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Since starting our location-independent life in October 2016, we have stayed in hundreds of short-term rental accommodations. This, together with our experiences as hosts of a short-term rental in Queenstown, New Zealand, has given us invaluable insights on what to look out for when
- searching, booking and staying in a short-term rental as a guest, AND
- offering and managing accommodation as a short-term rental host.
We started keeping notes on our experiences as guests – essential first-hand research that helped us when we became hosts. However, with many of you being new to short-term rentals (as hosts or guests), we thought, why not share our learnings with a broader audience?
Before I jump to our top five – both from a guest and a host perspective – a word of caution: These are OUR learnings, based on our cultural preferences and minimalist mindset. What we like may not be other people’s cup of tea (and vice versa). So please just keep that in mind as you (hopefully) keep reading :-)
As former short-term rental hosts who've lived location-independently since 2016, we have unique insights from a guest AND host perspective
Top Tips for Guests
1. Check the total price (and what it includes) and the cancellation rules
We have a budget for each country and an accommodation budget, which we try to maintain as we organise our travels. With short-term rental platforms like Agoda, Airbnb, Booking.com, Expedia or Hotels.com offering the option to define a price range, you can easily exclude properties that are outside your budget.
Also make sure to read the fine print: Does the listing include breakfast? Does the total price quoted include cleaning fees and (tourist) taxes, or are these charged separately? Tourist taxes, for example, may even be collected in cash during your visit. So, make sure you know what you’re paying for (and what not) to avoid unexpected surprises during your stay.
And speaking of short-term rental platforms: Do shop around – Airbnb is not always the cheapest option. In Savannah, Georgia for example, we found Airbnb listings more expensive than hotels or motels. We always check all major platforms – some have special sales rates that are worth taking advantage of.
Also check the cancellation policy before you book. We prefer booking accommodation that allows us to make changes or cancel (until a few days before our stay) – just in case something unexpected happens or we decide to change our plans. While your travel insurance may cover certain incidents (like the sudden death of a family member at home), it doesn’t cover changing your plans voluntarily.
Does your accommodation include (a) meal/s?
2. Choose a location that best fits your travel style
At any destination, most sightseeing options are not concentrated in one spot, so closeness to key sights is less relevant (at least for us). Without a (rental) car, however, walkability and/or public transport become hugely important (even ride shares add up after a while).
So, one of the first things we look at (after the key sights we want to check out) is the public transport situation. We try and find a public transportation map for our destination and use that map as a reference when looking at a map of the short-term rentals available. We’d not even look at anything that’s more than a few hundred meters (maximum 1.5 kilometres) away from any form of public transport.
We also try to find information on transport schedules (for example, in many smaller US cities, buses run only a few times a day, and on many Caribbean islands, most route buses don’t operate on Sundays).
Equally important is the vicinity of your accommodation to (super)markets (if you mostly self-cater) and eateries (if you mostly eat out). So, once you’ve found a few options within your budget, make location your next decision criterium.
Do you use public transport when you travel? Consider the distance from the nearest stop/s to your accommodation
3. Thoroughly check the listing
Do the features and amenities fit your travel style?
When looking at short-term accommodation options at your destination, check: Are you going to have the place to yourself, or are you going to share it with someone (for example, the host family, flatmates and/or other guests)? If the latter, how many people would you be sharing with, and what would you be sharing? For example, the apartment may only have one bathroom. Are you okay with that? Do you have access to the kitchen and lounge room, and are you able to use them freely?
If you need to work during your stay, is there a dining table or desk (you are allowed to use)? Likewise, if you plan to mostly self-cater, does the listing have a proper kitchen set-up with a cooktop of some sort and sufficient cooking utensils to prepare simple meals? Eating microwaved food might be okay for some/a few days but not everyone/longer term.
What do you see: Not enough privacy OR an opportunity to meet fellow travellers?
Is there Internet/Wi-Fi (and does it fit your needs)?
If internet access is important to you (for example, you work remotely), check if the short-term accommodation includes Wi-Fi (some do not, and we once only realized that upon arrival). If internet speed is crucial, ask your host before booking. Also check whether their plan has any restrictions, so that you don’t accidentally abuse the service/use up all the included data.
Once there: Treat the short-term accommodation Wi-Fi service in the same way you would treat those provided in a coffee shop, airport terminal and the like:
- always use a VPN service – it is entirely possible that a previous guest could gain access to the router, reboot it and enable the remote access functionality.
- ensure your devices are not discoverable on the network by turning off network discovery and file sharing on your devices.
Pre-Booking Checklist for Guests
Before booking a short-term rental, check:
- the total price, including cleaning and service fees (and local taxes or fees payable on arrival);
- whether the listing is self-contained, and if it’s not, what areas are shared (with the host and/or other guests);
- vicinity to public transport, walkability or parking;
- other elements important to your stay: Wi-Fi speed/reliability, heating/cooling/ventilation, kitchen access/set-up, table or desk, laundry facilities, etc;
- house rules, check-in/out times (and procedures), and cancellation policy; and
- recent reviews (especially comments about noise, sleep, cleanliness and host responsiveness).
Check the fine print, photos and not so obvious
While you’re browsing the listing, make sure the check-in/out times work for you (we once had to cancel a booking at the last minute when we realised we couldn’t make the very narrow check-in window, and there was no flexibility on the host’s side to accommodate a later check-in).
For people with allergies: Does the host have pets or allow guests to bring theirs? Is there carpet throughout or wooden/vinyl/tile flooring? Are shared spaces overly cluttered (with lots of items that can gather dust)?
Also be aware that some hosts allow smoking inside (yep, especially in the Balkans). There is (almost) nothing worse than sleeping in a room that smells of cigarettes (at least for us non-smokers). If you’re with us, check if smoking is allowed indoors (and if need be, ask the host before you book).
In some countries, smoking indoors is still very common - if you're a non-smoker, check the STR listing if smoking is allowed | Photo by Satyam Pathak on Unsplash
And finally: You don’t want to contribute to housing shortages or otherwise detrimentally affect the communities you visit, do you? Thus, make sure you check the host as well:
- Are they a corporate business with hundreds of listings? Or would you be booking a room in (or an annexe to) your host’s home?
- Do the listing description or reviews mention that the host lives next door or nearby?
- Do the reviews talk about in-person interactions with the host/s?
If it’s run like a corporate business, stay away. Large scale STR businesses are the ones that negatively impact local communities (not your local family that rents out a room or annex).
Alternative Accommodation Booking Platforms
If you're looking for more responsible accommodation choices, you may also want to consider alternative accommodation booking platforms, including
- bookdifferent, which rates Booking.com listings using third-party eco certifications and their own carbon footprint calculation;
- ecobnb, which rates properties listed using 10 environmental criteria;
- socialbnb, which lists accommodation and experiences that fund community projects; and
- vegvisits, which lists homestay-style accommodation offered by vegetarian and vegan hosts.
These platforms address specific shortcomings of mainstream platforms, but they also present challenges. For example, the family-run businesses we often stay in can't afford third-party certifications. The same hosts also need the broader reach of bigger platforms to achieve an occupancy that allows them to make a living.
4. Read reviews carefully
While we always take past guest reviews with a grain of salt (as everyone has different preferences and expectations), they are very useful.
At times, not all information about a place is included in the profile description, but a former guest might mention them in their review. Particularly helpful are reviews that talk about
- the pros/cons of a place (for example, how well equipped is the kitchen? is the heating/cooling sufficient?),
- the facilities nearby (for example, supermarkets, laundromats, restaurants, public transport) or
- important other considerations (for example, how safe did they feel in the neighbourhood? how noisy was it?).
Sometimes, even glowing reviews don’t provide a guarantee that the place meets your expectations. We learnt to read between the lines – for example, reviews that just talk about the host but not about the place itself indicate to us that something is amiss. Low cleanliness ratings are a clear giveaway, too.
Golden rule for guests: Treat a host's property as you would want yours to be treated
5. Common courtesy goes a long way
Whether it’s a self-catered place, or you stay in the home of someone, you are using someone else’s property. Do use it with the same respect you wish anyone staying with you / in your home to treat your property.
Short-term rental accommodation gives us all the opportunity to live like locals, often in suburban neighbourhoods. So, be considerate of your neighbours, the families living around you, and the people who go to work the next day and thus need a good night’s sleep.
Finally: If you encounter any problems, inform your host (immediately and politely). It may have just been an oversight (for example, the cleaner forgot to restock enough toilet paper) or something out of the host’s control (for example, a sudden electricity outage that affects the whole neighbourhood). Give them a chance to rectify the issue (in a timely manner).
Key Guest FAQs
Are short-term rentals (STRs) cheaper than hotels?
In many destinations, short-term rentals are more affordable than hotels, but that’s not always the case. The advantage of STRs to hotels is that they often provide access to a kitchen (either as part of a self-contained unit or shared with the host and/or other guests – not dissimilar to hostels). Before you book, make sure to check various platforms (Agoda, Airbnb, Booking.com, Expedia, Homestays, Hotels.com, etc) for accommodation options that fit your needs (including budget).
How do I know if a listing is clean, safe and accurately described?
Things we look at include the overall, cleanliness, accuracy and communication ratings of a listing (where applicable). We also filter reviews by key words like “clean”/”dirt”, “noise”/”noisy” or “safe”/”neighborhood” or aspects that are important for our stay, like “kitchen”/”cook”/”meals” or “bus”/”transport”/”car”. We also sort reviews, showing the newest first, and ignoring sub-optimal reviews that are more than 2-3 years old (as long as the reviews over the past 12-24 months have been largely positive).
If a listing is new, it’s more challenging: In this case, we check if the host has other/prior listings. If the reviews of those are overwhelmingly positive, we have confidence that their newest listing will be so, too. If it’s a new host (without any other/prior listings), we are more cautious: A detailed listing description, good quality photos and quick 100% response rate indicate that a host cares. Bad quality photos, limited listing copy and (s)low response rates indicate the host can’t be bothered (and we would absolutely not consider booking with them).
Is it okay to ask questions before booking?
Yes, within reason. Asking clarifying questions about a listing (after checking the listing copy, pictures and reviews) – for example, about the Wi-Fi speed or if the kitchen has a stove top – is fine. But not bothering to check the listing first or sending a long list of questions (especially in an impolite or demanding tone) can indicate to a host “this guest can’t be bothered or is high maintenance” (which often translates to: “you can’t do anything right for them, a sub-optimal review is likely”, and if the host has the option: “I’d rather not accept the booking”).
Are cameras and other surveillance devices allowed in short-term rentals?
Indoor surveillance cameras in private areas (bedroom or bathroom) are a big NO-NO. Outdoor surveillance devices are acceptable if they are used for security reasons like monitoring access (for example, a camera facing the driveway or a door bell/intercom with camera).
Some are borderline: We once stayed in an Airbnb in Auckland, New Zealand (the host’s home) with a camera installed in the kitchen that faced the front door (to monitor the family dog who had separation anxiety). The camera was disclosed in the listing, but with the lounge and dining area between the kitchen and front door, we always felt observed (and uncomfortable hanging out in the shared space).
If surveillance is a concern for you, check the listing for any disclosure before you book (and report to the booking platform if you find any undisclosed devices during your stay).
How much cleaning pre check-out is acceptable/fair/normal/standard?
A fair checkout list should be short, clear and visible before you book. Collecting used linen on the bathroom floor, washing your dishes and taking out your rubbish are fair. Even stripping the bed at the end of a week-long stay would be okay. Anything more than that crosses the line (especially if a cleaning fee is being charged).
Top Tips for Hosts
1. Decide whether hosting guests suits your life
We have stayed in short-term rental accommodation that shouldn’t have been rented out in the first place. On the other hand, we experienced some of the warmest hospitality while sleeping in people’s lounge rooms.
Before you rent out a space or a room, think about how it may affect your life (beyond just the extra money it may enable you to earn):
- Are you happy to give up your privacy?
- Do you feel comfortable sharing your space with total strangers?
- Are you open enough to welcome people from all walks of life into your home/life (for a few days or longer)?
If you have a spare room and need the extra income, but prefer not to have to live through a constant flow of people coming and going, maybe a (more constant) housemate is more appropriate for you. Or you may want to look at ways to separate the rented space from your own to retain your privacy.
Give some thought upfront to whether a short-term rental is actually the right solution for your needs (and for your future guests).
Before you start hosting, ask yourself: "Am I comfortable with a constant flow of strangers coming and going through my property?" | Photo by Jon Tyson on Unsplash
2. Check local rules, taxes and insurance
Another important consideration for aspiring hosts is to understand local regulations concerning short-term rental. In some cities – for example, Amsterdam, Barcelona or New York – (large-scale) short-term rental businesses have led to a shortage of affordable housing and changed the make-up and feel of entire neighbourhoods. In some areas, short-term rentals are now heavily regulated (for example, hosts need to live onsite, or there may be a maximum number of days per year, a place can be rented out short-term); in others, (new) short-term rentals are no longer permitted.
Many popular tourist destinations also charge a tourist tax (per guest and night), which the host may need to collect (on behalf of the city council). And speaking of tax: All short-term rental income must be declared as income. Unless you live at a destination that is tax-free (or you are exempt), that income will incur income tax.
While some short-term rental platforms offer some form of landlord insurance, don’t count on it. Do your own research and get (additional) insurance as needed.
Short-term rentals often come with a long list of regulations a host needs to comply with | Photo by Elmer Canas on Unsplash
3. Offer some decent basics
While everyone (hopefully) knows that one cannot expect the same standard from a private short-term rental accommodation as they would from a 4 star hotel, some of the basics still apply:
A comfortable bed is key
The bed is one of the few things every guest will remember – either positively or negatively. We’ve stayed in places where the mattress was so soft and soggy that we’d both end up in the middle and with back pain, and others where the mattress was lumpy and hard like concrete. In both cases, it affected how we felt the next day (and about the accommodation in general).
For hosts, the bed/mattress is one of the simplest upgrades with the biggest impact on reviews:
- Bed: Offer the largest-size bed that fits your space comfortably – a queen-sized bed makes for a better sleep than a double. In a larger room, offer the option of two twin beds OR one super king bed (combining or separating the twins as needed). Also make sure each bed is accessible from both sides (it speeds up cleaning and improves usability).
- Mattress: A good mattress should hold its shape (no sagging or dipping in the middle) and support different sleeping styles (back, side or stomach). We’ve found that medium-firm foam or hybrid mattresses work best for short-term rentals, as they suit a wider range of guests (we’ve used Ecosa in our house). Use a mattress protector to keep it clean and extend its lifespan, and replace mattresses before they become a problem for guests.
- Pillows: Also worthwhile is investing in some good pillows. Our recommendation: a thinner and a thicker one per guest (to cater for different preferences), all allergy-friendly and with pillow protectors (to keep it all nice and hygienic).
A functional bathroom is gold
And speaking of basics: A hot shower with good water pressure is one of the little things in a traveller’s life that contributes to making you feel at home when on the road.
The best bathrooms we encountered on our travels were those with a shower cabin (curtains are not hygienic unless you wash between guests), good ventilation (best is a window), and sufficient space to hang towels to dry and leave your toiletries. It’s surprising how little thought is given to simple things like (heated) towel racks, hooks and shelves (or a mirror above the sink and good lighting above the mirror).
The bathroom doesn’t need to be big or fancy – being functional is more important.
Screened shower cubicles are easier to keep clean (and thus a more hygienic choice) than showers with curtains
Keep the property clean, uncluttered and safe
For us, it’s a no-brainer, but unfortunately, not all short-term rental accommodations fit the description.
A private short-term rental is not a hotel, and no one expects a room to be cleaned/towels to be changed on a daily basis. However, it is in the interest of public safety that a bedroom (including any private bathroom) is cleaned after each guest leaves/before a new guest arrives.
It is also important that shared facilities – especially bathrooms and kitchens – are kept clean at all times. We experienced grimy slippery bathtubs, mouldy shower curtains, and weeks-old leftovers in ovens and fridges.
Cleanliness doesn’t require your property to be dowsed in chemicals. Quite the opposite: Use cleaning products that are gentle on the environment (and your guests), and air your property thoroughly between guests. Also: wooden/vinyl/tiled/stone floors are easier to (keep) clean than carpet (and help guests with dust mite allergies).
Tidiness goes hand in hand with above – it helps to keep a place clean.
One of the reasons why we prefer to stay in private short-term rental accommodation over hotels is the opportunity to have use of a kitchen. However, in some cases, we found the kitchen so cluttered (with cookbooks, appliances, unwashed dishes, a herb garden, etc) that it was actually unusable. The same goes for the bathroom: Do leave some space for guests to put/hang their toiletry bag/s, keep their towels while showering, etc. A few hooks or a bit of shelf space are not difficult to provide.
Why not use the opportunity to declutter and get rid of unnecessary items in your kitchen, bathroom and other shared spaces?
Keep your short-term rental property clean, uncluttered and safe
4. Key features that turn an STR into a “home away from home”
Fast, unlimited and secure Internet/Wi-Fi
Having access to a reliable and secure internet service is essential to almost any traveller. Ensure any internet service you purchase (for your guest accommodation) has the capacity to support the expected number of guests (unlimited data is best) and provides appropriate security functionality. To achieve the latter:
- create an encrypted (for example, WPA2) guest log-in, and only share the SSID and password with guests upon arrival.
- ensure the router and/or ISP allows VPN services to be connected through them.
- store the router and modem in a secure, locked location in your home that guests can’t access,
- create strong passwords for router and modem, and change them regularly.
- ensure your devices are not discoverable on the network by turning off network discovery and file sharing on your devices.
- routinely check your router and modem to ensure they have the most up-to-date software.
Essentials Checklist for Hosts
To make a guest feel “at home”, make sure your property offers the following:
- comfortable bed/s with mattress and pillow protectors
- reliable hot water, heating or cooling suited to the climate, and good ventilation
- fast, reliable, unlimited and secure Wi-Fi
- clean towels and spare toilet paper (sufficient for the length of stay)
- hooks, shelves or space for guests’ belongings
- accessible power points (and a power board)
- if you offer kitchen (access): enough crockery, cutlery, pots and pans, and basic cooking utensils for the number of guests; clean sponge, dish soap and tea towel; a (moveable) table and stools/chairs (one for each guest)
- clear instructions for waste separation and disposal
- emergency contact details (local emergency number, nearest hospital, etc)
- local recommendations (attractions, eateries, nearest transport hub, etc).
A useful kitchen(ette)
We prefer to have breakfast at home and be able to prepare simple lunches or dinners (at least some of the days we are staying at a destination). Access to a well-equipped kitchen and the ability to store a few fresh and durable items are therefore important to us.
A kitchen doesn’t need all the mod cons, but how often have we paid for a well-equipped kitchen, and it missed basics like a water kettle, a good sized pot and pan, enough crockery and cutlery for the number of guests, or a clean sponge and tea towel to wash and dry the dishes.
If you rent out several rooms, with guests sharing a kitchen or bathroom:
- provide designated space for each room (for example, by labelling fridge and cupboard shelves with the number or name of each room), and
- include in your house rules that guests should only use the space designated to their room.
This helps to keep shared spaces clean and tidy (including identifying any items left behind and keeping the fridge free of leftovers that do not belong to any guests currently staying).
A kitchen(ette) and comfortable dining/work space is one of the major drawcards for booking a STR (over a hotel room) | Photo by Piotr Ams on Unsplash
Functional amenities (even in small spaces) and easy waste management
Have you ever stayed in a micro apartment in Japan? These tiny spaces have everything you may need during your stay (and nothing you don’t), including
- Space to hang/put your clothes and other personal items;
- A small foldable drying rack (with some pegs);
- A small table (that can be moved) with stools or chairs (one for each guest);
- Power outlets in multiple places (and an extension cable/power board);
- A small ironing board and iron;
- Heating and/or cooling that suits the size of the property; and
- (Eco-friendly) hand/body wash, shampoo, etc in refillable dispensers.
And speaking of travel in Japan: Japanese people are masters in recycling. While most destinations are not that advanced (yet), more and more travellers seek to reduce their environmental footprint. Make it easy for them to be responsible, by providing clear instructions around waste separation and disposal. At a bare minimum, that includes separating landfill waste and recyclables. If there is no green waste collection in your neighbourhood (but you or a neighbour have a garden), provide a small bucket with lid for food scraps and other organics.
While laundry facilities are a bonus in a short-term rental, storage space for guests' personal items are a MUST | Photo by Lisa Anna on Unsplash
Laundry facilities
Also, important (to any traveller) is the ability to wash clothes. The ideal option is the ability to do the washing in-house. But, as this is not always possible, a recommendation of where the next coin laundry is (and when it is open/how much it costs) is much appreciated.
If you do provide washer/dryer facilities to guests, we found that keeping them separate (rather than providing a combined washer/dryer) works best.
Key Host FAQs
What rules and regulations do I need to comply with as a short-term rental host?
Legislation governing hospitality businesses more broadly and short-term rentals more specifically vary by country, city and even local council. Short-term rentals may require registration, permits, safety checks and body corporate approval. They may also require insurance changes, the payment of specific (higher) rates, guest tax collection, etc. Make sure to do your research before you open your property to guests as repercussions could be severe if you get it wrong.
What are the pros and cons of using a short-term rental property manager?
A property manager can make hosting more manageable, especially if you do not live nearby or don’t have the time to handle guest communication, check-ins/outs, cleaning and maintenance yourself. On the flipside, property management fees (significantly) reduce your rental income, and you have less direct control over the guest experience.
When we owned Tirohanga Lodge in Queenstown, we used a third-party manager, and our experience was shocking:
- Hosts and guests were made to feel like an inconvenience and requirements were not communicated internally.
- Our property manager overpromised and underdelivered, but the contract made it difficult for hosts to get out.
- Our property was not looked after: we ended up with holes in walls, broken doors, etc.
And all of that despite careful due diligence before we signed them up.
If you consider using a STR property manager, choose them as carefully as you would select any long-term business partner. Ask questions and speak to other hosts (through Facebook groups for hosts in your area). Check the fine print. Don’t get blind-sided by glorified marketing copy and friendly sales speak.
What information should a host provide in a guest book/welcome book?
A good guest book/welcome book does not need to be fancy. But it should answer the questions a tired guest has on arrival: how to get in, how to connect to Wi-Fi, where to park, how to use key appliances, how rubbish and recycling work, who to contact in an emergency and where to find nearby groceries, pharmacies and public transport. Providing insider tips for local eateries, activities and attractions, etc is also appreciated.
5. Make guests feel welcome
Making guests feel welcome starts with friendly and timely communication. Automate emails but keep them personal (and short). Don’t let past negative experiences affect your guest communication – long lists of do’s and don’ts (especially if written in a patronising or accusatory tone) are a big turn-off for prospective guests. Guest communication doesn’t end once they’ve left, by the way. How you respond to sub-optimal reviews tells guests a lot about you. Set the record straight, by all means, but keep it courteous.
Also important are sensible check-in and check-out times and processes. Always attempt to be flexible and accommodating (for example, by keeping a free day between guest bookings). Even offering guests to drop their luggage (or keep it for them after they checked out) will leave a positive first impression. Meeting your guests on arrival is a nice touch. But unless guests stay in your home, they tend to prefer being independent and find a self-check-in option easier. Key pad locks are great for that – just make sure to change the code after every guest (and ensure the batteries work).
Create a guide book for your location with insider tips for local eateries and attractions. Stock sightseeing material for guest use, and books or games to keep younger guests entertained (though make sure to disinfect them regularly). If you offer a kitchen/ette, stocking coffee and tea (plus sugar/milk), salt and pepper, and cooking oil makes a meaningful difference for guests. Small touches like these show guests you care and make your listing stand out from the crowd (in a positive way).
First impressions count, so make sure your guest communication is friendly, and the entrance to your property isn't cold, dark or dilapidated
What are your experiences and suggestions (as guest and/or host)?
I wrote this short term rental accommodation guide based on our own experience. If you have stayed at short-term rentals or have been a short-term rental host and would like to add something, please feel free to contact me.
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