7 Helpful Email Templates for Everyday Rental Scenarios

If you’re running a rental business, you already know how much time can be lost writing the same emails again and again - such as booking confirmations, invoice reminders, cancellations, and more. When things get busy, it’s easy to forget who needs what and when. That’s where having a rental email tool makes a real difference.

Booqable includes a set of built-in rental email templates you can send directly from any order, quote, or invoice. These messages automatically pull in customer and order information, so you don’t have to copy and paste or write from scratch. You can also create and save your own templates for specific scenarios, giving you more control and flexibility when you need it.

Whether you run a snowboard shop in winter, a tent rental company during event season, or a year-round construction equipment business, these templates help you communicate clearly and consistently - without adding to your workload.

Here are seven essential templates that are ready to generate in your Booqable account, plus one you can create yourself.

1. Booking confirmation

• Purpose: Confirm the rental order and share key details.
• When it’s used: Automatically for online orders or manually for back-office bookings.
• Included in Booqable: Yes, as an automatic and manual email template.

When a customer places a booking through your online store, they expect a confirmation immediately. This is especially true for businesses like a bike shop, a party supply rental, or a camera rental service. The confirmation reassures them that everything went through and provides all the details in one place.

With Booqable, online customers automatically receive a booking confirmation email. It includes the items rented, rental period, pickup or delivery information, and your contact details. If you’re creating a manual booking in the back office, you can also send this email manually.

Not having this template means you risk forgetting to follow up, especially on busy days. Using a rental email tool ensures customers always know what to expect.

2. Invoice approaching due date

• Purpose: Remind customers of upcoming payment deadlines.
• When it’s used: A few days before the invoice is due.
• Included in Booqable: Yes, as a manual email template.

If you run a clothing rental business, like formalwear for weddings or events, you might take bookings weeks or months in advance. Customers often forget to complete payment on time, which can delay preparation or even pickups.

Booqable includes a manual rental email template that reminds customers their invoice is due soon. It includes the amount, due date, and a link to pay. This quick reminder helps avoid awkward last-minute phone calls and keeps your schedule on track.

With a rental email tool, you can handle these reminders quickly and stay on top of your accounts.

3. Send invoice

• Purpose: Provide a formal invoice for customer records and payment.
• When it’s used: After confirming an order or making changes.
• Included in Booqable: Yes, as a manual email template.

Say you operate a kayak rental shop and someone calls to extend their booking by a day. Once you update the order, you need to send an updated invoice. Without a template, you’d have to retype it or attach a file manually.

Booqable’s send invoice template makes this simple. It pulls the current order total and item list right into the email. This gives the customer everything they need to make a payment or review their charges.

Using rental email templates like this saves time and keeps things accurate.

4. Order cancellation

• Purpose: Confirm that an order has been canceled.
• When it’s used: When the business cancels an order.
• Included in Booqable: Yes, as a manual email template.

Let’s say you run a bike rental service and have to cancel a booking due to extreme weather. Customers need to know right away, and they need the cancellation documented.

This rental email template confirms the cancellation and can include refund or reschedule information. It’s especially useful during busy weekends or when dealing with large groups who need clear communication.

Not having this template means you could forget to send details or miscommunicate policies. A rental email tool helps you avoid that kind of mess.

5. Send quote

• Purpose: Share a rental quote for customer approval.
• When it’s used: After a customer inquires or before confirming a large order.
• Included in Booqable: Yes, as a manual email template.

If you manage an event rental business, quoting is part of your daily routine. A customer might ask for tables, chairs, and a tent for a graduation party. Instead of writing up a quote from scratch, Booqable lets you generate it from the order and send it directly.

This email includes all the items, dates, and prices so the customer can review and confirm quickly. It also helps you keep records straight for future reference.

Having a rental email template like this makes you look professional and helps move the process forward faster.

6. Order cancellation

• Purpose: Confirm a customer’s request to cancel.
• When it’s used: When a customer asks to cancel their order.
• Included in Booqable: Yes, as a manual email template.

In construction rentals, cancellations happen frequently. Maybe a contractor no longer needs the skid steer they booked. When they cancel, you need to respond quickly and clearly.

Booqable’s cancellation template lets you confirm the change and spell out any refund or rescheduling policies. It also acts as a record in case of disputes later.

Without a consistent message like this, it’s easy to forget key details or lose track of cancellations. A rental email tool makes it easy to stay clear and consistent.

7. Bonus suggestion: review request

• Purpose: Ask customers to leave a review.
• When it’s used: A few days after return.
• Included in Booqable: No, but can be created as a custom template.

Let’s say you run a camera rental studio. A customer returns their rented gear with no issues - it’s a perfect time to ask for a review!

Booqable doesn’t include a default review request email, but it’s easy to create and save one yourself. Include a thank-you message and a link to your Google listing or preferred review platform. Sending this consistently helps build your online reputation and encourage repeat bookings.

Once saved, your custom review request becomes another tool you can send quickly after every return.

Using email templates in Booqable

All of the templates above, with the exception of the review request, are already built into Booqable. You can use them manually from each order, quote, or invoice. These rental email templates pull in details like customer names, dates, item lists, and payment amounts automatically, so every message stays accurate.

You also have the option to create your own templates - whether for review requests, special policies, or seasonal updates. Saved templates can be sent at the right time with just a couple of clicks, and they’ll always match the order they’re connected to. With a rental email tool like Booqable, you don’t need to worry about writing emails from scratch or missing key steps in your process.

Final thoughts

The right message at the right time can make all the difference in a rental experience. Whether you’re confirming a booking, chasing a payment, or sending a cancellation, having clear, accurate emails ready to go means fewer mistakes and better service.

Booqable comes with built-in rental email templates that are already connected to your orders and quotes. You can also create your own to match your workflow. With the help of a rental email tool, staying on top of customer communication is one less thing to worry about.

By Catrin Donnelly · Published June 24, 2025

Catrin is a rental software expert with a digital marketing background. She’s interviewed over 1,000 rental businesses to create insightful, actionable content.