19 tips for preparing and managing a holiday let
Preparing your holiday let properly helps you organise the work and deliver a stay that matches your listing.
At Alehost we work with holiday let owners. These 19 tips help you review access, equipment, communication and day-to-day operations. Start by checking whether holiday letting is permitted at your location, then adapt the recommendations to your property and guests.
19 tips for preparing and managing your holiday let
1. Be flexible about check-in and check-out
This is something most owners do not offer.
Guests often arrive at inconvenient times (very early, very late or just when you are at work), making things difficult for both them and you.
For them, because they have nowhere to leave their luggage or rest. For you, because you have to get up early, slip away from work for a few minutes or stay up late to let them in.
2. Speak to them beforehand
Always speak to the person who made the booking before they enter the property.
Imagine they arrive at an unusual hour or someone in the group has a particular allergy. They might be allergic to cats, for example, and the previous guest may have brought theirs. You would need to clean especially thoroughly!
Whether they are bringing children or include someone with reduced mobility, it is always a good idea to get to know your guests a little better before welcoming them into your home.
3. Put the appropriate safety measures in place
Current legislation sets out certain safety measures for holiday lets (Viviendas de Uso Turistico).
Check which safety measures your property needs under the relevant regional, municipal and technical rules. Copying a generic checklist is not enough: a qualified professional can help identify the equipment, signage and evacuation arrangements required.
It is also useful to display a list of phone numbers for medical services, the police and the fire service somewhere easy to see, such as the hall or fridge door. For guests who do not understand Spanish or English, include easily recognisable symbols such as a cross, a siren or a firefighter’s helmet.
4. Explain the public transport options
In large cities such as Madrid, public transport generally works well and is worth considering for getting around.
We therefore recommend that you tell guests which buses or metro lines to take to places of interest. Also point out the nearest taxi rank or bike hire station, in case they would like to explore the city on two wheels.
5. Do you accept pets? Make it clear!
More and more travellers take their pets with them around the world.
If you also love animals and want to welcome like-minded people, you can make your accommodation pet-friendly.
In that case, we always recommend making this a prominent feature of your listing, as relatively few properties allow pets.
6. Provide a few food essentials
Milk, bread, fruit: it is always helpful to leave something in the fridge so guests can have a bite to eat after a long journey.
These basics add a thoughtful touch to their stay. To make your holiday let as welcoming as possible, we recommend stocking the cupboard with these essentials whenever a guest arrives.
Guests also appreciate a few things that are not strictly essential but make a pleasant extra. Coffee, butter, a couple of cans of beer… It is all in the details!
7. Leave a small gift from your property
A mug, a hand towel, a key ring…
There are dozens of things you can leave as a gift to remind guests of a wonderful stay at your property.
Do not want to spend a fortune? Design a fun postcard and leave it on the living room table when guests arrive. They may well keep it as a fond reminder.
8. Provide bed linen and towels
It may sound obvious, but you should always, without exception, provide bed linen and fully made-up beds.
We also recommend leaving a couple of warm blankets in a bedroom wardrobe for guests who feel the cold.
Prepare enough towels for the number of guests booked and check what you are required to supply at your location. Do not describe a service as an optional extra if you must include it or have already advertised it.
A few sets of towels are inexpensive and allow guests to save space in their luggage for souvenirs.
9. Keep all your paperwork in order
There is no getting around this.
Whether we like it or not, we must comply with the law currently in force to avoid having the business shut down.
The requirements depend on the autonomous community and municipality where the property is located, as tourism and housing powers are devolved to these authorities.
For these matters, it is best to work with a reliable professional company experienced in completing this documentation. We work with our partner Ammplio, the first architecture practice specialising in holiday homes. You can find their link below.
10. Look after MICE travellers
MICE guests travel for business rather than leisure.
In other words, they are business travellers attending a conference, trade fair or exhibition in the city who need somewhere to stay for one or more nights.
Although hotels have traditionally been their first choice, the trend towards bleisure (enjoying the city while travelling on business) is growing. Many therefore choose a holiday let for the features it offers.
11. Provide reliable Wi-Fi
Like it or not, the internet is here to stay.
Today, almost every home and business offers a Wi-Fi network for tenants and customers. Your accommodation should be no exception.
We recommend a fast, reliable internet connection to avoid outages. That way, guests can watch their favourite series or make video calls to family without worrying about the connection.
12. Make good use of reviews
Reviews left by guests on Airbnb and other platforms can be a double-edged sword. At Alehost, we recommend looking after your satisfied guests and handling unhappy ones with particular care.
To learn more about managing reviews on Airbnb and other accommodation platforms, click the button below to read our article on the subject.
13. Explain how to use the washing machine, dishwasher and water heater
Every home is different, and so is every appliance.
If a washing machine, socket or other equipment is not working properly, repair it before welcoming guests. Do not turn a fault into an operating instruction. Test the equipment and leave brief instructions for items that work correctly.
Some appliances are less straightforward to use, so keep that in mind.
At the very least, explain where guests can find the instruction manual.
14. Stay on top of your tax obligations
Keep records of income, expenses, invoices and bookings. Tax treatment depends on the operating model and services provided, so it is worth reviewing it with an adviser.
The growth of holiday letting has also brought an informal economy, undeclared payments and charges that do not appear in advertised rates.
We recommend keeping your affairs up to date with the Spanish tax authority, Hacienda, to avoid unwelcome surprises.
15. Point out places of interest
Your city probably has dozens of interesting places to visit.
Save guests the extra work and always have a map of the highlights ready for the neighbourhood, city or region.
This is why we suggested asking your guests a few questions earlier. If you find out whether they are interested in cultural visits or outdoor adventures, you can personalise their stay.
Your local tourist office will probably have plenty of maps, and its staff can suggest routes to follow. They are free, too. Make the most of the help available.
16. Share information about shows, fairs and events
The Prado Museum will still be there, as will the Royal Palace. But a particular exhibition or fair may only be on for a short time.
Let guests know what is happening in the city and what interesting events and activities are taking place. Many guests only scratch the surface, visiting the usual sights. That is fine, but what if they enjoy wildlife photography and a local exhibition centre happens to be hosting something relevant that week?
The cultural events calendar can be your greatest ally in these cases.
17. Share local restaurants, venues and neighbourhood attractions
People usually focus on a city’s major sights.
However, we sometimes forget that many guests value the experience of feeling part of the neighbourhood. In other words, living like a local.
What is the point of travelling only to eat in a restaurant full of people from your own country?
Suggest places to eat, bars, supermarkets and other nearby options for days when guests feel like taking it easy and do not want to go far.
18. Manage bookings carefully
Keeping the booking system up to date is more complicated than it looks, particularly for popular holiday lets or when you manage several properties.
Being organised is therefore essential to day-to-day operations. It helps you run the business properly and achieve a healthy return.
19. Entrust your property to a holiday let management company
We are almost at the end!
We cannot finish without sharing one of the most useful pieces of advice we can offer.
If you do not have the time or inclination to manage your holiday let, we recommend working with a company such as Alehost. We provide guests with the services they need so you do not have to take care of everything yourself.
Before delegating, compare the tasks included, incident support, costs and responsibilities. Returns depend on the property, demand, regulations and expenses; hiring a management company does not guarantee a return.
If you would like to explore which management model suits your property, tell us about its location and features so we can define the service.
Turn the checklist into a work plan
Assign responsibility and a schedule for cleaning, inventory, access and maintenance. Explore full holiday let management if you need help coordinating all these tasks.
