When it comes to vacation rental property, communication with tenants is key to building a strong relationship and ensuring a positive experience. Whether you own a vacation rental, an apartment or a house, there are best practices for communicating with tenants before, during and after their stay. OUR Airbnb concierge agency in Royan invites you to discover what it puts in place during each stay to ensure effective communication with the tenants of its short-term rental real estate.
Before your stay: inform and plan
1. Respond quickly to inquiries
When potential tenants contact you for information about your property, it is crucial to respond quickly. Tenants are often looking for multiple options and a late response could cause them to lose interest in your property. Be sure to respond to their inquiries within 24 hours and provide detailed information about your property, rates, amenities, venue layouts and availability.
2. Offer detailed information about the property
To help tenants make an informed decision, provide them with detailed information about your property. This may include details about amenities, home layout, proximity to local attractions, house rules and pet policies. The more information you provide, the more tenants will be able to make an informed decision.
3. Send a clear rental contract
Before tenants confirm their reservation, it is important to send them a clear and detailed rental contract. The contract should include rental terms, payment terms, cancellation policies and all other relevant information. This will help avoid misunderstandings and protect both the tenant and the landlord.
4. Request information about specific needs
Some tenants may have specific needs, such as special dietary requirements or accessibility needs. Before their stay, ask them if they have any special needs and make sure you accommodate them. This will show that you care about their comfort and will help ensure an enjoyable stay.
During the stay: ensure high availability
1. Provide emergency contact information
When tenants arrive, be sure to provide them with emergency contact information. This may include your telephone number, that of a rental manager like YourHostHelper in our case or a local emergency service: particularly useful for tenants traveling from abroad who may not be familiar with our emergency numbers . If there is a problem or emergency, tenants will know who to contact for help.
2. Be available to answer questions
During the stay, it is essential to be available to answer questions and resolve tenant issues. Respond promptly to their calls or messages and offer solutions as soon as possible. Proactive and reactive communication will help improve their experience and resolve issues quickly.
3. Offer local recommendations
As a property owner, you are often very familiar with the area where your property is located. Take advantage of this knowledge to offer local recommendations to tenants. This may include suggestions for restaurants, sights, or activities not to be missed. Renters will appreciate these tips and it will add value to their stay.
4. Perform routine checks
During the stay it is important to do routine checks to ensure that everything is working properly in the property. Check equipment, plumbing systems, appliances, etc. This will help detect potential problems before they become major and resolve them quickly.
After the stay: monitor satisfaction and build loyalty
1. Send a thank you message
Once the tenants have left your property, send them a message (email, text message, etc.) thanking them for their stay. Express your gratitude for choosing your property and ask if they have any comments or suggestions to improve the experience for future renters. This will show that you appreciate their stay and are open to feedback.
2. Ask for feedback and ratings
Tenant reviews and ratings can be valuable in attracting new tenants. Ask renters to leave a review or review of their stay on online review sites or on your own website. This will help strengthen the credibility of your property and reassure future tenants.
3. Manage security deposit refund requests
If you have requested a security deposit, be sure to promptly handle refund requests after tenants move out. Carry out an inspection of the property to ensure there is no significant damage and refund the security deposit within the agreed time frame. Effective management of security deposits will help maintain good relations with tenants.
4. Keep in touch with regular tenants
If you have regular tenants who frequently return to your property, it is important to maintain contact with them. Send them updates on new offerings or improvements to the property. This will show that you appreciate their loyalty and will encourage them to return in the future.
By following these best practices for communicating with tenants before, during and after their stay, you can improve the tenant experience and build strong relationships. Clear, responsive and attentive communication will help retain tenants and attract new customers. Remember to tailor your communications based on the specific needs of each tenant and remain open to feedback and suggestions to continue improving your rental offering.
