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Section 1 Guest Communication
The single most effective thing you can do as a vacation rental operator is communicate water safety information to your guests before they arrive. Most guests simply do not think about it until they are already at the property. A short message before check-in plants the seed and sets the tone. Use the templates below as a starting point and make them your own.
- Send your pre-arrival message 24 to 48 hours before check-in so it is top of mind when guests arrive
- Keep it warm and welcoming, not legal or alarming. You are looking out for them, not covering yourself
- Mention the Water Watcher card specifically so guests know to look for it and use it
- For beach properties, include the NOAA conditions link so guests can check before heading out
- A text message works well for last-minute reminders on check-in day
Pre-arrival email template
Email Template — Copy and customize Subject: A few things to know before you arrive at [Property Name]
Hi [Guest First Name],
We are so excited to welcome you to [Property Name] on [Check-in Date]. We want to make sure your stay is as relaxing and enjoyable as possible from the moment you walk in the door.
We have put together a few water safety resources in your welcome binder that we encourage you to take a look at when you arrive. Florida's pools and beaches are incredible, and a little preparation goes a long way toward keeping everyone safe.
A couple of quick things to know:
If you plan to use the pool, please designate one adult as the Water Watcher before anyone gets in. You will find a Water Watcher card in your welcome binder. The adult wearing it is the one on duty, with no phone and no distractions. Rotate every 15 to 30 minutes so everyone stays sharp.
If you are heading to the beach, check today's rip current conditions before you go at weather.gov/beach/florida. Rip currents are the number one beach hazard in Florida and knowing what to look for makes a real difference.
We cannot wait for you to enjoy [Property Name]. Have a wonderful trip and please do not hesitate to reach out if you need anything.
Warmly,
[Your Name]
[Property/Company Name]
[Phone Number]
Tip: Swap in your property management software's merge tags for the placeholder fields to personalize automatically.
Check-in day text template
Text Message Template — Short and friendly Hi [First Name], welcome to [Property Name]! Your check-in info is in the binder. If you plan to swim, grab the Water Watcher card by the back door and designate one adult to watch the water at all times. Beach conditions today: weather.gov/beach/florida. Have an amazing stay!
Tip: Keep the text under 160 characters if your platform charges per SMS segment. The template above may need light trimming depending on your property name length.
Florida has more private residential pools than any other state. For vacation rental operators, that is both an amenity and a responsibility. Drowning is fast and silent. It does not look like it does in the movies. The resources below are designed to be placed in your welcome binder, printed and posted near the pool, or referenced in your pre-arrival messaging to guests.
- Assign a designated Water Watcher: one adult whose only job is supervising swimmers, with no phone, no conversations, and no distractions
- Rotate the Water Watcher role every 15 to 30 minutes to prevent fatigue
- Keep a reaching pole, life ring, or throw rope accessible at the pool
- Ensure pool fencing meets ASTM F1908 standards: at least 4 feet high with a self-closing, self-latching gate
- Post emergency numbers (911 and nearest hospital) visibly in your rental
- Ensure door and window alarms are functioning so you are alerted when children exit toward the pool
Poster 1
FAVR Pool Safety Checklist
How to use: Print and place on the fridge or by the patio/pool door. Covers Water Watcher designation, distraction avoidance, rotation intervals, and emergency planning.
Poster 2
Water Watcher Card (EN/ES)
How to use: Print and hang on a lanyard near the back door or pool exit. The adult wearing it is the active watcher and must physically hand it off before stepping away. Keep extras in the welcome binder.
Poster 3
Water Watcher Guest Guide
How to use: Print and place in your welcome binder or near the pool door. This guest-facing poster explains the Water Watcher system in plain language, backed by key drowning prevention statistics from the CDC and CPSC.
Poster 4
Staying Safe Around Water
How to use: Add to your welcome binder and reference in your pre-arrival message. This poster reinforces that drowning is fast and silent and that active supervision is non-negotiable.
Poster 5
"Did You Know?" Drowning Prevention
How to use: Post near the fridge, entryway, or kids room. Reinforces high-impact safety facts about alarms, proper fencing, swim lessons, and CPR awareness in a quick visual format.
Poster 6
Layers of Protection and Safety
How to use: Print or display digitally. Gives guests a visual overview of the multiple safeguards that work together to prevent unsupervised pool access.
- 1. Fencing and gatesAt least 4 feet high, self-closing, self-latching. Must meet ASTM F1908.
- 2. Door and gate alarmsSound when pool/spa access points are opened. Must meet UL 2017 standard.
- 3. Perimeter and motion alarmsInfrared or water-motion systems that alert when the pool area is accessed.
- 4. Latches and locksSelf-latching devices on all windows and doors leading to the pool area.
- 5. Safety coversMust meet ASTM F1346 Standard for pool and spa covers.
Bonus Resource
Josh the Baby Otter — Water Safety Book
A member-recommended addition for family-friendly rentals. Written by Blake Collingsworth in memory of his son Joshua, this children's book teaches young kids why it is important to stay away from water unless accompanied by an adult. Leaving a copy on the coffee table or bookshelf is a thoughtful, low-effort way to reinforce water safety with the youngest guests in your rental.
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Section 3 Beach and Rip Current Safety
Florida's beaches draw millions of visitors every year, and rip currents are the number one beach hazard they face. Rip currents are responsible for over 80% of lifeguard rescues and are the leading cause of beach drowning deaths in the U.S. Most victims are not weak swimmers. They are people who did not know what they were dealing with. Sharing this information with your guests before they arrive can save a life.
- Always swim at a lifeguarded beach and stay near the lifeguard stand
- Check the beach flag color before entering the water. Red flags mean high surf or rip current risk
- Never swim alone. Always have a buddy and keep children within arm's reach at the water's edge
- If caught in a rip current, do not swim against it. Swim parallel to shore to escape the pull, then angle back in
- If you see someone in distress, do not enter the water. Throw something that floats and call 911 immediately
- Check beach conditions before heading out: weather.gov/beach/florida
How to spot a rip current
Choppy, churning water A discolored or foamy patch of water moving away from the beach, often darker or murkier than the surrounding water.
Break in the wave pattern A gap where waves are not breaking like they are on either side. The current is pushing water out and suppressing wave formation.
Line of debris or foam Floating seaweed, foam, or debris visibly moving in a line away from shore. The current is carrying material out to sea.
If caught in a rip current
1
Don't panic
Stay calm. Panicking leads to exhaustion. Float on your back if you need to rest.
2
Don't fight it
Never swim directly against the current toward shore. You will tire before you make it.
3
Swim parallel
Swim sideways, parallel to the shore, to escape the current's pull. Then angle back in.
4
Signal for help
Wave your arms and yell. If you see someone struggling, throw something that floats and call 911.
NOAA beach flag guide
Green
Low hazard, calm conditions
Yellow
Medium hazard, moderate surf or currents
Red
High hazard, high surf or strong rip currents
Double Red
Water closed to the public, no swimming
Purple
Dangerous marine life present
Printable Resource
Rip Current Safety for Guests
A complete, printable rip current safety poster designed specifically for Florida vacation rental guests. Covers what rip currents are, how to spot them, how they move, what to do if caught in one, and the NOAA beach flag system all in one page. Print and place in your welcome binder or near the door.
