Write a compelling HomeExchange request

The most beautiful apartment in Lisbon, a house with a garden in South Tyrol, or a family-friendly place in Copenhagen: you'll find it quickly. The crucial question comes afterward: How do you write a convincing HomeExchange request so that hosts genuinely want to open their door to you? From my own experience, I can say: it's not just the perfect profile picture or a particularly chic apartment that counts. A friendly, specific request often makes the difference.

As a family, we know the feeling: You've fallen in love with a home, the flights work out, the kids would love the garden or the bunk bed – and then you definitely don't want to start with an uninspired, standard message. Fortunately, you don't need sales talent for that. It's about being visible as real people and showing the other person: Our home is in good hands with us.

Why a good HomeExchange request makes so much difference

HomeExchange is not about anonymous booking. Hosts choose to share their personal retreat with other travelers. This is a gesture of trust – and it's precisely why many members read inquiries more carefully than a hotel booking.

A short message without names, travel details, or a reference to home can quickly seem like a mass inquiry. This doesn't mean it will automatically be rejected. However, in popular cities, during holiday seasons, or for in-demand houses with pools, a host often receives multiple messages. In such cases, the inquiry that sounds personal, clear, and straightforward will be remembered.

For us, this is one of the most beautiful aspects of home swapping. Behind every agreement, there's no booking system, but a small human connection. You can tell before the trip whether the communication is relaxed. And often, this leads to tips that aren't in any guidebook: the best playground around the corner, the bakery for Sunday rolls, or the quietest path to the lake.

Writing a Compelling HomeExchange Request: The Five Building Blocks

A good inquiry doesn't have to be long. It just needs to answer the questions a host would understandably have. With five building blocks, this is almost always achievable.

1. Start personally instead of copying

Address the hosts by name and mention something specific you liked about their home. Perhaps it's the location near a hiking trail, the cozy balcony, the kitchen for family meals, or the quiet neighborhood. A specific sentence shows that you've read the listing and aren't sending the same message a hundred times.

This can sound honest and simple: „Dear Anna, your house would be perfect for our week in the Allgäu because we'd like to start our hikes with the kids right outside your door.“ You don't need more than that at the beginning. Don't overdo it. Someone who praises every detail exuberantly quickly sounds less credible than someone who gives a genuine reason.

2. Clearly state travel dates and exchange format

Write the exact arrival and departure dates in the first message. Also, mention if you are offering a reciprocal exchange, meaning at the same time or at different dates, or if you would like to travel with GuestPoints. This spares follow-up questions and makes it easy for hosts to immediately check if an exchange is possible in principle.

For a non-simultaneous exchange, a brief mention of your home is worthwhile: Where is it located, who is it suitable for, and what time period would it be available? Not a long property profile, but a practical offer. A sentence like „Our apartment near Zurich is gladly available for you to stay in later during school holidays“ is much more helpful than a vague „You can also come to us.“.

3. Say who you are and how you are traveling

This point is especially important for families. State how many people you are traveling with and the approximate ages of the children. Hosts with children of their own can then better assess if their home is a good fit. If they have delicate decorations, a steep staircase, or a study that should not be used, they can openly point this out.

Introduce yourselves in two to three sentences. What brings you to the region? Are you a quiet family looking to hike, swim, and cook? Are you traveling as a couple for a long weekend? Such details paint a picture without you having to tell your whole life story.

We'd also like to mention that we ourselves Share our home on HomeExchange. This creates closeness because it becomes clear: we know both sides. Those who already have positive trading experiences may also write about them briefly. New members should not be discouraged by this, however. Everyone starts somewhere – openness, a thorough profile, and friendly communication are key.

4. Making Trust Concrete

„We will treat your home with care“ should be included in almost every request. It's even better if you explain what that means to you: taking off shoes, respecting rules, looking after plants, cleaning up properly at the end, and letting us know immediately if you have any questions.

Only promise what you can actually keep. If you're traveling with a toddler, promising absolute silence doesn't make much sense. Honesty is more valuable. You can instead write that you travel a lot as a family and treat your home as you would wish your own to be treated.

If you plan to bring pets, be sure to mention it in your first message. The same applies to smoking, planned parties, or special needs. Providing such information later unnecessarily erodes trust. Most hosts would rather honestly say no than be surprised after an unclear commitment.

5. Conclude in a friendly and pressure-free manner

At the end, ask if the stay would generally be possible for the hosts. Leave room for a "no" and signal that you are available for questions. A friendly farewell is not a minor detail – it helps decide whether the message comes across as warm or demanding.

Avoid phrasing like „Please respond quickly“ or „We need confirmation today.“ Of course, flights or vacation planning can be urgent. But that's your time pressure, not the host's. If accommodation is needed at short notice, you can state that openly, but always politely.

A template you should personalize

You can use this message as a starting point. Important: Replace the bracketed information and add at least one truly personal connection.

„Hello [Name],

Your [apartment/house] in [location] immediately appealed to us, especially [specific detail]. We would like to stay with you from [date] to [date] with [number] people. We are [brief introduction, e.g., a family of four from Bern] and would like to experience [reason for travel].

We are traveling via [GuestPoints/a reciprocal exchange] and will of course treat your home with care. We will respect your house rules, leave everything clean, and are always easily reachable for any questions. Our own home in [Location] would also be available for you [if applicable: during the period].

Can you imagine an exchange during this period? We would be very happy to hear from you.

Warm regards, [Name]“

The template is intentionally simple. It works because it contains all the important information and still sounds human. Don't turn it into ten paragraphs. Hosts often read messages between work, family life, and their own travel plans. A message of about 120 to 180 words is usually just right.

What unnecessarily weakens requests

The most common pitfalls are easy to avoid. These include messages without a greeting, inaccurate data, and copy-pasted texts that even contain the wrong place name. An empty or very brief profile can also slow down a good request. Therefore, before you send your first message, add a few photos of your home, honestly describe sleeping arrangements, and briefly say who lives with you.

Not every rejection has to do with your request. Perhaps the hosts are still unsure, the house is being used by friends after all, or they only want to exchange at the same time. Patience is especially needed during school holidays. It's better to send several carefully selected requests instead of fixating on a single dream accommodation.

For highly sought-after homes or when listings are scarce, a brief follow-up message after a few days can be helpful. A single, friendly reminder is sufficient. If you don't receive a response, keep searching. HomeExchange thrives on opportunities, and sometimes a home that's an even better fit for your trip might be waiting just two streets away or in the next town.

A compelling inquiry isn't a test you have to pass perfectly. It's the first friendly handshake between two people who both want to travel affordably, personally, and differently. Write as you'd like to be written to: clearly, attentively, and relaxed. Then, an accommodation request might soon become the beginning of your next favorite trip.