paris next year for a two-month research internship at the Sorbonne. Your home looks lovely! The hardwood floors and unique artwork really stood out to me, and the location near the Metro is ideal. I graduated from the University of Michigan with a degree in English, and I’m now pursuing graduate studies in linguistics at UCLA. I’m hoping to stay from January 10, 2026 to March 15, 2026. I can provide strong references from my current landlord and employer. I look forward to hearing from you!
There’s a lot Julie gets right here:
- A personal introduction
- Her reason for travel
- Specific details about the property
- Her academic background
- Clear start and end dates
Listing both dates is especially important, as it assures the homeowner that the stay has a defined end. She also mentions that references are available, which signals she’s a serious and reliable tenant.
Related: Checking References
What Happens After You Send an Inquiry?
Give It Time
Once you’ve sent your message, give the homeowner time to respond before following up. SabbaticalHomes asks members to reply within two business days as a courtesy, so patience on both sides helps keep communication respectful and productive. If you don’t hear back after a reasonable amount of time, it’s fine to send a brief, polite follow-up before moving on to other listings.
Keep Communication Initially on the Platform
In the meantime, keep your messages within the SabbaticalHomes Messages dashboard. This is where all your sent and received messages are stored, and it’s the recommended channel until you’ve had a chance to do a chemistry check call or video chat with the other member and check references.
When to Share Personal Contact Information and Your Listing Address
Confirming a Good Fit First
Before exchanging personal contact details, use your Messages dashboard to confirm a few things: that the dates and basic criteria of the listing are a good fit, and that you’ve begun to establish a rapport with the other member beyond what’s visible on their public profile. When both parties feel it’s a potential match, that’s the right time to exchange contact information and schedule a video call as a chemistry check. From there, you can move forward with checking references before finalizing any arrangement.
When to Share Your Listing Address
Sharing your home address is a significant step and should come at the right moment in the process. As a general guideline, wait until you’ve completed a chemistry check call or video meeting and are actively moving toward finalizing an arrangement. Your address doesn’t need to be part of early conversations.
Once references have been checked and both parties are aligned on terms, sharing your address becomes a natural next step in preparing for the stay. If a member asks for your address before that point, it’s reasonable to let them know you prefer to wait until you’re further along in the process.
Move-In and Move-Out Walkthrough
A walkthrough at both move-in and move-out is a good practice for everyone involved. Ideally both the homeowner and tenant can be present to confirm the home’s condition and review what’s included in the stay. If an in-person walkthrough isn’t possible, photos and videos taken at both points serve as a useful record.
When a security deposit is involved, documenting any existing wear or damage in writing at move-in is especially important, and it helps prevent misunderstandings down the line. Some members use their signed agreement or contract to document these details and confirm what both parties agreed upon.
How to Keep the Conversation Going
Good communication doesn’t stop after the first message. As you and the other member exchange messages, treat each response as an opportunity to build rapport and get clarity. Ask thoughtful questions about the property, the neighborhood, or logistics. Share more about your own situation as the conversation develops.
If something in a reply feels unclear or incomplete, it’s perfectly reasonable to follow up and ask for more detail. The goal is for both parties to feel informed and comfortable before making any commitments, and members who invest in this back-and-forth tend to have smoother, more successful stays.
Communicating During the Stay
Once you’ve finalized your arrangement and the stay is underway, it’s worth agreeing on a communication platform with the other member ahead of time. Whether that’s email, WhatsApp, or another messaging app, choosing one channel and sticking to it keeps things organized and ensures neither party misses an important update.
Clear communication during the stay is just as important as the messages that got you there. If any questions or issues come up, address them promptly and directly rather than letting them linger. A quick message goes a long way toward keeping the relationship positive and resolving small concerns before they become larger ones.
For homeowners, creating a set of guidelines for the home can go a long way to answering quick questions and ensuring a smooth stay. You can download our customizable Guest Notebook PDF if you want a starting point for these guidelines.
Related: A Notebook full of Tips for Your Visitors and Guests
After the Stay: Leaving a Review
When the stay is complete and both parties have announced and confirmed the match and paid their Match Fees, take a few minutes to leave a review for the other member. Reviews are one of the most valuable things you can contribute to the SabbaticalHomes community. They help future members make informed decisions and reward those who communicate well, keep their commitments, and treat homes and guests with respect.
A good review doesn’t need to be lengthy, but it should be honest and specific. Mention what stood out, whether that’s clear communication, a well-prepared home, or a smooth exchange process. Those details are what future members actually find useful, and they strengthen the trust that makes this platform work.
A Note on Trust and Safety
SabbaticalHomes cannot guarantee the integrity of every person using the site, which is why checking references is a critical step before agreeing to any arrangement. It’s also worth noting that members make their own arrangements directly with each other, outside of our platform. For more information, please refer to our Terms of Use.
If a reply to your inquiry feels unclear or evasive, trust that instinct. You are never obligated to respond to an inquiry that feels dubious or inappropriate, and you can always contact the SabbaticalHomes team if something raises a concern.
Related: Tips to Protect Yourself
Good communication is the foundation of a successful stay. A thoughtful inquiry is where it all begins.
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