7 simple tips to improve your vacation rental experience for guests

I've stayed in numerous vacation homes across various platforms and with different hosts.

The homes I've visited have varied greatly, from affordable tiny cabins to luxurious ski lodges for 22 guests, as well as high-end beach properties costing $1,000 per night. Despite the range, certain recurring elements have made a rental either highly enjoyable or disappointing.

While many factors contribute to a great vacation rental, there are a few straightforward steps homeowners can take to ensure a more comfortable and, especially during the pandemic, a safer stay.

Here are seven practical and cost-effective ways that owners or property managers can enhance the vacation rental experience for their guests, leading to better reviews in return.

Establish clear expectations

Make sure your guests are fully informed, ahead of time, about what they can expect.

This includes details like check-in and check-out times, what amenities will be available, the check-in process, and what guests will need to bring that won't be provided. For example, if essentials like linens, cookware, dishes, or utensils are not included (which ideally they should be), make that clear well in advance of the check-in date.

If parking is limited or tricky, make sure to mention that too. Additionally, if any areas of the home are under repair or unavailable during their stay, inform them beforehand rather than surprising them on the day of arrival.

Make sure your guests are fully aware of the rental rules. For example, if you specify 'no parties,' ensure you don't return to find beer cans scattered around the property.

Send a message on the day of check-in and ... at any time.

While some travelers may enjoy phone conversations or in-person check-ins for an Airbnb-type rental, the majority of us prefer a more hands-off approach.

To put your guests at ease and confirm that everything is proceeding as planned, sending a message on the day of check-in is a thoughtful gesture. A simple text like, 'Everything is set for your 3 p.m. check-in, but feel free to reach out if you need anything during your stay,' can go a long way.

If a question or issue arises during their stay, the guest will have your contact info readily available and know they can reach out with just a text. While having a phone number for emergencies is always helpful, most routine inquiries and requests can be easily handled via text.

Provide a code for check-in

In a socially distanced world, it’s helpful to offer a key code for access to the property, or a key box for the rental. Typically, this code is changed between guests and provided a day or so before check-in.

Keyless entry is becoming the norm for rental properties, but occasionally, you might come across a rental that still requires a face-to-face key handoff. If your property isn’t yet equipped with a key code system, upgrading to one can save both you and your guests from unnecessary hassles.

Ensure you provide at least 36 hours of essential supplies

Allow me a moment to step up onto my soapbox... where I proudly stand with the basics I packed into this $500+ per night rental.

While you may have experienced guests walking off with laundry detergent, paper towels, dish soap, and other loose items, this doesn’t justify not supplying at least 36 hours of basic necessities for every renter. This is especially important for higher-end rentals where guests are paying a premium to enjoy their stay.

You don’t have to provide full-sized versions of everything, but it’s in everyone’s best interest if guests can check in and immediately find some basic essentials like soap, toilet paper, paper towels, laundry detergent, a sponge, trash bags, etc.

One rental I really appreciated had a double washer/dryer and an unlimited supply of Tide laundry pods. While I didn’t plan on doing all my laundry before heading home, leaving with a bag of fresh, clean clothes was a wonderful surprise. Those few laundry pods cost the owner very little but left a lasting positive impression.

At the very least, provide your guests with the basic home necessities they’ll need to get through the night and into the next afternoon without having to make a trip to the store.

This should include at least one roll of paper towels, a full roll of toilet paper per bathroom, dish soap, dishwasher pods, body wash, shampoo, enough laundry detergent for two loads, a couple of trash bags, and other essentials. (Personally, I’d argue that having enough coffee for the first morning is also a must.)

During the pandemic, consider going the extra mile for your guests. This might mean providing spare masks and assembling a kit with hand sanitizer, disinfecting wipes, and other helpful items like gloves.

Avoid purchasing cheap toilet paper

Unless we're experiencing another nationwide toilet paper shortage, if your budget allows, avoid buying the cheapest toilet paper for your upscale home rental. I find it especially frustrating when the rental rate is high, yet the toilet paper is subpar. It’s just not a pleasant experience, so please don’t skimp on this.

Invest in quality (preferably white) bedding

While nice bedding costs more than cheap toilet paper, it significantly enhances the guest experience, encouraging them to return or recommend your property. The beach house we stayed at in July had such luxurious bedding that I took a photo of the mattress brand because I loved it so much. In contrast, the August beach house had scratchier, flimsier bedding, and some of the beds creaked so loudly it was almost comical.

Bedding can be luxurious without being all white, but if you're unsure, go for high-quality white bedding and keep it simple.

Top hotels use white bedding for a reason. It’s soothing, and it helps you easily spot any dirt or bugs, creating the ideal environment for a peaceful night’s sleep. No matter the bedding style, make sure to regularly replace pillows and keep a stash of extra ones in the closets.

Two thin, worn-out pillows per bed won’t cut it if you want your rental to feel as high-end as possible.

Provide a guidebook with instructions and local recommendations

Place a binder with essential details in an easy-to-find spot. This will serve as a handy resource for your guests and likely prevent you from having to answer a bunch of questions.

Include helpful information like trash pickup schedules, the Wi-Fi password (bonus if it's a simple one!), check-out guidelines, emergency contacts, details about lawn care or housekeeping services (if applicable), and suggestions for local attractions.

Offering suggestions for local dining spots, pizza delivery numbers, recommended places to rent equipment (like skis or golf carts), and insider tips (such as the best happy hour deals) will make your guests feel more at home.

A little extra effort goes a long way

This next section is optional and not always needed, but it certainly adds a nice touch.

If you're able to, a welcome basket is a surefire way to make your guests feel appreciated. It doesn’t need to be extravagant, but something like a bottle of wine, local snacks (think cookies!), drink vouchers for a nearby pub, a gift card for the ice cream shop, or even a s'mores kit for the fire pit would be a thoughtful gesture.

It’s also nice to provide location-specific items that guests may not want to haul with them. For instance, beach houses benefit from having a few beach toys and chairs available. Extra points if you also provide a stack of beach towels. (And if you don't, expect your bath towels to get some beach time.)

In areas with snow, a plastic sled or even snowshoes can make for a delightful surprise.

The bottom line

I can imagine it's not always easy and sometimes even frustrating to manage a vacation rental property.

It can be incredibly frustrating for vacation renters who’ve spent a significant amount of money, only to arrive at a property that feels unwelcoming or lacking the comforts of home. While you can't change the location or make major changes to the property, small touches like extra pillows, soft towels, basic essentials, clear communication, smooth check-in, and maybe a thoughtful extra or two can make all the difference in creating a memorable stay.

In the end, this approach will hopefully lead to fewer complaints, better reviews, and possibly some repeat visits or referrals from satisfied guests.