Checklist: How to Choose the Right Property Management Company for Your Short-Term Rental

Managing a short-term rental can be a rewarding but time-consuming experience. Whether you’re a new owner or a seasoned host, partnering with a reliable property management company can make a significant difference in the success of your rental. This checklist will help guide you through the process of choosing the right property management company to ensure that your property runs smoothly and maximizes its earning potential.

Research and Identify Property Management Company Prospects

• Start with online searches. Use terms like “short-term rental property management” or “vacation rental management” along with your location to find companies with relevant expertise.

• Check online listings. Look on rental listing platforms like Airbnb, Vrbo, and Booking.com to find properties managed by different companies. Check the quality of these listings, the properties themselves, and any guest reviews that may provide insight into the management company’s services.

• Ask for referrals online and IRL. Join local short-term rental owner groups on social media platforms like Facebook or Reddit. Network with other property owners and ask for their recommendations or experiences with property management companies.
  

Get Really Clear on Their Services and Fees

• Understand what’s included. Make sure to ask exactly what services are provided: listing creation, guest communication, cleaning, maintenance, dynamic pricing, etc. Be cautious of the term “full-service”—what one company considers “end-to-end” may only be partial coverage compared to another.

• Understand the legal capacity of your manager. Some property managers act as “co-hosts” under Airbnb’s platform, which is a different legal classification than being a licensed real estate broker. This distinction matters. If a guest overstays or squats, having a broker on your side gives you more legal recourse. At Host My Home, we DO have licensed brokers, which means we can legally facilitate leases for 30+ days stays —which can be more lucrative and stable year-round.

• Ask about their fee structure. Many property management companies advertise a low management percentage, but tack on onboarding fees, technology fees, cleaning coordination surcharges, and more. Always ask for a full breakdown of every fee—monthly and one-time—so that you can clearly and accurately compare the costs associated with different property management companies .

• Compare the value. While cost is an important factor, it’s crucial to look at the value of the services provided. A slightly higher fee might be worth it if the company offers excellent marketing, cleaning, and hospitality that results in higher occupancy and revenue.

• Ask about technology and tools. Find out what technology the company uses to handle bookings, listings, and guest communication. Experienced, quality property management companies use industry-standard platforms to avoid double bookings and streamline communication.
  

Evaluate Their Experience and Reputation

• Check online reviews with a fine tooth comb. Browse Google Business Profiles, Yelp, and industry-specific review sites for real, detailed feedback. See how the company responds to both positive and negative reviews.

• Ask about their experience. Find out how long the company has been in business and how many properties they manage. A company with experience managing short-term rentals will be better equipped to handle the intricacies of guest management and property maintenance.

• Discuss property maintenance and communication. How does the company handle regular maintenance, repairs, and guest communication? Ask about their process for addressing routine, emergency, and preventive maintenance, and how they communicate with both guests and property owners.

Learn About Their Market Listing Strategy

• Ask the company where they list properties. Is it just Airbnb and Vrbo? Do they have a direct booking site? What about other platforms like Booking.com, Houfy, or niche travel sites?

• What’s their marketing strategy? Do they run ads, send out emails, or have a direct booking website? Companies that rely solely on Airbnb likely aren’t maximizing opportunities for visibility and bookings. That means missing out on direct bookings, repeat guests, and higher-margin reservations.

Determine Your Needs and Goals

• Decide how involved you want to be. Are you looking for a completely hands-off experience, or would you like to remain involved in certain aspects of management, such as setting pricing or responding to guest inquiries? Make sure the company’s approach matches your preferences.

• Clarify income goals. Do you want to focus on maximizing occupancy, or are you more concerned with getting higher rates during peak periods? An experienced property management company can help you get clear about your expectations and establish a strategy.

• Know your budget – but think long-term. It’s tempting to go with the cheapest option, but lower upfront costs often mean more hidden fees or less support. Choose based on value, not just cost.service.

• Consider property-specific needs.  If you offer a luxury experience or have a high-maintenance property, make sure the company is equipped to meet those standards.

Ask Questions and Clarify Expectations

• How Do They Handle Inquiries, Check-ins, and Check-outs?: Do they offer 24/7 guest support? Are there clear procedures in place to ensure smooth guest experiences?

• What security measures do they take?: Think: guest vetting, surveillance, keyless entry, etc.

• How do they report performance?? You should have access to detailed reports on income, occupancy, reviews, and expenses.

Consider Location-Specific Factors

• Know the laws. Every city has different STR regulations. In Virginia Beach, for example, there are specific zoning, tax, and license requirements. Make sure the company knows them inside and out—and will help you stay compliant.

• Adapt to seasonal demand. In many markets, short-term rentals experience fluctuations in demand based on seasonality. A good property manager should understand the local market and help adjust your pricing strategy to maximize occupancy during high-demand periods and optimize rates during slower months.

• Check their  local vendor network. Great local partnerships with cleaning, maintenance, and landscaping vendors often lead to faster response times and better guest experiences.

Additional Considerations for Virginia Beach Property Owners

If your rental is in Virginia Beach, you already know how competitive the market can be. Between seasonal demand and evolving local regulations, working with a company that truly understands this market is essential. Host My Home is a full-service property management company specializing in short-term rentals in Virginia Beach and surrounding areas. We’re also a licensed brokerage—allowing us to legally broker stays over 30 nights, a huge advantage in today’s rental landscape.

Our team handles everything: guest communication, dynamic pricing, marketing, professional cleaning, and more. With our local expertise and a proven strategy for year-round income—including long-term stays—you can rest easy knowing your property is in expert hands.

You can use our printable checklist to compare companies side-by-side and find the right fit for your property.