Vacation Rental Best Practices
Proven strategies and best practices for running a successful vacation rental in Branson. Learn from experienced property managers and top-rated hosts.
Guest Communication Excellence
Communication is the #1 factor in guest satisfaction. Responsive, clear, and friendly communication prevents problems and earns 5-star reviews.
Response Time Standards
- Booking inquiries: Respond within 1 hour (or lose booking to faster hosts)
- Guest questions: Within 2 hours during waking hours
- Issues during stay: Immediate response, action within 30 minutes
- Review responses: Within 24 hours of posting
Communication Timeline
- Immediately after booking: Thank you message with next steps
- 1 week before: Check-in details, directions, house rules reminder
- Day of arrival: Welcome message, Wi-Fi password, door code
- Mid-stay: "Everything okay?" check-in
- Day before checkout: Checkout procedures, review request
- After checkout: Thank you, encourage return visit
Essential House Rules & Policies
Clear house rules set expectations, protect your property, and prevent conflicts. Be specific, reasonable, and enforce consistently.
Must-Have Rules
- No smoking/vaping: Specify indoor and outdoor policies
- Occupancy limits: State maximum guests clearly
- Pet policy: Allowed/not allowed, fees, restrictions
- Quiet hours: Typically 10 PM - 7 AM for residential areas
- Party policy: Explicitly state "no parties or events"
- Check-in/out times: Be specific (3PM check-in, 11AM checkout)
Recommended Additional Rules
- Parking: Number of vehicles allowed, where to park
- Hot tub use: Hours, capacity, children supervision
- Dock/boat policies: For lakefront properties
- Trash disposal: Where bins are, collection day
- Security cameras: Disclose all exterior cameras
- Damage policy: How you handle broken items
Pro Tip: Frame Rules Positively
Instead of "Don't leave trash out" try "Please place trash in the bins located in the garage." Positive framing reduces friction and makes guests more likely to comply.
Amenities That Actually Increase Bookings
Essential (Non-Negotiable)
- Fast Wi-Fi (100+ Mbps)
- Air conditioning
- Heating
- Fresh linens & towels
- Full kitchen
- Free parking
- Clean, comfortable beds
High ROI Additions
- Hot tub (+$30-50/night)
- Game room/pool table (+$20/night)
- Smart TV/streaming (+$10/night)
- Coffee maker + coffee (+5-star reviews)
- Grill (+bookings, no price premium)
- Fire pit (+bookings)
Nice-to-Have
- Washer/dryer (important for families)
- Pack 'n Play for babies
- Beach/pool towels (lakefront)
- Board games & books
- Bluetooth speaker
- Hair dryers in each bathroom
5-Star Cleaning & Maintenance Standards
Cleanliness is the #1 complaint in vacation rental reviews. Meeting—or exceeding—hotel-level cleanliness is essential for success.
Between-Guest Cleaning Checklist
- Strip and remake all beds with fresh linens
- Launder all towels, replace with fresh
- Vacuum all floors, carpets, and rugs
- Mop all hard floors
- Scrub bathrooms (toilets, showers, sinks)
- Clean kitchen (appliances, counters, sink)
- Dust all surfaces
- Empty all trash, replace liners
- Wipe down light switches, door handles
- Check for damages, missing items
Monthly Deep Cleaning Tasks
- Clean inside oven and refrigerator
- Wash windows inside and out
- Clean baseboards and molding
- Wash curtains and window treatments
- Deep clean carpets (or hire professional)
- Clean light fixtures and ceiling fans
- Wipe down all cabinets inside/out
- Check and clean air vents
Preventive Maintenance Schedule
- Replace HVAC filters monthly
- Test smoke & CO detectors monthly
- Inspect plumbing for leaks quarterly
- Service HVAC system twice yearly
- Clean gutters spring & fall
- Inspect roof annually
- Service hot tub monthly
- Pest control quarterly
Quality Control System
Never assume cleaners did their job perfectly:
- Random inspections after cleaning
- Photo documentation of each clean
- Guest feedback surveys mentioning cleanliness
- Immediate re-clean if issues found
Pricing & Revenue Optimization Best Practices
Pricing is both art and science. The goal isn't just high rates—it's maximum revenue through optimal occupancy at the right price.
Dynamic Pricing Principles
- Increase rates as booking date approaches: 60+ days out = lower; 7-14 days = higher
- Weekend vs weekday: Weekends typically command 20-30% premium
- Seasonal adjustments: Peak summer rates may be 2x off-peak winter
- Last-minute discounts: Better to fill at lower rate than sit empty
- Length-of-stay discounts: Weekly/monthly stays = discount for guaranteed occupancy
Common Pricing Mistakes
- Set-it-and-forget-it pricing: Markets change daily; adjust accordingly
- Racing to the bottom: Competing only on price attracts difficult guests
- Ignoring fees: Factor in cleaning fee, platform commission, taxes
- No minimum nights: One-night stays are rarely profitable
- Underpricing peak dates: Money left on table during high demand
Creating Memorable Guest Experiences
Great reviews come from exceeding expectations. Small touches create big impressions.
Welcome Touches
Small welcome amenities: bottled water in fridge, local snacks, welcome note, fresh flowers. Cost: $10-20. Impact: Priceless.
Local Guidebook
Curated recommendations for restaurants, shows, attractions. Digital or printed. Guests love insider tips from locals.
Quick Response
Answer questions fast, solve problems immediately. Guests remember responsiveness more than almost anything else.
Thoughtful Stocking
Paper towels, toilet paper, dish soap, coffee filters, trash bags. Stock like a hotel—guests shouldn't run out mid-stay.
Easy Check-In
Smart locks with custom codes, clear directions, well-lit entrance. First impression sets the tone for entire stay.
Personal Touch
Birthday/anniversary? Leave a card or small gift. Celebrating special occasions earns glowing reviews and repeat bookings.
Let Professionals Handle the Details
These best practices work—but they take time, expertise, and constant attention. We handle all of this for you, every day.
Get Professional ManagementCall (417) 278-6866