Choosing a vacation rental property manager is one of the most important decisions you’ll make as a rental property owner. The right manager can transform your property into a profitable, stress-free investment. The wrong one can cost you thousands in lost revenue, damage your property’s reputation, and create endless headaches.
This guide will help you evaluate potential managers effectively and choose the partner that’s right for your property.
Before You Start: Know What You Need
Before interviewing management companies, clarify your own priorities:
Your involvement level: Do you want completely hands-off management, or do you want to stay involved in certain decisions?
Your property goals: Maximum revenue? Maximum personal use? Preservation of a family property? These goals affect which manager is the best fit.
Your deal-breakers: What’s non-negotiable? Local presence? Specific platforms? Communication frequency?
With your priorities clear, you’re ready to evaluate candidates.
The 10 Essential Questions
1. What is your complete fee structure?
Don’t just ask for the management percentage. Get a comprehensive breakdown:
- Base management fee percentage
- What’s included in that fee
- Cleaning fee structure (who pays, any markup?)
- Maintenance coordination fees
- Setup or onboarding fees
- Any other potential charges
Ask for this in writing. A reputable company will have a clear fee schedule they’re happy to share. Hesitation or vagueness here is a major red flag.
Follow-up: “Can you show me a sample owner statement so I can see exactly how charges appear?“
2. How many properties do you currently manage?
This question reveals several things:
Too few (under 10): May lack systems, vendor relationships, and experience handling diverse situations.
Too many per staff member (50+ per person): Your property might not get adequate attention.
Sweet spot: Look for companies with enough scale to have professional systems but not so large that you’re just a number.
Follow-up: “How many properties does each team member oversee? Who would be my primary contact?“
3. What is your average occupancy rate and ADR for similar properties?
Any manager should be able to share performance metrics for properties comparable to yours. If they can’t or won’t, that’s concerning.
Ask for:
- Average occupancy rate (aim for 65-80% depending on market)
- Average daily rate for properties like yours
- Revenue per available night (RevPAR)
Follow-up: “Can you share a realistic income projection for my specific property, and what assumptions is it based on?”
Be wary of projections that seem too good to be true—they probably are.
4. How do you handle pricing?
Pricing strategy dramatically impacts your revenue. Understand their approach:
- Do they use dynamic pricing software? Which one?
- How often are rates adjusted?
- Who makes pricing decisions?
- How do they handle last-minute vacancies?
- How do they capture premium rates during high-demand periods?
Red flag: “We set competitive rates and adjust them seasonally” suggests a passive approach that leaves money on the table.
Green flag: Specific discussion of tools, algorithms, event-based pricing, and occupancy-based rate adjustments.
5. What platforms do you list on, and do you have direct booking capabilities?
Multi-platform distribution maximizes visibility. At minimum, expect:
- Airbnb
- VRBO/HomeAway
- Their own direct booking website
Direct booking capabilities are increasingly important. They reduce platform fees (saving 10-15% per booking) and build guest relationships.
Follow-up: “What percentage of your bookings come from direct bookings versus OTAs?“
6. How do you handle guest communication and what are your response times?
Guest communication directly impacts reviews, rankings, and rebooking rates.
Ask about:
- Average response time to inquiries (should be under 1 hour)
- Who handles guest communication (dedicated team or shared responsibility?)
- 24/7 availability for emergencies
- Communication style and templates
- How they handle complaints and problems
Follow-up: “Can you walk me through how you’d handle a guest reporting a maintenance issue at 10 PM on a Saturday?“
7. Who handles cleaning and maintenance, and how do you ensure quality?
Operations make or break guest experience. Understand:
Cleaning:
- In-house team or contracted cleaners?
- Quality control process (inspections? checklists?)
- Turnover time between guests
- How they handle same-day turnovers
Maintenance:
- Network of vetted vendors
- 24/7 emergency response capability
- Preventive maintenance program
- Your approval threshold for repairs
Follow-up: “What happens if a cleaner doesn’t show up or does substandard work right before a guest arrives?“
8. How often will I receive reports, and what’s included?
Transparency is essential in a management relationship. Expect:
- Monthly financial statements (at minimum)
- Booking details and guest feedback
- Maintenance and expense records
- Year-end tax documentation
- Access to an owner portal with real-time information
Follow-up: “Can I see a sample monthly report? What metrics do you track and share?“
9. What is your contract length and cancellation policy?
Be cautious of companies requiring:
- Long-term contracts (12+ months) with no out
- Significant cancellation penalties
- Extended notice periods (90+ days)
Quality managers earn your business continuously. Month-to-month or short-term agreements with reasonable notice periods (30-60 days) show confidence in their service.
Follow-up: “What happens to my existing bookings if I decide to leave?“
10. Can I speak with current clients as references?
This is the most important question. Any reputable manager should happily provide references.
When speaking with references, ask:
- How long have you worked with this company?
- Has your revenue met expectations?
- How is communication?
- Have there been any problems, and how were they handled?
- Would you recommend them?
Red flag: Unwillingness to provide references or only offering carefully selected testimonials.
Beyond the Questions: What to Observe
Their Own Listings
Search for their managed properties on Airbnb and VRBO. Look at:
- Photo quality
- Listing descriptions
- Review scores and responses
- How issues are addressed in reviews
Response Time and Professionalism
How quickly do they respond to your inquiry? Is their communication professional and thorough? This previews how they’ll treat your guests.
Local Knowledge
Do they demonstrate deep knowledge of your specific market? Understanding of seasonal patterns, local events, and neighborhood dynamics?
Technology and Systems
Modern management requires good technology. Ask about:
- Property management software
- Smart lock and access management
- Guest communication platforms
- Owner portal capabilities
Chemistry and Trust
You’re entering a partnership. Do you feel comfortable with this team? Do they listen to your concerns? Do they seem genuinely interested in your property’s success?
Red Flags to Watch For
Guaranteed income promises: No honest manager can guarantee specific revenue.
Pressure to sign quickly: Quality companies don’t need high-pressure tactics.
Vague or defensive answers: Transparency should be effortless.
No local presence: Remote management without local teams creates problems.
Poor online reputation: Check Google reviews, BBB, and industry forums.
High owner turnover: Ask how many owners have left in the past year and why.
Unwillingness to customize: Your property has unique needs; cookie-cutter approaches underperform.
Green Flags That Signal Quality
Selective about properties: Good managers don’t accept every property—they curate portfolios.
Proactive communication: They follow up, provide information before you ask, and keep you informed.
Clear specialization: They focus on vacation rentals specifically, not general property management.
Investment in their business: Professional photography, quality website, modern technology.
Owner retention: Long-term relationships with happy owners.
Honest projections: Realistic income estimates with clear assumptions, not inflated promises.
Making Your Decision
After gathering information from multiple candidates, compare:
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Value, not just price: The lowest fee rarely delivers the best returns.
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Fit for your goals: Which company’s approach aligns with your priorities?
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Trust and communication: Which team would you most want to partner with?
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Track record: Which has the strongest evidence of performance?
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Gut feeling: After all the analysis, which feels right?
The Onboarding Process
Once you’ve chosen a manager, expect a thorough onboarding:
- Property evaluation and preparation recommendations
- Professional photography session
- Listing creation and optimization
- Pricing strategy development
- Calendar and availability setup
- Key exchange and access coordination
- Clear communication protocols established
A smooth onboarding sets the foundation for a successful partnership.
Looking for a property manager in Arkansas, Missouri, or the Orlando area? Schedule a free consultation to discuss your property and see if we’re the right fit for your goals.
