Managing a luxury vacation rental is equal parts hospitality and operations: systems, standards, and fast execution. These best practices help protect reviews, reduce downtime, and keep revenue predictable.
Key takeaways
- Great management is built on standards (cleanliness, maintenance, response time) and consistent execution.
- Marketing brings guests in; operations determine reviews and repeat demand.
- Preventive maintenance + reliable partners reduce expensive “emergency mode” weeks.
1) Set clear standards (and document them)
Luxury guests notice small inconsistencies. The fix is simple: define standards and make them repeatable.
- Housekeeping checklists (room-by-room)
- Turnover timelines
- Inspection photos and punch lists
- Minimum stock levels for essentials
2) Invest in professional photography and positioning
First impressions matter. Great photos aren’t a “nice to have”—they drive conversion and pricing power.
- Professional photo shoots (update seasonally)
- Video/short-form content
- A clear property story (family villa, wellness retreat, ocean-view escape)
3) Master guest communication and response time
Communication is part of the product.
- Confirm expectations before arrival (roads, check-in, house rules)
- Provide a digital guidebook
- Maintain fast response times for urgent requests
4) Build a preventive maintenance calendar
In tropical environments, small issues become big issues fast.
- Pool systems, filters, pumps
- AC servicing
- Water storage and filtration
- Pest prevention
- Landscaping and drainage
5) Pricing strategy: optimize for revenue and reviews
Strong operators balance occupancy and nightly rate.
- Use seasonal pricing bands
- Track competitor positioning (not just price)
- Avoid over-discounting (it often attracts misaligned guests)
6) Owner reporting and transparency
Owners should be able to answer, at any time:
- What was occupancy and ADR last month?
- What maintenance issues came up?
- What’s the plan for the next 30–90 days?
7) Risk and compliance basics
Protect the investment with the basics:
- Clear rental agreements / house rules
- Insurance and liability coverage
- Guest screening process
- A documented emergency plan (power/water/internet)
Next step
If you want help building a professional operation in Santa Teresa—whether you already own or you’re still buying—start here: Property Management.
FAQ
What does a property manager usually handle?
Typically: guest messaging, housekeeping, maintenance coordination, vendor management, and owner reporting.
Do luxury rentals really need 24/7 support?
For high-end stays, yes. Fast response protects reviews and prevents small problems from escalating.
What’s the biggest mistake owners make?
Under-budgeting for maintenance and standards. Reliability is what guests remember.