Vacation Rental Property Onboarding

• Detailed information is crucial when onboarding a new property for vacation rental management
• Gathering such information ensures smooth operations, high-quality maintenance, and an excellent guest experience

General Property Information

• Determine the property's full address
• Ascertain the square footage and layout, including the number of bedrooms, bathrooms, and common areas
• Establish the maximum guest capacity and any related restrictions
• Identify any HOA or neighborhood rules that guests must adhere to
• Note the property's age and the date of its last renovation

Maintenance and Repairs

• Inquire about any ongoing maintenance issues or areas of concern, such as plumbing, HVAC, or roof problems
• Identify preferred service providers for maintenance, including plumbers, electricians, and landscapers
• Obtain documentation for any appliance or system warranties
• Determine the location of main utility shut-offs for water, gas, and electricity
• Determine if there is a regular pest control service, and offer to arrange one if needed

Utilities and Systems

• Know what utilities are included (e.g., water, electricity, gas, internet) and who manages them
• Establish the heating and cooling system type (e.g., central air, window units)
• Note if there is a backup power source, such as a generator or solar panels
• Know if there are any smart home devices installed, such as smart locks, thermostats, or cameras

Cleaning and Supplies

• Determine if there is a preferred cleaning schedule or service
• Inventory the cleaning supplies and equipment available on-site
• Obtain specific cleaning instructions for certain areas or items, such as hardwood floors or delicate furniture
• Find out if consumables are provided for guests, like toiletries, coffee, tea, and paper towels

Safety and Security

• Verify that smoke detectors and carbon monoxide detectors are installed and when they were last tested
• Find out if there is a fire extinguisher on-site and where it is located
• Know if there are security systems or cameras installed and how they are managed
• Determine any safety concerns or hazards on the property, such as steep stairs or slippery surfaces
• Establish if the property has liability insurance

Guest Experience

• Identify what amenities are included for guests, such as Wi-Fi, streaming services, a pool, or a hot tub
• Note any unique features or quirks of the property that guests should know about
• See if there is a welcome guide or house manual, and offer to create one if needed
• Establish any restrictions for guests, such as no pets, no smoking, or quiet hours
• Outline the check-in and check-out process, including keyless entry, lockbox, or in-person procedures

Financial and Legal Details

• Decide the desired nightly rate or pricing strategy
• Determine if any local taxes or permits are required for short-term rentals
• Establish a cancellation policy
• Decide the preferred payment method for owner payouts
• Note any existing bookings or contracts that need to be honored

Emergency Contacts

• Determine who should be contacted in case of an emergency: the owner, property manager, or another contact
• Get a list of local emergency services, such as the nearest hospital, police, and fire department
• Know if there is a backup contact if the primary contact is unavailable

Seasonal and Special Considerations

• Identify any seasonal maintenance tasks, such as winterizing pipes or pool maintenance
• Note any special instructions for extreme weather conditions, such as hurricanes or snowstorms
• Determine if you offer seasonal pricing or promotions

Owner Preferences

• Establish how involved the owner wants to be in the management process
• Determine if there are specific preferences for guest communication
• Note any personal items or areas that should be off-limits to guests