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With the rise of companies like Airbnb, the idea of managing vacation rental properties has seen a spike in popularity. Homeowners are enraptured by the idea of making a decent income while providing a unique and fun experience for guests. Vacation rentals provide guests with a one-of-a-kind way to experience a city.
Whether you’re currently renting an apartment in Scottsdale or renting a home in Kansas City with plans of managing rental properties for other homeowners or you plan on buying a home in Albuquerque to use as a vacation rental, you can learn how to curate the best experience for your guests. ApartmentGuide reached out to successful vacation rental managers across the country to compile 15 tips for beginners starting their journey managing vacation rental properties. Read on to learn more.
1. Prioritize quality photos
“I’m a big believer in doing things differently. When you’re competing against a multitude of hosts and property management companies, you need to determine what your competitive advantage is,” advises Dusty Winans, Owner of Padearn. “Beautiful photography can dramatically improve your click-through rate, conversion rate, ranking on Airbnb/Vrbo, and the number of bookings your property receives.
Photos should tell a story about how relaxing, inviting, or fun your property is. Don’t just take pictures of the room; zoom in and show the details. Stage some chocolate chip cookies or an ice-cold drink next to a reading nook or outdoor seating area to help guests imagine themselves there.”
2. Write your description like you’re talking to a friend
“When writing a description of the property, don’t come across like a car salesman. Write as if you’re talking to a friend or family member,” says Dusty Winans. “Go beyond the number of bedrooms, beds, and bathrooms and talk about what makes your property special. Think about what guests might have questions about, such as pool hours, beach chairs, baby gear, proximity to attractions, etc.”
3. Add a coffee maker and tons of free coffee
“Want to increase the number of 5-star reviews and earn an Airbnb Guest Favorite badge? Splurge on a great coffee maker and provide plenty of free coffee,” says Dusty Winans. “You’ll be amazed at how this one freebie can generate so many glowing reviews for your property. Not only that, a beautifully designed coffee bar will encourage guests to share photos of your property on social media.”
4. Show your guests that you’re a person, too
“Communicate with guests from a relatable first-person perspective,” says Dusty Winans. “Introduce yourself, share a little bit about you and your vacation rental business, and let guests know you’re there for them. Give them the freedom to reach out to you directly via text for any questions during their stay. The day after check-out, reach out to guests via text, ask how their stay was, and let them know you’d love for them to come back again.
5. Be prepared for maintenance issues
“One common mistake is underestimating the ongoing maintenance needs of a vacation rental property,” says Aaron Carpenter, Owner of Bend & Central Oregon Airbnb Vacation Rental Property Management by Grand Welcome. “Failing to address maintenance issues promptly can lead to negative reviews and dissatisfied guests. To avoid this, we recommend creating a thorough maintenance schedule, conduct regular inspections, and request that the homeowner set aside a portion of their rental income for unforeseen repairs.”
6. Set realistic expectations with homeowners
“A significant mistake is not setting realistic expectations with homeowners. Overpromising on rental income potential or downplaying the responsibilities of property management can lead to dissatisfaction among homeowners,” says Aaron Carpenter. “To avoid this, we have open and transparent discussions with homeowners about the potential income, market conditions, and the level of involvement required. We provide clear details about the property management process and any potential challenges that may arise.
7. Make sure to clean between thoroughly between guests
“One critical mistake is neglecting to thoroughly clean the property between guest stays. Inadequate cleaning can be one of the main reasons for a negative review and a decrease in bookings,” says Aaron Carpenter. “We avoid this by creating a comprehensive cleaning checklist that covers all areas of the property, from bedrooms and common spaces to outdoor areas. We highly recommend hiring professional cleaners who specialize in vacation rentals to ensure a consistent level of cleanliness and sanitation. Additionally, always perform quality checks after each cleaning to ensure the property meets the highest standards before guests arrive.”
8. Engage with the community
“As a first-time rental manager, dive into your local community by teaming up with neighborhood spots like restaurants, coffee shops, taxi services, handymen, cleaners, florists, tour guides, and local artisans,” says Zach Vavak, owner of Lake of the Ozarks Airbnb Vacation Rental Property Management by Grand Welcome. “Celebrate their successes and give them a chance to shine by promoting them to your guests. Get involved in local networking groups like BNI, and share your connections generously to build meaningful partnerships. Become a bridge, bringing local businesses together with your guests and homeowners, and enjoy the growth and unity that follows.”
9. Provide guests with local recommendations
“To maximize income and success from your rental property, make sure that you provide excellent local recommendations, address issues and requests quickly, maintain a flawless property, and optimize pricing and strategy,” says Steven Brown, owner of Breckenridge Airbnb Vacation Rental Property Management by Grand Welcome. “With hard work and smart management, you can operate a top-performing vacation rental business as a hands-on manager.”
10. Know what your reviews mean
“The number and quality of guest reviews have a significant impact on future bookings and rates,” says Steven Formica, owner of Beaver Creek Airbnb Vacation Rental Property Management by Grand Welcome. “Historical data shows that occupancy and ADR begin to fall below area averages at 4.6 and below. Similarly, hosts with ratings above 4.9 (“Super host” status on Airbnb) or properties at or above 4.9 (“Guest Favorite” on Airbnb) earn as much as 30% more than standard hosts.”
11. Factor in the weather
“Managing your first vacation rental can be both exciting and challenging. One tip I’ve learned is to always account for the unique aspects of your location and weather,” says Simon Kouhana, owner of Hollywood Beach Airbnb Vacation Rental Property Management by Grand Welcome. “Here in Florida, hurricane shutters and humidity control are essential. Ensuring these are well-maintained can save you a lot of headaches and keep your guests comfortable year-round. Remember, attention to detail can turn a good stay into an unforgettable experience!”
12. Set clear expectations with your guests
“As a first-time vacation rental manager, you should always set clear expectations with your guests,” recommends Niyi Olumide, Owner of Galveston Airbnb Vacation Rental Property Management by Grand Welcome. Ensure your rental listing contains pictures that accurately represent the property and be sure the property is clean and free of clutter prior to a new guest arriving.
Another great way to set clear expectations is by sending clear check-in instructions to your guests prior to their arrival, checking in on them during their stay, and follow up for feedback after checkout. Clear communication with empathy could be all it takes to receive a positive review from a guest even if the stay was less than perfect due to circumstances beyond your control.”
13. Walk through your property like a guest
“Put yourself in the position of the guest – walk through the property and use every appliance, open every drawer, turn on the TV and browse channels/apps,” says Luke Brannon, owner and president of Orange Beach Airbnb Vacation Rental Property Management by Grand Welcome. “If the property is not intuitive and functioning well for you, it won’t function well for your guests either. Aside from saving you from surprise emergency calls, this will ensure a better experience for your guests. This will lead to better reviews, higher revenue, and happier homeowners.”
14. Always keep your guest in mind
“You want to set yourself apart from all of the other companies and maintain a five-star status? Focus on creating a top-notch guest experience by putting yourself in their shoes,” says Corie Thompson, Owner of Gulf Shores Airbnb Vacation Rental Property Management by Grand Welcome. “Have several eyes on the property before a guest arrives to make sure it is spotless and guest-ready. Communicate with each guest during their stay to get ahead of any issues they may have before they check out and leave you a review. Most guests appreciate that there is someone out there that cares about their experience and someone they can call if there is an issue.”
15. Spend time at the property
“As a first-time rental manager, spending time at the physical property can greatly simplify your management tasks,” shares Ian Vogt, Assistant General Manager of Destin Airbnb Vacation Rental Property Management by Grand Welcome. “By familiarizing yourself with the property’s nuances and potential issues, you’ll be better equipped to handle any challenges that arise.”