Making the decision to hire a property manager is a big step. You’ve invested significant money in your vacation rental, and handing over the keys—literally and figuratively—requires trust.
If you’re considering professional management, you probably have questions: What exactly does a property manager do? How involved will I need to be? What should the relationship look like?
Here’s what to expect when you partner with a professional vacation rental management company.
The Onboarding Process
Good property managers don’t just flip a switch and start taking bookings. There’s a deliberate onboarding process designed to set your property up for success.
Initial Consultation
Before anything else, you’ll have a conversation about your property and goals. A good manager will want to understand:
- Your property’s location, size, and features
- Your income expectations and financial goals
- How often you want to use the property yourself
- Any concerns or past experiences with rentals
- Your communication preferences
This isn’t just a sales call—it’s a two-way evaluation. The manager should be assessing whether your property is a good fit for their portfolio, and you should be assessing whether they’re the right partner for you.
Property Evaluation
If both parties want to move forward, the manager will typically conduct a thorough property evaluation. This includes:
- Assessing the property’s condition and guest-readiness
- Identifying any needed repairs or improvements
- Recommending amenities that could improve performance
- Evaluating the competitive landscape
You’ll receive an income projection based on comparable properties and market data. This should be realistic, not inflated to win your business.
Listing Creation
Once you sign on, the manager will create your listing(s). This typically includes:
- Professional photography (often included in management services)
- Compelling, SEO-optimized descriptions
- Strategic pricing setup
- Multi-platform distribution
Good managers don’t use template descriptions. Your listing should highlight what makes your property unique.
Day-to-Day Management
Once your property is live, here’s what ongoing management looks like:
Guest Communication
The manager handles all guest communication, including:
- Responding to inquiries and booking requests
- Providing check-in instructions
- Answering questions during stays
- Handling issues and complaints
- Following up for reviews
You shouldn’t need to be involved in routine guest communication—that’s the whole point.
Pricing Optimization
Your rates should be actively managed based on:
- Seasonal demand patterns
- Local events and holidays
- Competitor pricing
- Booking pace and lead time
Ask potential managers how they approach pricing. “Set it and forget it” is not an acceptable answer.
Cleaning and Turnover
Between every guest, your property needs to be cleaned and prepared. This includes:
- Professional cleaning to hotel standards
- Linen changes and laundry
- Restocking supplies
- Property inspection for damage or maintenance needs
The manager coordinates this with trusted local cleaning teams and ensures consistent quality.
Maintenance and Repairs
Things break. When they do, the manager should:
- Respond quickly to prevent guest impact
- Coordinate repairs with qualified vendors
- Keep you informed of significant issues
- Handle emergency situations 24/7
Most managers have spending authority for minor repairs (typically under $200-300) without needing owner approval, while larger expenses require your sign-off.
Financial Reporting
Transparency is essential in a management relationship. You should expect:
Regular Statements
Monthly statements showing:
- All bookings and revenue
- Management fees and expenses
- Cleaning and maintenance costs
- Net owner payout
Owner Portal Access
Most professional managers provide an online portal where you can:
- View upcoming and past reservations
- See real-time revenue
- Block dates for personal use
- Access financial reports
Tax Documentation
At year-end, you should receive documentation needed for tax filing, including:
- Annual income summary
- Itemized expenses
- 1099 forms if applicable
What You Should (and Shouldn’t) Do
Owner Responsibilities
Even with professional management, you’ll still need to:
- Make decisions about major repairs or improvements
- Approve significant expenses beyond the manager’s authority
- Communicate changes (selling the property, changing availability, etc.)
- Provide feedback on how things are going
What to Leave to the Manager
Resist the urge to micromanage. If you’ve chosen a good manager, let them:
- Handle all guest communication
- Make pricing decisions
- Coordinate vendors and cleanings
- Manage the listing content and photos
The whole point of professional management is freeing your time. If you’re spending hours each week on your rental, something’s wrong.
Red Flags to Watch For
Not all property managers are created equal. Watch out for:
- Poor communication: If they’re slow to respond during the sales process, imagine how they’ll treat your guests
- Unrealistic projections: If income estimates seem too good to be true, they probably are
- Long-term contracts with penalties: Good managers earn your business month after month
- Hidden fees: All costs should be clearly explained upfront
- No local presence: Remote management without local teams leads to problems
The Right Partnership
A great property management relationship should feel like a partnership. You bring the property; they bring the expertise. Both parties benefit when the property performs well.
Communication should flow both ways. You should feel comfortable asking questions and providing feedback, and your manager should proactively keep you informed about how things are going.
If something feels off, address it directly. Good managers want to solve problems and keep owners happy—it’s good business.
Ready to Explore Professional Management?
If you’re tired of being on call 24/7 or feel like your property isn’t reaching its potential, professional management might be the answer.
We’d love to discuss your property and see if we’re a good fit. No pressure, no obligation—just an honest conversation about what we can offer.
Schedule your free consultation and let’s talk about what’s possible for your vacation rental.
