Guide for Travelers: How to Manage a Vacation Rental Business Remotely

The rapid growth of new technologies, online tools, and platforms makes managing a long-distance vacation rental business easy for many hosts. However, there are some challenges that hosts need to overcome to maintain the success of their business.How you can correctly Manage a Vacation Rental Business Remotely as a traveler.Here is guide on Manage a Vacation Rental Business Remotely.

Managing a rental property out of state or in a nearby location has a lot of benefits, but it is not an easy task. Follow these guidelines on how to manage a vacation rental to take full control of your business from any place in the world and overcome the difficulties. 

Manage a Vacation Rental Business Remotely

How to Manage a Vacation Rental Business Remotely

Welcoming Guests to Your Vacation Rental

Remote property management requires a lot of planning and thinking in advance. First, you need to think about what is the most important piece of information to share with your guests as soon as they book your rental, as well as upon their arrival. 

– Check-In and Checkout 

You need to inform your guests about the check-in and check-out procedures and emphasize the time frames for each. It’s best if you do this as soon as they book your rental. You can also provide detailed information on how to get to your property and indicate that they can find more information on transportation in the welcome guestbook.

– Key Exchange

Be sure to provide your guests with detailed information about key handover as well. A property manager can be a person responsible for greeting them upon arrival and giving them keys to your rental. Key management systems (keyless vacation rental door locks, smart locks or lockboxes) are also a great way to handle key exchange allowing for more flexibility and saving you money.

– Welcome Guidebook

Composing a welcome letter for guests and providing important information in a welcome guidebook is crucial for the exceptional guest experience. The welcome book should cover all the basics such as a WiFi password, parking arrangements, public transportation, instructions on how to use house appliances, etc.

– House Rules 

Even though you‘ve included house rules in your property’s description, it’s a good practice to have a printed copy at your property as well. You can make them a part of your guestbook or you can laminate the printed copy and hang someplace visible.

How to Manage a Vacation Rental Cleaning and Maintenance?

It goes without saying that cleaning is necessary after each guest turnover. Investing in professional cleaning and maintenance services is a crucial part of managing a vacation rental remotely that helps keep things under control.

– House Cleaning Service

Hiring a reliable cleaning company to handle cleaning is of the utmost importance to ensure a safe environment for your guests. Ask around about the most reliable local companies or research online for recommendations from other vacation rental managers in the area. Leave a cleaning checklist at your rental to ensure the highest level of cleanliness.

– Repair and Maintenance Service

No matter how well you maintain your rental property, things get broken. Having the contact information of trusted maintenance vendors in the area is a great way to quickly handle possible emergencies. Collect contacts of local plumbers, locksmiths, electricians, HVAC services, etc., in case something needs to be fixed quickly. Leave a printed copy of the contact list at your rental as well.

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Emergency Contact Information

Nobody wants to think about mishaps, especially on their vacation. However, accidents can happen, and it is extremely important that you provide the full list of emergency contacts in the area. If possible, leave contact information of a local, a person living nearby, in case your guests need someone to help them deal with a possible emergency.

How to Manage a Vacation Rental Business With a Co-Host?

A co-host can be a very valuable asset in remote vacation rental management. It can be a person living in the area, who can quickly respond to any guest requests, make sure that everything works properly in the rental, and keep track of everything that’s going on. A co-host can help take some of the pressure of you and assist you in running the business smoothly.

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– Online Tasks Management

If you are managing your business from a distant location without a stable internet connection, a co-host can handle the listing(s) online, and be in charge of communicating with guests, as well as sending check-in and checkout information.

– Property and Inventory Inspection

A co-host can also check the property to ensure that cleaning is done properly, keep track of the inventory lists, and make notes on what needs to be refilled/purchased. Their reports can help you adjust the house rules and instructions on the usage of the appliances in the rental

Vacation Rental Management Software 

Investing in a vacation rental management software is a smart move for hosts managing their business remotely. It can help you automate your short-term vacation rental business, stay on top of all your day-to-day activities, and increase efficiency. 

Having the ability to coordinate activities and daily tasks via rental management software will surely reduce stress from being away from your business. Also, you will be able to strengthen your remote business, oversee rentals, and keep track of everything that’s going on, while at the same time you can be traveling, for example.


These guidelines are crucial when it comes to the question of how to manage a vacation rental remotely in the most efficient way. Although it’s not easy to run a business from a distance, taking advice from specialists will help you do it properly. We’ve consulted with the experts in the industry about remote property management like IWMS system, and as a result, we’ve created these instructions for short-term rental hosts.

These vacation rental tips for owners will help you make the right and smart choice when it comes to further investments in your business, that will show positive results in the near future.

Last Updated on June 7, 2023

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