10 Booking Tips for Vacation Rentals

Booking the perfect vacation rental can make or break your entire travel experience. From location and amenities to pricing and policies, there are so many factors to consider when reserving a rental property for your upcoming trip.

Successful vacation rental bookings require thorough research, clear communication, and managing expectations on both sided of the reservation. Renters want an amazing place to stay, while owners want respectful guests treating their property like their own home.

To help ensure a smooth, stress-free vacation rental experience, here are 10 essential booking tips to follow when reserving your accommodations. These insights will maximize your chances of finding outstanding rentals that best fit your needs.

1 Start Searching Very Early


The earlier you start your search for vacation rentals, the better inventory and pricing options you’ll have available. Desirable rental properties in popular travel destinations can book up months or even a year in advance for peak seasons.

By procrastinating and only beginning your rental search a few weeks out, you’re severely limiting your options to whatever subpar leftovers still happen to be available during your travel dates. Those last-minute choices may be dated properties, undesirable locations, or crazy overpriced compared to booking earlier.

Ideally, start your rental search process while in the very earliest planning stages for your vacation, at least 6 months to a year in advance if possible. This allows you to have the first pick of the best, most up-to-date rental options before they get booked up.

Searching far ahead gives you opportunity to:

  • Compare an expansive inventory of listings
  • Find new, high-quality rental properties
  • Locate coveted amenities like pools or beach access
  • Secure rentals in prime areas and convenient locations
  • Take advantage of lower, discounted pricing

The earlier you book, the more choices you have to find the perfect rental checking every box for your group’s interests and needs. Last minute rental bookers typically have to settle for whatever is still left over at likely substandard quality or pricing.

For instance, if your dream is to reserve a luxury beachfront rental home for your summer beach vacation, those prime properties in popular coastal towns tend to be booked solid a year out. By starting your rental search soon after last year’s trip, you’ll have top pick over all those coveted beachfront homes. But if you wait until a month out, you’re pretty much guaranteed to be left with whatever inland rental ended up still available.

The same goes for any major holiday travel. Families looking to rent homes for Christmas often need to reserve a year in advance before all the prime rental inventory is fully booked up through the next year. Do your rental search immediately after your current trip while availability is wide open for the following year’s dates.

Of course, unforeseen circumstances and plans change. So this tip isn’t saying you have to be ready to reserve and pay for a rental a year out. But by kicking off your search and planning as early as possible, even just casually looking at options, you give yourself the greatest window of time to methodically find exactly what you want before the best rentals are inevitably all gone.

#2 Know the Listing Sources

When beginning your search, it’s important to be familiar with all of the major vacation rental listing sources available so you can thoroughly scour inventory across each one.

While major rental listing sites like Vrbo and Airbnb seem to be everywhere now, there are plenty of other niche rental listing sources to also check:

  • Local/regional rental company sites
  • Rental by owner (RBOR) sites
  • Vacation rental social media groups
  • Real estate blogs/forums
  • Rental investment club listings
  • Property management company rosters

With vacation rental listings fragmented across so many different booking sites and sources, you want to ensure you’re not missing out on incredible properties only listed in places you didn’t look. Don’t just settle for whatever handful of rentals you find on big generalist sites, dig deeper!

For example, quality local rental companies in your destination area may have exclusive rentals only listed on their own sites that you’d miss on bigger third-party sites. Same goes for researching rentals on RBOR sites that are all directly from the homeowners themselves.

Even just spending an hour searching Facebook and Reddit for local rental groups or vacation rental real estate forums in your destination can reveal hidden gem property listings you’d never otherwise know about.

Be sure to also perform wider location-based searches beyond just your target town or city, as expanding the radius can uncover excellent rentals that may be a few miles outside the main hub. You can regularly miss incredible options by narrowing your searches too myopically.

The key is scouring as many relevant rental listing sources as possible to ensure you’re capturing the full breadth of rental inventory available. Too many travelers put all their eggs in just one or two big rental sites—which means missing out on a world of outstanding rental options listed elsewhere.

When you take an exhaustive approach to sourcing all available listings, you maximize your odds of discovering the absolute best rental property suited for your specific group’s vacation needs and desires.

3 Read The Description Very Carefully

After compiling your list of potential rental candidates from across all those various listing sources, the next critical step is to thoroughly read through every single word of the rental’s written description.

Don’t just do a quick cursory skim of the highlights and overview blurbs, but carefully study every line detailing all the accommodations, amenities, rules, location info, included extras, etc.

By taking the time to carefully read these descriptions, you’re able to get an accurate, complete picture of exactly what’s included with the rental and what’s expected before reserving.

So many prospective renters miss or simply gloss over key details buried in those descriptions, resulting in incorrect assumptions and mismatched expectations that can put a damper on their vacation experience.

Look for crystal clear details on things like:

  • Actual bed types and room configurations
  • Specifics on amenities like pools or beach access
  • Utilities covered or additional fees
  • Parking details and any costs
  • Check-in/checkout procedures and times
  • Pet policies, smoking rules, noise restrictions
  • Location proximity to attractions
  • Furniture quality and dates

Essentially, you want the rental description to leave no questions in your mind about what this property entails. Any vague generalities that create confusion should be further investigated so you know precisely what to expect.

For example, a property description listing “3 bedrooms” doesn’t tell you if those are all true bedrooms with actual beds or maybe it’s two bedrooms + a small den or office marketed as a third “bedroom.” Or an amenity like “private pool” tells you nothing about if it’s full-sized, heated, or shared with multiple units.

Thoroughly reading the rental description helps you avoid unpleasant surprises like discovering that promised “great sunset views” are really just a small peek at the horizon from a tiny corner window instead of the wide-open ocean vistas you were expecting.

If the description doesn’t clearly explain things to your satisfaction, use that as an opportunity to ask the owner or property manager follow-up questions before booking. Getting everything spelled out upfront prevents having woefully mismatched expectations once you arrive.

The written rental descriptions inform you of all the key factors to decide if the rental is the right fit for your group. Take the time to read and understand every detail outlined instead of just booking based on assumptions that could completely miss the mark.

Here’s more continuing the blog post:

4 Research The Owner/Host

On the other hand, great reviews from previous guests highlighting fast response times, gracious hospitality, and seamless booking processes bode well for attentive owners who prioritize excellent service.

You’ll likely have a much better overall experience renting from established hosts/companies with proven track records of responsiveness, clear policies, and making guests feel welcomed like extended family.

Also keep in mind proximity of the owner/host. While it’s not a dealbreaker, rentals where owners are in the same local area can sometimes lead to faster response times and better grounds keeping if issues arise compared to absentee owners who are never physically present.

In addition to responsiveness, researching the owner/host gives you insights into their level of rental experience and how they operate. You can view other properties in their portfolio, assess their pricing strategies, and simply get a feel for their overall reputation as a host.

Are they very rigid about things like noise, rules, and security deposits? Or do they have more of a laidback, inclusive vibe? Do they provide extra hospitality services like concierge, maintenance, etc.?

Getting a complete picture of who you’ll be renting from allows you to judge if their overall rental philosophy, policies, and management approach aligns with the type of experience you’re expecting for your vacation.

5 Understand All Fees and Costs

One of the biggest potential pitfalls when booking vacation rentals is not fully understanding all the fees, taxes, and various extra costs getting tacked onto your reservation pricing until later checkout stages.

The listed rental pricing on most booking platforms and listing sites only reflects the base nightly rate. But it doesn’t include all the additional mandatory fees that can inflate your total rental cost by a substantial amount.

Common added rental fees may include:

  • Cleaning fees
  • Resort fees
  • Occupancy taxes
  • Pet fees
  • Processing fees
  • Damage protection fees
  • Parking fees
  • Extra guest fees

And depending on the location, those taxes and fees can be exorbitantly high in tourist areas, easily adding 25-50% on top of the base rental rate once accounted for.

So while that beachfront rental may have an appealingly low $250/night price listed, the final total after fees could skyrocket to over $500 per night once all is said and done.

Because of these sometimes obscured fees, it’s absolutely critical to complete the booking process all the way through to checkout pages where all pricing fees get revealed before just assuming the listing price is complete.

This allows you to see the full picture on total costs to judge if the rental still remains a viable option within your budget. Too many travelers get sticker shock once realizing those hidden fees blow up their vacation rental spending.

If simply reviewing the fee breakdowns still leaves you confused on what everything encompasses, don’t be afraid to inquire and get full transparency from the owner or property manager before finalizing. You need to have 100% certainty of all costs so you don’t get blindsided.

In some cases, there may even be opportunities to have certain add-on fees removed depending on your guest situation if you ask. For example, cleaning fees could potentially be waived for longer stays where regular cleanings aren’t required.

Or the host may remove pet fees if you did much research to ensure your well-behaved pets follow all rental protocols without future damages.

Overall, leaving any surprises or lack of clarity regarding extra fees can create tricky situations down the line where you feel blindsided by the true costs. Even worse is being denied a refund if you have second thoughts after learning of ridiculous hidden fee totals too late.

So be diligent upfront by verifying ALL costs—fees, taxes, deposits, everything. It’s the only way to confidently book vacation rentals within your intended budget parameters.

6 Inquire About Service Extras

When booking vacation rentals directly through owners or property managers, rather than third-party sites, be sure to inquire about any extra hospitality or concierge services they may offer along with the rental itself.

Depending on the rental company, they may provide various included add-ons and perks for their rental guests beyond just basic accommodations. From stocking the rental with special amenities to helping arrange outings and transportation, taking advantage of these types of value-added services can greatly enhance your overall rental experience.

Examples of service extras potentially included:

  • Welcome gift baskets or amenity packages
  • Grocery shopping/pantry stocking
  • Local area guide books or recommendations
  • Private chefs or servers for events/parties
  • Airport/transportation shuttle services
  • Laundry/dry cleaning services
  • Extra housekeeping services
  • Concierge assistance booking activities
  • Event/outing planning and arrangements
  • Kids’ entertainment or nanny services

Of course, availability varies across rental owners and companies as to what exact extra services they include or can arrange. But rather than assuming none exist, the savvy guest should inquire by asking very specific questions on potential services upfront during the booking process.

Not only does it let the owner know your interest in utilizing potential additional services like grocery stocking or arranging private chefs, but it also allows them to pitch and properly quote those offerings before checkout. That way you know all costs included so there are no surprise fees added later.

In many cases, those types of housekeeping, transportation, and hospitality services may be included complimentary with the rental at no extra charge. So it’s not like you’re necessarily having to pay expensive add-ons or fees.

Even if you don’t end up utilizing these types of extra services yourself, it’s still wise to ask about them. At minimum, you’ll be better informed what is or isn’t available, just in case your rental plans change and you decide you could use concierge assistance, for instance.

You’d hate to get into your rental and then realize only after checking in that you missed out on free housekeeping services that could have been handy, or weren’t aware you could hire an affordable private chef for special events.

By inquiring upfront about extras, you’re simply ensuring you have the full picture of what’s available so you can plan appropriately and potentially elevate your entire rental experience beyond just the basic accommodation booking.

7 Check Cancellation/Refund Policies

Understanding the cancellation and refund policies for your vacation rental is another crucial part of the booking process that all too many renters simply overlook or skim through without properly digesting.

Since vacation rental bookings often require upfront deposits or even full payments in advance, you’ll want to know exactly what options you have for cancellations or refunds in case your travel plans happen to change unexpectedly.

Common cancellation policies to check:

  • Specific cancellation deadlines
  • Refund windows (how soon to cancel for 100% refund)
  • Potential penalties and fees
  • Rescheduling options
  • Refund process (cash vs credits)
  • Travel protection plans

Simply assuming you can just cancel penalty-free right up until your travel dates is a huge mistake. The reality is most vacation rental bookings only offer full refunds if you cancel far enough in advance, often 60-90 days out, with sharply decreasing percentages the closer you get.

And there are often penalty fees charged for even those within-window cancellations on top of whatever deposit or upfront payment was made. Cancellations within 30 days or less may be completely non-refundable depending on the rental’s specific policies.

The bottom line is booking a vacation rental means you need to be reasonably certain of your travel plans for those dates. Getting stuck paying hefty penalties or losing your full rental costs by cancelling close to your dates could prove disastrous to your overall vacation budget.

Thoroughly review the cancellation and refund policies before any payment. Flag any vague “what if” scenarios you’re unsure about and get clarification from the rental owner/manager directly. Know things like if you’re covered for cancellations due to illness, work changes, or any other unplanned events.

While strict cancellation policies can be frustrating, they exist for good reason as owners/managers rely on that rental income from bookings and can’t afford endless changes. Understand the penalties and be sure you’re completely comfortable with the cancellation terms before booking.

In many cases, you may be able to purchase some sort of travel insurance or vacation protection plan that can help cover cancellations. Those plans aren’t ideal but may be worth the added fee depending on how strict the rental’s policies are.

Just be sure you know what that coverage actually covers. Some travel insurance is very limited in what cancellation reasons qualify for refunds. Others require jumping through major hoops to file claims.

8 Get Everything In Writing

This next vacation rental booking tip is critical – be sure to get every single detail, policy, confirmation, and special stipulation regarding your booking in writing before finalizing anything!

Far too many rental horror stories start with casual verbal agreements or “Don’t worry about it” type hand-wavey assurances from owners or property managers about bending certain rules or rates. Then when things go awry later, you have zero proof to back up your side.

Some common areas to get explicit written confirmations:

  • Agreed upon pricing and fees
  • Approved exceptions to any rules/policies
  • Promises about amenities included
  • Back-and-forth communication threads
  • Booking details and reservation specifics
  • Deposit receipts and payment confirmation

With written documentation, you eliminate any “they said, you said” disagreements and have proof to refer back to in case issues arise related to billings, amenities advertised, or other aspects of the reservation.

For example, the owner may have casually told you over the phone not to worry about their standard pet fees since you’re bringing just a single animal. Get that stated clearly in a follow-up email confirmation so there’s no disputing when you get surprise pet fees added to your bill later.

Or perhaps they promised a certain amenity would be available like a private beach access path despite that not being listed publicly. Those types of special provisions and assurances absolutely need to get spelled out thoroughly in writing.

It’s also smart to get all your dialogue communications with the owner leading up to the booking transcribed in writing via email conversations. That way nothing is left open to interpretation should questions arise later about what exactly was guaranteed or changed from the listing descriptions.

By taking this documentation seriously from the very first rental inquiry through booking confirmation, you protect yourself from those nightmare situations where the owner tries to change policies or fees after the fact because “that’s not what was agreed upon.”

Essentially, anything outside of the standardized published rental info needs to get formally acknowledged in writing by both parties for confirmation. The written record ensures you’re both on the exact same page so there are no miscommunications fouling up expectations later.

From the owner’s perspective, getting all those custom provisions documented shows you as a diligent, responsible renter worthy of making special exceptions for. And of course, it saves a lot of headache avoiding disagreements about policies down the road that put them in compromising “he said, she said” situations as well.

9 Do a Walkthrough Video

Another excellent way to eliminate any disputes or misunderstandings about vacation rental bookings is to take the time for a thorough video condition walkthrough immediately upon your arrival.

While rental owners always try their best to get the units properly cleaned and prepped between guest stays, unfortunately oversights and potential condition issues can occur. Maybe some damages from previous guests were missed. Or certain amenities or supplies aren’t properly stocked as promised.

By taking a quick walkthrough video immediately when you first check-in, you create helpful documentation about the rental’s condition at the start of your stay. That crystal clear video evidence gives you proof to show the owner if any issues get wrongly blamed on you later.

Plus, being proactive about the walkthrough conveys you as a respectful, responsible guest upfront. It shows the owner you’re looking out for their property interests too by verifying conditions, not just looking for things to potentially damage freely on your stay.

For maximum coverage, be sure your check-in walkthrough video captures:

  • All interior rooms and spaces
  • Any exterior/outdoor areas included
  • Thoroughly pans each wall, floor, and surface
  • Zooms in on any existing damages or defects
  • Captures included furnishings and amenities
  • Confirms functionality of key systems (AC, kitchen, etc.)

Creating this video provides you solid documentation about any pre-existing rental conditions you want to make note of. That way, if you happen to notice anything more significant later, the owner has zero grounds to try charging you for damages that were already there when you arrived.

Additionally, it sets clear expectations with the owner about the rental’s present state at the start of your booking so they don’t miss anything either. A good faith measure like this goes a long way toward avoiding messy disputes over either party trying to deflect responsibility later.

One solid bonus tip for the walkthrough video is to also capture footage of the included inventory like dishes, linens, furniture, etc. Essentially document every single item so you don’t risk charges for things potentially being “missing” that you can prove were already not present upon your arrival.

Overall, taking 15-20 minutes for a quick rental walkthrough video creates transparency, eliminates a whole realm of potential issues, and shows the owner you’re a respectful guest being diligent in caring for their property. Well worth the minor effort!

10 Be a Courteous, Respectful Guest

The final tip for a positive vacation rental booking experience is simply to be a courteous, respectful guest before, during, and after your rental stay. Treat the entire process and the rental space as if it’s your own home and property.

So many nightmare rental situations emerge simply due to rude, entitled guest behavior that erodes the trust between renters and rental owners/managers. It’s a two-way street fueled best by mutual respect and responsibility.

Some easy ways to exhibit outstanding guest behavior:

  • Respond promptly to owner communications
  • Follow all rules and policies to a tee
  • Treat the property with ultimate care
  • Avoid disturbing neighbors with excess noise
  • Ensure cleanliness before check-out
  • Provide constructive feedback after

Going that extra step to be dream guests makes life easier on owners while signaling your trustworthiness. You won’t be that nightmare renter that every owner dreads getting. They’ll appreciate your courtesy and be far more likely to reciprocate graciousness in kind.

For example, if you happen to inadvertently cause any minor damages beyond normal wear-and-tear, courteous guests who are upfront about it give owners peace of mind. They’re far more understanding versus having to discover and stressed over intentionally concealed issues.

The owners will respect you being honest about accidents. As long as you didn’t flagrantly violate rules or destroy things through reckless behavior, they’ll likely be molto to work with you on affordable solutions instead of penalties. But only if you extend that same courtesy first.

Similarly, if you have special requests like exceptions to certain pet policies or need late check-outs, respectful guests who follow procedures have much higher leverage to negotiate. Owners see you as trustworthy to make reasonable exceptions for.

But rude, sloppy guests who mistreat and disrespect the rental property from the getgo will get zero favors from owners. In fact, they’ll strictly enforce all rules to the book including maximum penalties for any oversight on the guests’ part.

That mindset of mutual respect and courtesy should begin right from your initial inquiries and booking process. Respond rapidly, mind your communication etiquette, study all policies, make requests politely – put your best guest foot forward from Day 1.

The more professional and respectful you are upfront, the more likely owners will return that treatment. You want them to have confidence you’ll be trustworthy guests, not renters they have to worry about.

Once you arrive, keep that exemplary guest behavior going by adhering to all policies, being mindful of noise, treating the rental with ultimate care, and leaving it in great condition before check-out. Provide positive feedback too, as owners always appreciate hearing how smooth and satisfied their guests’ stays were.

Ultimately, all it takes is common courtesy and respect on both sides to ensure the vacation rental experience lives up to expectations. When owners and guests establish that mutual accountability, the stage is set for outstanding stays every time. Follow these 10 booking tips and yours is sure to be a raving rental success!


Leave a Reply

Your email address will not be published. Required fields are marked *