How to Answer a Monthly Stay Inquiry Fast

The five details every reply needs

• Availability for the exact dates. Not "we have monthly rates" but "yes, for November 2 to December 2."
• The full price. The nightly rate and the total for the stay, with taxes and fees shown as their own lines. A guest planning a month budgets the total, not the night.
• What the rate includes. Internet, parking, breakfast, laundry, housekeeping schedule, kitchenette.
• Deposit and payment schedule. How much, hold or charge, when it comes back, and when payments are due.
• The rules that end stays early. Cancellation and early-checkout terms, in plain words.
• If any answer is "it depends," say what it depends on and give the range. An honest range beats a vague promise.

A reply template you can copy

Hello [guest name],

Thank you for your inquiry. For [dates], we have [room type] available at $[rate] per night. The total for [N] nights is $[total], including $[taxes/fees] in taxes and fees.

The rate includes [internet, parking, weekly housekeeping, etc.]. We take a deposit of $[amount] as a [hold/charge], returned within [time] after checkout. If your plans change: [cancellation and early-checkout terms in one or two sentences].

I can hold this rate until [date]. Would you like me to send the booking link?

[Name, direct phone or email]

Set up so speed is possible

Fast replies come from preparation, not effort:

• Keep a monthly rate sheet current, so the price answer is a lookup, not a meeting.
• Save the template above as a canned reply in whichever inbox or system takes inquiries.
• Give one person ownership of monthly inquiries each day, so nothing waits for a shift change.
• If you cannot quote instantly, reply anyway: "We can host these dates. I will send the full quote by [time today]." A holding reply keeps you in the comparison.

What not to do

Do not send only a nightly rate and make the guest calculate the month. Do not leave the deposit and cancellation terms for check-in day. And do not answer a written inquiry with "call us" - the guest chose writing because they are comparing hotels in writing.

What next

Monthly-Hotels.com sends you inquiries from guests who already want 30 nights or more. List your hotel free until December 31, 2026: How to List Your Hotel for Monthly Stays on Monthly-Hotels.com (/blog/list-your-hotel-monthly-stays).