Tips for Renting

Thank you for contacting Reliable Property Managers to assist you in managing the independent rental of your home or villa. We have developed a program for you and we are currently providing all on island ancillary services to help make your independent marketing and rental program a success. We have compiled a list of many of the frequently asked questions for your convenience.

What is the most effective way to market my rental?

With the rise in vacation rentals that were booked through the Internet up 15 % in 2005 and with that trend most likely continuing in 2006 and beyond, we feel that the Internet is the cornerstone of a successful rental program. To help you better understand the web rental process, we have included “10 Tips for Profitably Renting Your Vacation Property Online” from rentors.org This has great information on why the web is a great marketing tool and gives some fundamentals as to how to achieve success with a web-based program.

The most important key to success that is strongly recommended by the experts is to advertise on at least four different web sites. You may also choose to market your rental in regional newspaper vacation rental classified advertising sections.

What will it cost me to advertise my property on the Internet for the year?

For about $600 a year you can advertise on the top four vacation rental Internet sites. We have researched the Internet marketing companies and would recommend you looking at a few sites to decide which one would best suit your needs. www.greatrentals.com, www.vrbo.com, www.A1vacations.com and www.cyberrentals.com are the top four vacation rental web sites and are all very good with years of consumer loyalty and their experience has also made these sites very easy for prospective renters to use.

What do I need to do to get started with a web based marketing program?

All you will need to do to get going is create copy to describe your unit and its unique attributes, provide pictures, fill out information forms on your property and then send payment to the web hosting company. From there you will need to simply set up and manage your free on line bookings calendar (available at www.rentors.org), set up and manage your rental agreements and receive payment from your renters.

I don't have the time and/or computer Internet skills to manage the set up of my web-marketing program. Can RPM help?

Reliable Property Managers can set up your web pages, create copy, fill out the forms and take the pictures for you. Our set up fee is $300.00 plus the cost of the listing for the first listing. Each additional listing is the cost of the listing plus $125. This includes handling all initial set up requirements - copywriting, taking pictures, and coordinating with you and the web hosting company to ensure your satisfaction. Once you are satisfied with and sign off on the listings, additions (adding a second page for more pictures) or copy changes are $25 per change per site.

How will my renters get gate access to the island?

If your property is on Seabrook Island, you can manage this process through the Internet or RPM can do this for you. www.sipoa.com is the Seabrook Island Property Owner's Association web page. On the panel on the left of the page is “visitor pass”. Clicking on that will take you to the page to enter your user name, password and owner ID. From there you can let the security gate know the names and arrival/departure dates for your guests. Your user name, password and owner ID can be set up by contacting the POA office at — 843-768-0061.

Our fee for setting up gate passes for you through the Internet is $5 per pass. We will need to get your written permission to sign onto sipoa.org using your user name, password and owner ID. Our fee for setting up gate passes manually is $10 per pass. This will require that you fill out our form with guest names and arrival/departure information and fax it to us two days prior to the first arrival.

If your property is on Kiawah, you simply call the Main Gate at 843-768-5566 and call in a guest pass for your guests. Use of the Kiawah Island Resort amenities is somewhat restricted and your guests should be advised accordingly. If you are members of the Governor's Club or The Kiawah Island Club, the use, availability and cost of those facilities for your guests is detailed in the respective handbooks of both clubs.

I'm a member of The Club on Seabrook Island and want to continue to be able to offer my guests amenity cards. Will this be a problem?

No problem. You can do this by calling the Business Center at 843-768-2500 (8-5, M-F) or if after hours or on the weekend the Recreation Pavilion at 843-768-7525 and providing your name and member number as well as the name(s) and arrival/departure dates the guest(s) will require amenity cards. To simplify the process we recommend you have the card charges posted to your account and collect those fees ($20/day) from the guests as part of rent. Renters may also purchase cards on a day to day basis and pay cash. Amenity cards can be purchased and picked up at the above specified locations and times.

With your written permission, RPM can do this for you. Simply write a letter (sample attached) or send us an e-mail authorizing RPM to pull amenity cards for you. Our fee for setting up amenity cards is $5 per card.

Tip # 1: Do Your Homework - Study the competition.

Before you begin to prepare a listing for your vacation property, take the time to analyze what's being offered by your competition. There are many Web sites devoted to vacation rental advertising. (The Yahoo directory's “Lodging>Vacation Rentals” category includes literally hundreds of them). But for the broadest, most comprehensive sample, go to the leaders in the field. These include, in alphabetical order, the Rentors.org sponsor sites:

As you review listings posted by your competitors, put yourself in the shoes of a prospective renter. Pretend that you're searching for a place to spend your next family vacation. Which listings do you find most appealing and why? What are the rates? How do the owners handle deposits, cleaning fees, and other charges? Print out the property listings you really like and use them as a model for creating your own listing.

Tip # 2: List your property on the leading vacation rental Web sites.

You'll need to list your property with several vacation rental sites in order to generate all the bookings you want. To get the most bang for your advertising buck, we recommend starting with the sites in Tip #1. They cover vacation destinations throughout the world—not just for a single region or for a particular “vacation hotspot.” And they've all been around long enough to have developed a loyal following of vacation travelers, who check these sites first whenever they want to search for rental properties.

Depending on the location of your property, you may eventually need to list with one or more region-specific and special interest sites. But avoid the temptation to accept all the “free listing” offers that come your way. Five or six listings are quite manageable. Venture much beyond that and you've got a major project on your hands each and every time you want to change rates, add an amenity, or make other modifications to the information you present about your property.

Tip #3: Take the time to shoot lots of really great photos.

In the vacation rental business, photographs are crucial. If your property is in a highly competitive location, the quality (and quantity) of the pictures in your online listing can make all the difference in the world. Remember, most of your guests will be renting your property sight unseen. So the more you can do to show them its charms and eliminate their doubts, the better.

Make an effort to “dress the set” for each shot. You might even want to consider hiring a professional photographer. A pro will have the knowledge and equipment to advise you on “composition” and to properly light each scene. We also recommend that you take lots of pictures. (Film is cheap, and digital photography is even cheaper.) In the future, you may want to pay to add extra pictures to your online listings. Or you may want to create your own personal Web site. Either way, you'll be glad to have those additional photos.

Tip #4: Write a wonderful description of your property.

Sure, easier said than done. Many people freeze up when they have to write something. That's why so many of your competitors' property descriptions are so bad, so short, and so thin on details. Here's a trick you can use to overcome writer's block and get your creative juices flowing:

Imagine that you are describing your vacation property to a very special aunt and uncle. They've never seen the place before, and you're thrilled that they're coming to stay for a week. What would you tell them? Why do you love the property? The location? What joys will they (and your renters) find there? Put some personality into your property description to set your place apart from every other “2BR/2BA Condo w/Ocean View.”

And remember: You can always go in and edit or add to the text descriptions in your online listings.

Tip # 5: Offer an online availability calendar and guest book for your property.

Prospective renters like to see immediately whether the dates they want are available. You'll increase bookings and minimize the time you spend sending out “Sorry we're already booked that week” messages by using the free www.rentors.org/calendar.cfm?PID=9 Universal Availability Calendar offered through Rentors.org.

Providing enthusiastic customer testimonials is also a surefire way to boost prospective renters' confidence that your property will live up to their expectations. The Rentors.org Universal Guest Book feature (also free) makes it easy for renters to record their comments and help spread the word about the great experience they had renting from you.

Tip # 6: Get approved to accept credit cards.

Your renters will appreciate the convenience associated with paying by credit card. But you'll also find that accepting credit cards makes your life much easier. Instead of waiting for rental deposit checks to arrive by mail (and then waiting even longer for them to clear the bank), you can process credit card transactions immediately and see the funds in your checking account within just a few days.

Rentors.org offers a Credit Card Acceptance Program that's specifically designed for vacation rental owners. All you need is a computer with Internet access—you do not need to rent a special terminal or buy special software—and the application and approval process can be completed in a matter of days.

Tip # 7: Find reliable cleaning and service people—and treat them well!

The key word here is reliable. In a resort/vacation area, “cleaning and service people” are almost as numerous as restaurant waiters and waitresses. But what you need are permanent residents, not a group of kids whose main interest is skiing or pointing up their tans.

You have at least as many options for finding and hiring “help” at your vacation site as you do at your home location. Start by asking other property owners for recommendations.

Look into buying services la carte from local rental agents or property managers. Or consult the Yellow Pages on the theory that any company that can afford a Yellow Pages ad must have something going for it. It goes without saying that when you find good people, you should treat them well so that your property will be among their top priorities whenever it needs attention.

Tip # 8: Pick Up the Phone!: Respond promptly to any rental inquiry.

People making vacation plans often call or send e-mail inquiries to multiple property owners. So it's critical that you check for new phone and e-mail messages several times a day and respond to rental inquiries promptly—by phone, whenever possible.

The most successful vacation rental owners are the ones who aren't shy about picking up the phone and calling prospective renters—instead of relying exclusively on e-mail.

When you call, take the opportunity to project your personality and to convey the “specialness” of your place. The vacation rental business is not about selling identical hotel rooms. It's about persuading someone to rent your property instead of another one that may be right down the hall in the same condo complex.

Tip # 9: Join your local Visitors Bureau or Chamber of Commerce.

The quality and vigor of local visitors bureaus, chambers of commerce, and similar organizations vary widely, of course. But member benefits often include supplies of attractive maps and area guidebooks that you can provide to your renters, as well as listings in printed and online directories that will help you spread the word about your property.

Once you're plugged into your local hospitality industry, you may get all kinds of referrals from people who are holding weddings, family reunions, and other gatherings.

Tip #10: Remember: You're a host, not a landlord.

It's absolutely essential that you document reservation details, payment requirements, check-in and check-out procedures, pet and smoking policies, and so forth. Establish relationships with a good CPA and real estate lawyer who can help to ensure that you're in compliance with all the various rules and regulations governing vacation rentals. Consider HotSpot Management if you need help making sense of the requirements for collecting and paying sales tax.

By all means, ask the experts to review your rental forms and procedures. But try to avoid overly complex legal jargon of the sort typically found in long-term lease agreements. Make all of your written communications and phone conversations with prospective renters friendly and upbeat. Think of yourself as a host, not a landlord. By the time your renters check in, they'll view themselves as “guests” in your wonderful vacation home, and they'll treat the place accordingly.

About the Authors. Alfred and Emily Glossbrenner are the authors of over 60 books on home buying, personal finance, the Internet, and other topics. Their most recent book is How to Make Your Vacation Property Work for You!: The Quick & Easy Guide to Advertising, Renting, Managing, and Making Money from your Second Home.