ACVR Property Management Process

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