Choosing the Right Vacation Rental Management Company

A crucial aspect of your rental property's success is selecting the right Vacation Rental Management Company. Making the correct choice can profoundly influence your experience as a property owner.
Pinterest LinkedIn Tumblr

At this stage in the game, almost every successful short-term rental host is making use of a vacation rental management company. In our eyes, there really aren’t any drawbacks to hiring a management company to streamline your operations and manage the daily workings. However, with about a hundred different terms for a vacation rental management company, it’s easy to get lost in so many labels. This leads us to our first question…

What Is A Vacation Rental Management Company?

According to iGMS, a vacation rental management company handles “the supervision and administration of vacation rental properties, ranging from handling bookings, cleaning, and maintenance, to marketing, and taking good care of the guest experience.” They’ll handle everything from an independent website builder to invoice management and a channel manager, allowing property owners to enjoy passive income without the hassle of day-to-day management.

Choosing the right management company is akin to selecting a reliable business partner. It’s a decision that can profoundly impact the success and profitability of your rental property venture. A well-chosen management company can optimize occupancy rates, maintain the property’s condition, and provide exceptional guest experiences, leading to positive reviews and repeat bookings.

Conversely, entrusting your property to an inexperienced or inefficient management company can result in missed revenue opportunities, subpar guest experiences, and ultimately, damage to your property’s reputation. Therefore, the importance of thorough research and careful consideration when selecting a vacation rental management company cannot be overstated.

Property management services

What Should I Look For In A Vacation Rental Management Company?

There are a few things that you need to look at when deciding which property management company to go with. While this does depend on your location and the types of vacation rental guests that you’re looking to attract, and the prices you want to charge.

Experience in Your Local Area and Reputation

Your chosen property management company needs to not only operate in your area but have experience with other property owners and vacation rentals in your region. The company will need to be prepared for the types of bookings that your local market experience. Short turnaround times, high guest counts, lots of children, and digital nomads, as well as demanding business travelers are just a few of the things that might be true of your local area.

When selecting a vacation rental management company, experience and reputation are paramount. Look for companies with a proven track record in the industry and positive reviews from satisfied clients. An experienced company will have the expertise to navigate challenges and maximize your property’s rental income.

Services Offered and Communication

The range of property management services offered by a management company can vary widely. Consider what services are essential for your vacation rental and ensure the property management company can meet your needs. From property marketing and guest communication to cleaning and maintenance, choose a company that offers comprehensive solutions tailored to your requirements.

Effective communication and support are essential for a successful partnership of property owners and property management companies. Ensure the company has reliable communication channels and responsive customer support. A company that prioritizes open communication and provides timely assistance will help address any issues and maintain a positive guest experience.

Pricing and Fees

You should always look for ways to save money. Of course, hiring a full service property management company costs money, but you can still find good deals. You have to spend money to make money but never forget to look at all the options before you decide which property management company works best for you.

While pricing is a crucial factor, it’s essential to look beyond the initial cost. Consider the value provided by the management company in relation to their fees. Transparent pricing structures and a clear understanding of what is included in the fees are vital. Remember, the cheapest option may not always be the best in terms of quality and management services.

Calendar Management and Automated Messaging Capabilities

One of the most important features of any property management company is calendar management. If you list on Airbnb,, and others, you need some sort of vacation rental management software to combine your calendars! Without it, you risk double booking and suffering some poor reviews as a result. Remember, OTAs can choose to financially penalize hosts for canceling too many bookings.

Response rates on sites like Airbnb and play a huge role in where you rank in search results. And where you place in search results affects how many bookings you get. More eyes on your listing, more bookings. If your property management company doesn’t offer automated messaging, you might need to consider switching. If you have to manage your response rate yourself, part of the benefit of a property management company is negated.

Technology and Marketing Tools

In the vacation rental market, technology plays a crucial role in the vacation rental industry. Look for property management companies that utilize advanced technology and marketing tools to enhance your property’s visibility and bookings. Features such as an online booking system, dynamic pricing algorithms, and targeted marketing campaigns can significantly impact your property’s success.

A direct booking site is a great way to circumnavigate the OTA charges. Remember that you will be swiftly banned if the OTA thinks you’re directing bookings away from them. Instead, use a direct booking website for return guests only.

Airbnb property management

Researching Potential Companies

When embarking on your quest to find the perfect property management company, knowing where to look and how to evaluate your options is crucial. Here’s a guide to help you navigate the process.

Where to Find Vacation Rental Management Companies

Online Directories

Start your search by browsing online directories dedicated to property management companies. Websites like Airbnb, Vrbo, and HomeAway often feature lists of trusted management companies or property management services in various locations.

Industry Associations

Explore industry associations and networks such as the Vacation Rental Management Association (VRMA) or local vacation rental owner groups. These organizations often have directories or referrals to reputable management companies and property managers.

Word of Mouth

Reach out to fellow property owners or hosts in your area and inquire about their experiences with vacation rental property managers or vacation rental property management companies. Recommendations from trusted sources can be invaluable in your search.

Social Media and Forums

Engage with online communities and forums related to vacation rentals. Platforms like Facebook groups or Reddit threads dedicated to vacation rental hosts often feature discussions and recommendations regarding management companies.

Property owner is choosing a full service management company for his vacation property

Methods for Evaluating and Comparing Different Options

Online Reviews

Take the time to read reviews and testimonials from previous clients of a property management service or a property manager you’re considering. Look for patterns in feedback related to communication, service quality, and overall satisfaction.

Portfolio and Track Record

Evaluate the portfolio of vacation rental properties managed by each company and inquire about their track record in terms of occupancy rates, guest satisfaction, and property maintenance. Many property management companies are transparent and are ready to provide the required information. A company with a diverse portfolio and proven success is likely a strong contender.

Consultations and Interviews

Schedule consultations or interviews with potential management companies to discuss your needs, your short term rentals and assess their suitability. Use this opportunity to ask questions about their services, management fee, liability insurance, communication processes, a property management contract, and any specific concerns you may have.

Transparency and Contracts

Review the transparency of each vacation home management company. Ensure that the contract outlines all services provided, fees involved, and the duration of the partnership to avoid any surprises down the road. By leveraging these methods for researching and evaluating potential property management services for your vacation rentals, you can make an informed decision that aligns with your goals and sets the stage for a successful partnership.

Dynamic Pricing Tool for Airbnb HostsPartnerships With Other Vacation Rental Industry Businesses

Your chosen vacation rental management company needs to have partnerships with other industry businesses. It’s important to work with companies that can offer you usage deals for other services in the industry. Team DPGO has been hard at work to build partnerships with other businesses. We’ve connected with iGMS, Guesty, HostAway, Hostfully, OwnerRez, and Hospitable.


Avatar for Max Zinovev

I'm a co-founder of DPGO and an experienced Airbnb host with a deep love for big data and cutting-edge technology. I’m thrilled to navigate the exciting confluence of hosting and innovative tech, sharing my insights, vision, and learnings along the way. My journey in the hospitality industry has been enriched by my fascination with developing solutions that empower hosts and elevate guest experiences. Let’s explore the multifaceted world of tech-driven hospitality together!

Comments are closed.