Your Ultimate Vacation Home Maintenance Guide

Consistent home maintenance is the cornerstone of any successful short-term rental business. Regular checks and upkeep can extend your property’s life, increase your ROI, and guarantee a top-tier guest experience. But with numerous tasks to manage on varying timetables, it’s easy to miss a step or delay essential services. A tried-and-true solution for this problem is building a vacation home maintenance checklist—a tailored guide to keep your property in prime condition. Whether you’re an experienced property owner with multiple rentals or just starting out with your first, this list can give you an idea of what to look for when considering hiring a property manager. Read on to discover actionable steps to make maintaining your vacation rental more systematic and stress-free.

Choosing the Right Property Management Company

A property management company becomes indispensable for many property owners, especially those not residing close to their rental property. But how do you choose the right one?

What to Look For: Responsiveness, Expertise, and Reputation

A competent property management company will be able to show you a systematized workflow that covers everything from check-ins to yard care. Many will have detailed checklists for everything, including a vacation home maintenance checklist. They’ll be adept at everything, from routine maintenance checks to addressing unexpected water damage. Responsiveness is key and so is the delivery of sometimes unpleasant news about repairs and maintenance. If a guest reports a malfunctioning heating system, a roof leak, or other serious issue, the company should be on it immediately. Their expertise in handling everything from faucets to HVAC maintenance and their reputation in the real estate sector can provide homeowners peace of mind and often mitigate future problems. 

The Benefit of a Company That Addresses Issues Promptly

Maintenance issues in a vacation rental can range from minor touch-ups to significant repairs. The faster these are addressed, the shorter the property sits empty, and ultimately, the better the guest experience. A company that prioritizes the upkeep ensuring that everything is in good condition—from the air filters to the sump pump—can be a valuable asset to homeowners. Quick fixes, like swapping out light bulbs or updating the caulk and grout, can prevent more significant issues later.

Remote Property Management: Ensuring Your Property is in Good Hands Even if You’re Not Close By

In today’s digital age, distance doesn’t need to be a barrier in property management. For homeowners not close to their short-term rental, the right property management company provides regular maintenance updates and peace of mind. Whether it’s ensuring the landscaping stays vibrant, the smoke alarms function perfectly, or simply making sure the linens are fresh for each new guest, a reliable company ensures that your property remains in tip-top shape, regardless of where you are. 

Communication with Guests

Effective communication is the basis of a well-run vacation rental, which results in a positive guest experience. A maintenance checklist is more than just a list of tasks; it’s a written record of the ongoing dialogue between the property owner, the property manager, and their guests. 

The Value of Open Communication

For rental property success, open communication ensures that all amenities, from the air conditioning to the water heater, are in working order. When property managers actively engage with their guests, they instill confidence that everything is being taken care of and their needs are met. This is paramount in today’s day and age where customer service and communication are emphasized less and less.

Encouraging Guests to Report Problems

Guests should feel comfortable alerting homeowners to maintenance issues, whether it’s a dripping faucet or an issue with the thermostat. It is normal to want to have an aggressive damage fee to pass along costs associated with damage to the guest who caused a problem, but that system can backfire. If a guest hides damage to your property to avoid a damage fee, the problem may worsen exponentially before it is discovered. Processes should be implemented for guests to promptly notify the property manager of any existing damages at the time of check in. This allows guests to be upfront and honest about existing issues so there is no fear of retribution against them for issues not caused by them. 

Making it easy for your guests to report existing damage helps keep you apprised of issues and allows your property management team an opportunity to fix the problem before it turns into a larger issue. 

Another way to make sure you’re covered for any damage that may occur during the guest’s stay is to take advantage of refundable damage deposits or by utilizing damage protection insurance. Refundable damage deposits work similar to a hotel or car rental company placing a hold on your card for incidentals. This allows the property manager to pre-authorize a card prior to a guests arrival and if all goes well during their stay, the guest receives the deposit back upon checkout. Damage Protection insurance on the other hand is a feature that applies to your contracted rental property, providing protection against accidental damage a guest might do while at your property. The protection is paid for on a booking-by-booking basis and the cost is passed on to the guest. 

The Balance: Being Attentive Without Being Invasive

While it’s important to check in on the state of your vacation rental property, there’s a delicate balance to strike. You want to ensure everything from the gutters to the HVAC system is in order but without encroaching on your guest’s space. It’s a blend of preventive maintenance and respect. Many property management companies set up automated messaging that goes out to the guest a couple of hours after check-in, asking if they got in okay and if there is anything they need from the host. This provides a sense of comfort to the guest, knowing the host is there to help if needed while also providing an opportunity for the guest to let the host know about anything wrong with the rental.

Vacation Home Maintenance Checklist

Owning a vacation rental property can be a rewarding venture, especially if you prioritize the upkeep and maintenance of your property. Doing proper maintenance ensures the long term value of your property remains competitive with the market, increases your rental ROI, and provides a positive guest experience, and offers homeowners peace of mind. Here’s a comprehensive vacation rental maintenance checklist to get you started. Feel free to customize this list to fit your unique profile of properties:

Weekly:

1. Check-In and Touch-Up: Before new guests arrive, inspect the property for any visible issues and make necessary touch-ups.
2. Linens: Replace and launder bed linens, towels, and other fabrics.
3. Light Bulbs: Ensure all are functioning and replace any burnt-out.
4. Pest Control: Look for signs of pests and address them immediately, either DIY or through maintenance services.
5. Air Filters: Check and clean, particularly if the property sees frequent renters.

Monthly:

1. Thermostat & HVAC System: Test the heating and air conditioning systems to ensure they’re in working order. Clean or replace air filters as needed.
2. Smoke Detectors and Carbon Monoxide Detectors: Test for functionality and replace batteries if necessary.
3. Landscaping: Keep the exterior looking tip-top by trimming bushes, mowing the lawn, and caring for plants.
4. Faucets & Hoses: Check for leaks or drips and ensure the hoses are in good condition without any wear or cracks.
5. Water Supply & Water Heater: Inspect for leaks, sediment build-up, and ensure the heater functions efficiently.

Every 3 Months:

1. Gutters and Downspouts: Clean out any debris to prevent water damage and ensure proper drainage.
2. Caulk & Grout: Inspect around windows, bathrooms, and kitchens. Touch up or replace to prevent water damage and mold growth.
3. Fire Extinguishers: Check that they are in working order and not expired.
4. Security Systems: Test alarms, cameras, and other security features to ensure they’re operational.

Every 6 Months:

1. Deep Cleaning: Beyond the regular cleaning, deep clean the property, focusing on areas like the oven, behind appliances, under furniture, and more.
2. Upgrades: Inspect any old appliances or decor for consideration to upgrade. Refreshing these items can enhance the guest experience and keep the property modern.
3. Pest Control Services: Schedule regular pest control services, even if no pests are evident. Nothing will ruin a guest’s stay like a kitchen crawling with ants, or worse. Preventive maintenance services will solve the problem before it is an infestation.

Annually:

1. Heating System & Flue: Just before the winter season, before that first cold night of the year, inspect and clean the heating system, and if your property has a fireplace, make sure the flue is clear.
2. Roof Inspection: Look for potential issues or damages to prevent future costly repairs.
3. Sump Pump: If your property has one, test it to ensure it’s ready for heavy rains or potential flooding.
4. Regular Maintenance Schedule Review: Take a moment each year to review your maintenance checklist, updating and revising it based on the property’s needs and changes in the vacation rental business landscape.

Leveraging a property management company can help efficiently tackle these tasks, especially for remote homeowners. The key is to stay proactive, ensuring all elements of your vacation rental property remain in good condition and ready for guests at all times. This not only maintains the integrity of your property but also ensures positive reviews and repeat bookings. 

To learn more about how we can help you achieve your goals, please contact us for a free consultation.