10 Questions To Ask Your Vacation Rental Property Manager

Owning a short-term rental business can be as demanding as it is lucrative. Managing the multiple aspects of operating one can soon become overwhelming, particularly if you are focused on growing your business. Hiring a property manager can make a big difference.

But choosing the right property manager — for you— is not easy either and picking the wrong person can lead to new headaches. Asking the right questions can help you find a professional who aligns with your goals.

In this article, we will explore what a vacation rental property manager does, why you should hire one and the essential questions to ask before making your decision.

What is a Vacation Rental Property Manager?

Also known as an Airbnb property manager, a vacation rental property manager specializes in managing properties that are listed on online booking platforms like Airbnb and Vrbo to be rented out for short periods.

Unlike their counterparts who manage long-term housing and their tenants, a short-term rental property manager’s role focuses on growing bookings, managing the guest experience and growing each listing’s income.

Some of the key responsibilities of a property manager of a short-term rental are:

• Guest communication

Manage guest inquiries and bookings, and resolve any issues during their stay.

• Marketing and listing management

Create and optimize property listings to maximize visibility, reach and bookings.

• Housekeeping and maintenance coordination

Schedule and oversee cleaning and repairs to ensure the property is always guest-ready.

• Financial management

Track and manage expenses and income, and manage financial reporting.

• Regulatory compliance

Ensure the short-term rental property and business complies with local short-term rental laws and tax requirements.

• Revenue management

Adjust occupancy, nightly rates, etc to maximize revenue.

• Guest experience enhancement

Ensure guests’ journeys are beyond expectations from the first inquiry.

Why You Should Hire a Vacation Rental Property Manager

Managing a vacation rental property requires specialized skills, tools and time. Hiring an experienced property manager takes off some or most of the load off you and brings in practical insights that can help grow your business faster and better.

Here are five key reasons to hire a property manager for your short-term rental:

1. Maximization of occupancy and revenue

Experienced managers understand local demand patterns and know how to optimize listings and prices to ensure your property remains competitive and booked at an optimal rate.

2. Time efficiency

Guest inquiries, check-ins and cleaning coordination take a lot of work. A property manager knows how to use the right tools to automate operational processes and save time and costs.

3. Better guest experience

Vacation rental property managers put systems in place to deliver seamless guest experiences, from the booking process to check-out and asking for reviews.

4. Regulation compliance

Short-term rentals are often bound by local regulations and taxes that can be complex to navigate. A property manager with knowledge of the area can ensure you are always in compliance, avoiding fines and penalties.

5. 24/7 availability

Property managers are responsible for handling any guest issues or emergencies that arise at any time of the day, ensuring a stress-free hosting experience for you.

Top Questions to Ask Before Hiring a Vacation Rental Property Manager

When hiring a short-term rental property manager, you’ll want to ensure they have the expertise, systems and services that match your property’s needs. 

Here are the 10 key questions to ask your prospective property manager:

1. What services do you offer?

Different property managers may offer varying levels of service, from only handling reservations to full-service management so make sure to ask about the full range.

Follow-up questions:

• Can I pick and choose only the services I want?

Why it’s important:

Understanding the full suite of services they can provide will help you assess whether they meet your specific needs. For example, if you need help with marketing and channel distribution, make sure they can take that on.

If you are only looking for help with some tasks, ensure the property manager is amenable. Some property managers insist on an all or nothing approach.

2. What Is your tech stack?

Technology plays a huge role in efficiently managing short-term rentals. A strong tech stack will streamline operations, improve the guest experience and help grow the income your property can earn.

Follow-up questions:

• What property management software do you use? Does it have an Owner Portal?

• What is the dynamic pricing tool you use?

• How do you automate guest communication?

• Do you use smart home technology like keyless entry and noise monitoring?

• How do you track expenses and what accounting software do you use?

Why it’s important:

A tech-savvy property manager will save you time and improve guest satisfaction. 

Look for managers who use top-notch tools. For example, an-all-in-one vacation rental software like Hostaway provides property management, channel management, guest and staff communication, smart locks, dynamic pricing and financial reporting in a single system. It also has an Owner Portal so you can see how your property is performing in real time.

3. How do you handle guest screening?

You can’t rely on an OTA to provide adequate guest screening, and a good property manager should have protocols to ensure they only allow bookings from guests who are responsible and trustworthy.

Follow-up questions:

• Do you have a minimum requirement for guest ratings or reviews?

• How do you verify guests’ identities?

• What is your policy on property damages caused by guests?

• What is your policy on managing guests who try to extort free stays for a good review?

Why it’s important:

A thorough guest screening process can help prevent issues like property damage, complaints from neighbors and negative reviews that hurt your vacation rental business. 

Ideally, your property manager should be using a screening tool like Authenticate or Autohost that can authenticate guest identities based on verified information databases. Or a two-bird-in-one-stone option like Superhog or Safely that also offers an insurance-type guarantee.

4. How do you manage cleaning and maintenance?

Short-term rentals require frequent cleaning and regular maintenance to keep the property guest-ready and prevent negative or low reviews. Ask how the property manager handles these tasks, especially during seasons when turnover is high.

Follow-up questions:

• Do you have a dedicated cleaning team?

• How do you manage the inventory of linen and towels?

• What is your process to maintain the upkeep of amenities?

• How do you handle last-minute issues?

• How often will you inspect the property yourself?

Why it’s important:

A clean and well-maintained property is essential to attract guests and command higher nightly rates. Fast and efficient cleaning services reduce turnover times and open up your property’s availability. And last-minute issues are a business inevitability.

A good property manager will have a well-honed process for keeping your property clean and well-maintained — always. Plus, many owners have their own ideas of property maintenance so make sure the property manager you choose is agreeable to your conditions.

Further, frequent inspections by a property manager can catch small maintenance issues before they turn into major problems, ensuring guests have a seamless experience and reducing long-term repair costs.

5. What is your channel distribution strategy?

Vacation rentals are booked almost exclusively on digital distribution – across online booking platforms like Booking.com and Hopper. Understanding their strategy can help you gauge if they understand your property type, the traveler segments you are aiming to reach and the markets you can play in.

Follow-up questions:

• Do you use a channel manager? What platforms does it integrate with?

• Do you plan to start a direct booking website?

• Do you leverage niche OTAs for specific target audiences?

• How do you adjust listings for different platforms (photos, descriptions, pricing)?

Why it’s important:

A diverse and well-managed channel distribution strategy ensures your property isn’t overly reliant on one platform. It also allows for better targeting of different types of travelers, increasing your chances of getting more bookings and maximizing revenue.

Property managers with a well-rounded distribution plan can help you tap into various guest markets and avoid oversaturation on a single platform.

7. How will you handle accounting?

You need to have the full picture of the financial side of your vacation rental business if you are to ensure you are not being defrauded.

Follow-up questions:

• Do you use trust accounting to separate owner funds from operational funds?

• What accounting software do you use to track income and expenses and reconcile accounts?

• Will you provide monthly or quarterly financial statements?

• How do you handle tax deductions and reporting?

• Do you work with a third-party accountant or manage everything in-house?

• Which bank account will payments be deposited in?

• What is your process for ensuring full transparency?

Why it’s important:

Proper accounting is crucial for tracking your rental's financial health and ensuring transparency in how your funds are managed. A well-organized accounting process helps you avoid potential legal issues, makes tax reporting easier and ensures you know exactly where your money is going.

7. How will you market the property?

Effective marketing is key to keeping your property booked year-round at higher rates. Ask about their marketing strategy and how they plan to make your listings stand out.

Follow-up questions:

• What’s your strategy for listing descriptions and photos?

• Which platforms will you use to market the property and why?

• How do you ensure high search rankings?

• What will be your marketing budget?

• What are your marketing KPIs?

Why it’s important:

In the highly competitive vacation rental market, a good marketing strategy will give your property the competitive edge. It increases your property’s visibility, improves its brand and brings in more and higher value guests, even during off-peak seasons.

8. What are your fees?

Short-term rental property management fees vary, but understanding the fee structure is crucial to avoiding surprises down the line.

Follow-up questions:

• Do you charge a flat fee or a percentage of rental income?

• If a percentage, how do you calculate profit?

• Are there any additional fees (e.g., for marketing or maintenance)?

• How do you split expenses between owner and manager? Do you bill all expenses to the owner?

• Will you sign a property management agreement?

Why it’s important:

The typical fee for a short-term rental property manager ranges between 15% and 30% of the rental income but how the ‘income’ is defined varies widely.

Often, owners find themselves paying for some expenses out of their slice of profit. Make sure to get a full breakdown prior to hiring to determine if the services align with your budget and goals.

9. Can you provide references or reviews?

A reputable property manager should have a track record of satisfied clients. Ask for references and case studies to get a verified understanding of their capabilities.

Follow-up questions:

• What makes you a good property manager?

• Give me an example of your experiences with an unsatisfied customer and how you chose to resolve the issue.

• What are your proudest achievements as a property manager?

Why it’s important:

Positive reviews and testimonials will give you confidence that the manager can deliver on their promises and that other property owners are satisfied with their services.

10. Do you have any questions for me?

A good property manager will have questions of their own. They’ll want to understand your goals, concerns and how you envision the future of your property to ensure they’re the right fit for your needs.

Follow-up questions (from your prospective property manager):

• What are your long-term goals for your vacation rental business?

• Are there specific challenges or issues you’ve faced with the property?

• How involved would you like to be in day-to-day operations?

• What types of reports do you expect and how often?

Why it’s important:

A property manager who asks thoughtful questions demonstrates that they are serious about working with you and want to tailor their services to meet your goals. Their inquiries can also reveal their level of professionalism and interest in building a successful partnership.

Choosing the Perfect Property Manager for Your Vacation Rental

Choosing the right property manager can make all the difference in your vacation rental business, helping you maximize profits while minimizing stress. By asking these essential questions, you can hire a professional who understands your goals and is best-fit to deliver them.