The Questions I Email Every Host Before I Book

I Learned the Hard Way

The trail had been leading me through dry creek beds and juniper for a mile before I realized the one thing I hadn’t asked: where exactly was the glamp tent? The host’s directions ended at a cattle gate. My phone had one bar, the sun was starting to dip behind a limestone bluff, and the only sound was the crunch of my boots on limestone gravel. I stood there, backpack heavy, a knot forming in my stomach, realizing that “tucked away in the Hill Country” meant nothing without a map or a landmark. That was the moment I swore off assumptions. Now, before I hand over a dime, I send a specific email.

Now, before I hand over a dime, I send a specific email. Below is the exact template I use, annotated with why each question matters and what a non-answer looks like.

The Email I Send

Subject: Quick questions before booking [property name]

Hi [Host name],

I’m excited about your [property type]. Before I book, could you clarify a few details?

1. What is the exact winter road access? Do I need 4WD, chains, or high clearance? Is the road plowed? Any seasonal closures?
2. What is the heat source, and is it sufficient for below-freezing nights? Is there a backup? How do I refuel/recharge?
3. Is there reliable cell service on site? If not, how far to the nearest signal? Which carrier works best?
4. Water: Is it potable? How is it heated? If well/rainwater, is it filtered? Any dry-season restrictions?
5. What are the exact check-in and check-out times? Is there flexibility? How do I access the property after dark?
6. What is the cancellation policy for weather? Specifically, for conditions that make the road impassable or the structure unsafe.

If you could answer these, I’d be grateful. Thanks!

[My name]

Why These Questions? (And The Red Flags)

1. Winter Road Access

I once booked a cabin in Vermont in February. The host said “easily accessible by car.” I arrived in a sedan to find a dirt road buried under a foot of unplowed snow. I had to park a mile away and hike with my gear. Now I ask for exact specs.

Red flag non-answer: “The road is usually fine.”
Good answer: “You’ll need 4WD or chains from November to April. The gravel road is steep but plowed within 24 hours of a storm. Call me if you get stuck.”

2. Heat Source

In that Oregon yurt, the host listed a “propane heater.” What she didn’t say: it ran out after one night and there was no backup. I froze.

Red flag non-answer: “There’s a heater.”
Good answer: “We have a Mr. Heater Big Buddy that requires 1-lb propane canisters. We provide two, but you can buy more at the gas station 10 miles away. For temps under 40°F, bring a warm sleeping bag too.”

3. Cell Service

Most glampers want to disconnect, but I need to check in. I learned this question when I stayed at a safari tent in Arizona where the listing said “limited connectivity.” That meant zero bars for any carrier.

Red flag non-answer: “It’s spotty.”
Good answer: “AT&T works at the fire pit; Verizon doesn’t. The nearest reliable signal is 15 minutes’ drive north on Highway 89.”

4. Water

A friend drank unlabeled well water at a yurt and got giardia. Now I ask.

Red flag non-answer: “It’s safe.”
Good answer: “We have a UV filter on the kitchen tap. The hot water is on-demand propane. In summer, the well can run low; we recommend bringing a gallon for drinking and cooking.”

5. Check-In / Check-Out & Access After Dark

I arrived at a dome in Colorado at 9 p.m. to a dark property with no instructions. The key code email had a typo. The host’s phone went to voicemail. I slept in my car.

Red flag non-answer: “Check-in is after 3 PM, check-out by 11.”
Good answer: “Check-in is 3-7 PM. If you’ll arrive after dark, let me know—I’ll leave the porch light on and text you the gate code. The driveway is lit with solar lights.”

6. Weather Cancellation Policy

This saved me in Florida. I booked a glamping tent during hurricane season, and the host’s policy was “no refunds for weather.” I asked if that included named storms. She said yes, and I canceled without penalty.

Red flag non-answer: “We follow the platform’s cancellation policy.”
Good answer: “If a winter storm advisory is issued for our county, you can reschedule. For hurricanes, we refund in full if a mandatory evacuation is ordered. Here’s the link to our full policy.”

How to Spot a Host Who Doesn’t Care

A quick reply isn’t everything—but a slow one is telling. If a host takes more than 24 hours to respond, especially during peak season, imagine how they’ll handle a burst pipe or a lost key. I once waited 36 hours for a reply about a treehouse in North Carolina. The answers were clipped and evasive. I didn’t book. Three weeks later, a friend who did stay there reported a broken wood stove and a host who “never answered the emergency number.”

My rule: If I don’t hear back within 12 hours, I send a polite follow-up. If no response in 24, I move on. There are too many great hosts out there who treat your questions as a sign of a responsible guest.

Two Tips You Won’t Find in a Listicle

1. Ask about “the last mile.” The final stretch of road to the property is almost never described accurately. I once drove a mile of washboard gravel that rattled my car’s suspension. Now I ask: “What’s the surface of the last mile? Any potholes, steep grades, or overhanging branches?”

2. Request a photo of the toilet. It sounds weird, but composting toilets vary wildly. Some are pristine; others are a horror show. A host who sends a clear photo is proud of their setup. One who deflects? You know.

The Bottom Line

A good host welcomes questions. They know their property inside out and want you to have a great stay. If your email makes them defensive or vague, trust your gut. There’s always another yurt, cabin, or dome with a host who’ll answer every question with a smile—and a backup propane tank.

Happy glamping, and may your sleeping bag stay dry.