Evaluate the property and determine an accurate rental rate

• Perform detailed documentation of the interior and exterior including professional photos
• Offer recommendations to the Owner on repairs and cosmetic improvements that maximize rental opportunities
• Gather data on rental rates in the area for proper positioning
• Discuss with the Owners the pros and cons of different policies such as accepting pets
• Owner & ACVR reviews, signs and has notarized the ACVR Vacation Rental Management Services Agreement
• Ensure home is registered with the City of Santa Fe for short term rentals

Market the property for rent

• Prepare home for rent (staging – with Owner prior agreement)
• Install a lock box or door combination lock
• Clean home and optimize interior appeal
• Manicure landscaping to increase curb appeal
• Create ads tailored to the property and advertising medium (web-based)
• List property on vacation rental websites (e.g. VRBO, HomeAway) and ACVR website
• Respond to all calls and all email submitted inquiries within 1 hour
• Prepare rental contract for on-line acceptance by guest
• Prepare Cancellation Policy
• Secure rental from guests along with 50% deposit – Update master rental data base
• Send information sheet to guest detailing house information and confirming reservation
• Receive and record final balance payments – Update master rental data base
• Follow-up on late payments

Guest Check-In

• Ensure the house is clean and fully prepared for guest occupancy
• Re-stock home with appropriate supplies for guest use (e.g. shampoo, soap, paper towels, toilet paper, etc.)
• Confirm guest is safely checked into home
• Provide a 24-hour hot-line for any guest issues or questions

Guest Check-Out

• Inspect home
• Seek input from guests on problems experienced or items requiring attention
• Clean unit and perform needed repairs or maintenance (if any) before next guest arrival
• Request review from past guest

Financial Records & Reporting

• Provide accounting for all property management services
(all rental income – categorized by guest and home)
• Detailed documentation of expenses via invoices and receipts (categorized by home where appropriate)
• Maintain all historical records for a period of 6 years
• Provide easy to read monthly Owner statements which offer a detailed breakdown of income and itemized expenses for each home

Maintenance & Repairs

• Perform periodic inspections (inside and outside) on a predefined schedule looking for repair needs and safety hazards, etc.
• Manage repairs based on input from guests on problems experienced or items requiring attention
• Purchase supplies periodically and replenish storage facility
• Send owners periodic reports on the condition of the property if required
• Establish a preventative maintenance policy to identify and deal with repair needs
• Provide an network of licensed, bonded and fully insured contractors who have been vetted for good pricing and good work
• Manage leaf and snow removal
• Manage Landscaping if owner requests it
• Remove trash and debris weekly
• Maintain and monitor a 24 hour emergency repair hot-line