An RV park reservation call script

A booking call fails in one of two ways. It ends without the details needed to hold a site, so somebody has to call back and half of those never connect. Or it turns into a checklist interrogation and the caller books elsewhere.

The script below avoids both. It gathers everything, in an order that answers the caller's question first and asks for details second.

The principle: answer, then ask

A camper calls with a question. Usually whether the park has space, or whether their rig fits. Opening with a list of questions ignores why they rang.

The sequence that works is: greet, hear the question, answer what can be answered immediately, then gather what is needed. That ordering costs nothing and changes how the call feels entirely.

Opening

Good afternoon, Cedar Bend RV Park, this is Sam. How can I help?

Park name and a person's name. Both matter: the name confirms they dialled correctly, and a person's name makes the rest of the call a conversation.

Then listen. Whatever they ask, answer it before moving on, even if the full answer needs the details below. Let me check that for you, I will just need a couple of things is a bridge that does not feel like a deflection.

Dates

What dates were you looking at, and is there any flexibility either side?

Ask about flexibility in the same breath. A park that is full on the requested nights and open the day either side saves that booking with one extra question. Without it, the booking walks.

The rig

This is the section parks most often shorten, and it is the one that causes arrival problems.

What are you travelling in, and how long is it overall?

Two things to be careful about. Overall length means the whole outfit including anything towed, not the advertised length of the trailer. Campers routinely quote the box length and arrive four feet longer.

And is that the length including the tow vehicle, or just the trailer?

Then the parts that decide which sites work.

• Slides, how many and which sides. A site that fits the length can still be unusable with two slides on the wrong side.
• Amp service needed, 30 or 50. Assuming 50 and giving a 30 is an arrival problem.
• Sewer, whether they need full hookup or can manage with water and electric.
• Height, where the park has any low branches or a covered entrance.
• Pull-through or back-in, and whether they have a preference. Some drivers will not back in.

Do you have slides, and are they on one side or both? And do you need 30 or 50 amp?

The party

How many people will be with you, and any pets?

• Number of people, since many parks have a per-site limit.
• Extra vehicles, which affects parking and sometimes the rate.
• Pets, how many and roughly what size, where the park has limits.
• Anyone under 18, for parks with age restrictions.

Pet limits are worth confirming rather than assuming. A guest who arrives with a third dog has a problem that could have been solved on the phone.

Accessibility

Is there anything about the site or the route in that we should know about, so we put you somewhere that works?

Phrased as an offer rather than a medical question. It surfaces mobility needs, a preference for a level site, proximity to the bathhouse, or a driver who would rather not take a tight turn.

Asking this once, openly, prevents the far more awkward conversation at check-in.

Contact details

Can I take a name, a mobile number and an email address?

All three, every time, even when the caller does not book. A park with a captured inquiry can follow up. A park with nothing has an anonymous conversation that produced no asset.

The mobile number matters most for the booking itself. The email matters most later, because it is what makes the next season's outreach possible. That is covered in campground email marketing.

How they found the park

Out of interest, how did you come across us?

One question, asked casually, and it is the only reliable source of booking attribution a park has. Phone bookings never appear in website analytics, so without this the park is guessing about what produces them.

Log the answer somewhere consistent. Over a season it becomes the number that anchors every marketing decision, and it is discussed in tracking RV park bookings from Google.

Closing the call

Three ways a call ends, and each needs a different close.

They book. Confirm the site type, dates, rate and what is included, then say when the confirmation arrives and how.

That is site 14, a 50-amp pull-through, Thursday to Sunday at $58 a night including hookups. I will send the confirmation to your email in the next few minutes. Anything else before you go?

They want to think. Offer to hold briefly if the park does that, and send the link regardless.

No problem. I will text you the booking link so it is there when you decide. If that weekend fills up I will let you know rather than leave you guessing.

The park is full. This is the call most often wasted. A full park still has next month, next season and a cancellation list.

We are full that weekend, sorry. I have space the following one if that works, and I can put you on the list if anything opens up. Either way, would you like me to note your details for next season?

The one-page version

Everything above condensed to what fits beside a phone.

1. Park name, your name, how can I help.
2. Answer their question.
3. Dates, and flexibility.
4. Rig type and overall length, including tow.
5. Slides, how many and which side.
6. Amp service, 30 or 50.
7. Sewer needed or not.
8. Pull-through or back-in preference.
9. Number of people, extra vehicles.
10. Pets, number and size.
11. Anything about the site or route we should know.
12. Name, mobile, email.
13. How did you find us.
14. Confirm and close.

Why this matters beyond the phone

The same list is what any answering system has to capture, whether that is a person, a service or software. A park that has written its script has also written the specification for whatever answers the phone when the office is closed.

That is the setup work described in the AI receptionist setup checklist. It is also why the script is worth writing at a park with no intention of automating anything.