How to manage long distance STR as a newbie?
Jonathan BombaciPro Member
Member since 2020 · 23 posts · 7 votesHow to manage long distance STR as a newbie?
Most Popular Reply
Collin HaysBusiness Member
Property Manager · Gatlinburg, TN · Member since 2020 · 3k+ posts · 4k+ votesQuote from @Jonathan Bombaci:
We are looking to buy our first short-term rental investment property, which is 3 hours away. Both my husband and I have a busy day job and we have a toddler. I would like to get some advice on how people manage their short-term rental properties that are far away and ensure they have positive cashflow.
Also, any other tips on buying long distance investment property are appreciated!
Managing your rental will be a part time job; don't let anyone tell you different. Someone will need to be handling inquiries, monitoring rates, guest issues that arise, marketing, repairs, maintenance, and housekeeping. This can all be done remotely. But it will be a time commitment.
The biggest key to self-management is being EXTREMELY PROACTIVE. That's because you probably don't have resources on the ground to get a hot tub fixed stat, or fix a sticky door lock. The trick is to AVOID these things, because if you do not, you'll be refunding rents. Going chintzy on everything while self-managing might save you a management fee, but you'll give every bit of that back and more by hassling with unhappy guests over refunds, etc.
Proactivity includes preventative maintenance. If your A/C unit is 10 years old, replace it. It will be a whole lot cheaper to do it now than when you have to give back a week's worth of rent, and then pay someone twice the going rate to go and fix it. Keep on top of septic and plumbing. Replace furniture at the first sign that it's getting rickety or soiled.
If I was self-managing, I would try to buy something within two hours of where I live. Even if you have good folks on the ground to help you out, you are going to be making trips to take care of things that those people are unlikely to do, not the least of which is risk management: Making sure your property is safe for guests, inside and out. This is the most common oversight by self-managers, but it's the one that could be financially catastrophic.
22 Replies
- 2yCollin HaysBusiness MemberProperty Manager · Gatlinburg, TN · Member since 2020 · 3k+ posts · 4k+ votes
Quote from @Jonathan Bombaci:
We are looking to buy our first short-term rental investment property, which is 3 hours away. Both my husband and I have a busy day job and we have a toddler. I would like to get some advice on how people manage their short-term rental properties that are far away and ensure they have positive cashflow.
Also, any other tips on buying long distance investment property are appreciated!
Managing your rental will be a part time job; don't let anyone tell you different. Someone will need to be handling inquiries, monitoring rates, guest issues that arise, marketing, repairs, maintenance, and housekeeping. This can all be done remotely. But it will be a time commitment.
The biggest key to self-management is being EXTREMELY PROACTIVE. That's because you probably don't have resources on the ground to get a hot tub fixed stat, or fix a sticky door lock. The trick is to AVOID these things, because if you do not, you'll be refunding rents. Going chintzy on everything while self-managing might save you a management fee, but you'll give every bit of that back and more by hassling with unhappy guests over refunds, etc.
Proactivity includes preventative maintenance. If your A/C unit is 10 years old, replace it. It will be a whole lot cheaper to do it now than when you have to give back a week's worth of rent, and then pay someone twice the going rate to go and fix it. Keep on top of septic and plumbing. Replace furniture at the first sign that it's getting rickety or soiled.
If I was self-managing, I would try to buy something within two hours of where I live. Even if you have good folks on the ground to help you out, you are going to be making trips to take care of things that those people are unlikely to do, not the least of which is risk management: Making sure your property is safe for guests, inside and out. This is the most common oversight by self-managers, but it's the one that could be financially catastrophic.
- 2yJohn UnderwoodPro MemberInvestor · Greer, SC · Member since 2014 · 13k+ posts · 17k+ votes
Find some great cleaners to be your boots on the ground and handle turnovers. I'd have backup cleaners or hire a company that has many cleaners at their disposal.
You'll need some handyman contacts and HVAC companies.
Once you have these you can handle the rest remotely.
Check Turno, FB groups and the Next door app to find these people.
- 2yCollin HaysBusiness MemberProperty Manager · Gatlinburg, TN · Member since 2020 · 3k+ posts · 4k+ votes
Quote from @John Underwood:
Find some great cleaners to be your boots on the ground and handle turnovers. I'd have backup cleaners or hire a company that has many cleaners at their disposal.
You'll need some handyman contacts and HVAC companies.
Once you have these you can handle the rest remotely.
Check Turno, FB groups and the Next door app to find these people.
Good point on housekeepers. Friend of mine today said his housekeeper called and said her car got repossessed and had all of the cleaning supplies in it. That's a pretty hard situation to be dealing with in a remote resort area. Many cleaners are living hand-to-mouth. If they get a better gig than yours, you might not have a housekeeper tomorrow when your guest checks out. We burn through repair people too. They often start really good, and the next thing you know, we find out they're asleep on the couch in a client's home. Rinse, lather, repeat.
And contractors, oh goodness me. We know most of the reputable contractors in our neck of the woods. But a couple times a year, there is a contractor that the homeowner just insists on using, against our advice. We have to bite our lip and cooperate. Then the bill comes in triple what it was supposed to be for the work done, and it's all our fault.
Oh, the stories I could tell; a fresh new made-for-TV special every year!
Of all of the things that we do as a property management company, minding and managing housekeeping and repairs consumes about 70 percent of our time.
- 2yMichael BaumPro MemberOlympia, WA · Member since 2016 · 8k+ posts · 7k+ votes
I can't say it any better!
- Investor · Member since 2022 · 1k+ posts · 754 votes2y
It can seem scary at first, but totally doable.
Read the BP book on Short Term Rentals, written by Avery Carl: Short Term Rental, Long Term Wealth. This book will teach you everything you need to know and so much more on managing remotely. - Real Estate Agent · Emerald Coast, FL · Member since 2016 · 820 posts · 486 votes2y
I tell people, "With a keypad lock on the door and a great housekeeper, you can rule the planet." So much can be done online, and while you DO need to be reachable by your guests, you do NOT have to be reachable within 90 seconds, so don't feel hostage to some unreasonable standard of communication.
I self-managed from TX (my properties are in FL) 10 years ago when there was very little technological support other than the Airbnb platform, and I did just fine. You will, too. AND you can keep that 25%+ in YOUR pocket. - Real Estate Agent · Emerald Coast, FL · Member since 2016 · 820 posts · 486 votes2y
I still self-manage, by the way, but I have 4 properties now, and even though I now live very close to all 4, I still consider that I manage remotely, since I rarely visit my properties. I have built a good team! I even have a neighbor kid I pay weekly to roll my trash cans down and back.
- Real Estate Agent · Tampa Florida · Member since 2013 · 630 posts · 303 votes2y
You should join local area Facebook and Meetup sites. you can STR groups that will have resources that you can hire from. They should be vetted by others on the site so they will have the experience needed to get the job done.
- 2yJeremy HoldenBusiness MemberReal Estate Agent · Scottsdale, AZ · Member since 2021 · 155 posts · 90 votes
Im an investor, agent and host in the Phoenix market. Its all about hiring practices and building out a team. It might seem daunting from you need the right tech stack and honest people. Feel free to shoot me a dm
- Member since 2021 · 17 posts · 10 votes2y
As a host managing a property 2.5 hours away with a toddler and newborn, I can totally relate! Here're a few of my recommendations.
1. Boots on the ground like your cleaner is VERY important, but I'd also recommend you get to know your neighbors and exchange info. They can be an extra set of eyes if anything happens.
2. Online devices that are my must haves.
- Security cameras
- Smart lock
- Doorbell camera
- Smart thermostat
3. Storage area with plenty of inventory for 2 - 3 months. You should be visiting the property every 3 - 4 months to resupply and check if anything needs maintenance. - 2yAndrew SteffensBusiness MemberTampa, FL · Member since 2022 · 3k+ posts · 3k+ votes
As long as you have reasonable expectations of:
- Running a 24 hour business (mostly remote but guest communications and emergency maintenance issues)
- Managing cleaners (schedule and quality)
- Managing maintenance (urgent and scheduled/preventative)
You will be fine. 80% of the work is remote, with the exception being cleaning and maintenance. I am not sure what market you are in but you should be able to find cleaners and maintenance personnel with STR experience. Since you are remote you will need systems in place to manage quality of work.
You did mention you have busy day jobs and a child. This really IMHO not something where you can go hours without responding to issues. If a potential guest has questions pre-booking and you take too long, you will lose bookings and revenue. If you are not on top of your listing/pricing you will lose bookings and revenue. If guests have issues and you do not promptly respond, you will get bad reviews and then get less bookings and lose revenue. If you are not on top of quality control of cleaners and maintenance, you will get bad reviews and lose bookings and revenue.
If you are comfortable with those parameters, you will be fine. If those parameters make you nervous I would recommend getting a good local PM. A good local PM can make up for their fee with good management practices.
Best of luck!
Vacation Rentals of Florida53 Reviews - Rental Property Investor · Stewartsville, NJ · Member since 2016 · 418 posts · 280 votes2y
We own and self-manage 3 properties that are all 7 hours away from us. We have 2 properties in the White Mountains of New Hampshire, and one property in the Outer Banks of North Carolina. We self-manage, and are 7 year superhosts on the Airbnb platform, and all 3 of our properties also received the "Guest Favorite Award" on Airbnb.
Here are 3 tips to consider from a remote superhost:1. Find an amazing cleaner and handyman. You can do this several ways. You can flat out ask other hosts in your market (who have really high ratings) if they are willing to share their cleaner and handyman with you. The important part is to make sure you tell the host that you will let the cleaner and handyman know that they referred you to them. This is important because GOOD hosts know that good and reliable cleaners and handyman can be hard to find, so they treat their cleaners and handyman lke GOLD, which includes referring business to them, paying them quickly and promptly, respecting their time, and taking care of them on the holidays. If you are not comfortable asking other successful hosts who they use, you might want to look for a group on Facebook marketplace for your market and look for newer cleaner/handyman that are starting out and hungry for business and to do a good job.
2. Pre-schedule all your maintenance items and setup a re-occurring schedulea. SIgn up for the HVAC yearly contracts. Have quarterly pest inspections. Schedule your house deep cleans. Schedule your carpet and furniture steam cleanings. Get your septic pumped out regularly.
3. Automate as much as you can. I like the Hospitable platform myself and recommend it to others, but there are other ones too. I use a combination of Hospitable, Zapier, and Docusign to cover 95% of the tasks.
Hope this helps. Please feel free to reach out with any other specific questions.
Mike
- Member since 2020 · 23 posts · 7 votes2yI have read the book and it was a good read. I think it is doable if I don't have a busy day job.
Quote from @Brooklyn McCarty:
It can seem scary at first, but totally doable.
Read the BP book on Short Term Rentals, written by Avery Carl: Short Term Rental, Long Term Wealth. This book will teach you everything you need to know and so much more on managing remotely. - Member since 2020 · 23 posts · 7 votes2y
Quote from @January Johnson:
I tell people, "With a keypad lock on the door and a great housekeeper, you can rule the planet." So much can be done online, and while you DO need to be reachable by your guests, you do NOT have to be reachable within 90 seconds, so don't feel hostage to some unreasonable standard of communication.
I self-managed from TX (my properties are in FL) 10 years ago when there was very little technological support other than the Airbnb platform, and I did just fine. You will, too. AND you can keep that 25%+ in YOUR pocket.How much time a day/week would you say you have to commit to managing the properties?
- Member since 2020 · 23 posts · 7 votes2yYup. All the books and blogs have mentioned cleaners and handymen are the two most important partners in the STR team, but how do you handle the misses not if but when they happen and you are so far away?
Quote from @Sokun S.:
As a host managing a property 2.5 hours away with a toddler and newborn, I can totally relate! Here're a few of my recommendations.
1. Boots on the ground like your cleaner is VERY important, but I'd also recommend you get to know your neighbors and exchange info. They can be an extra set of eyes if anything happens.
2. Online devices that are my must haves.
- Security cameras
- Smart lock
- Doorbell camera
- Smart thermostat
3. Storage area with plenty of inventory for 2 - 3 months. You should be visiting the property every 3 - 4 months to resupply and check if anything needs maintenance. - Member since 2020 · 23 posts · 7 votes2yHi Mike, so happy you reached out. I am looking at the white mountain area as well! Will reach out offline to discuss more.
Quote from @Mike Shemp:
We own and self-manage 3 properties that are all 7 hours away from us. We have 2 properties in the White Mountains of New Hampshire, and one property in the Outer Banks of North Carolina. We self-manage, and are 7 year superhosts on the Airbnb platform, and all 3 of our properties also received the "Guest Favorite Award" on Airbnb.
Here are 3 tips to consider from a remote superhost:1. Find an amazing cleaner and handyman. You can do this several ways. You can flat out ask other hosts in your market (who have really high ratings) if they are willing to share their cleaner and handyman with you. The important part is to make sure you tell the host that you will let the cleaner and handyman know that they referred you to them. This is important because GOOD hosts know that good and reliable cleaners and handyman can be hard to find, so they treat their cleaners and handyman lke GOLD, which includes referring business to them, paying them quickly and promptly, respecting their time, and taking care of them on the holidays. If you are not comfortable asking other successful hosts who they use, you might want to look for a group on Facebook marketplace for your market and look for newer cleaner/handyman that are starting out and hungry for business and to do a good job.
2. Pre-schedule all your maintenance items and setup a re-occurring schedulea. SIgn up for the HVAC yearly contracts. Have quarterly pest inspections. Schedule your house deep cleans. Schedule your carpet and furniture steam cleanings. Get your septic pumped out regularly.
3. Automate as much as you can. I like the Hospitable platform myself and recommend it to others, but there are other ones too. I use a combination of Hospitable, Zapier, and Docusign to cover 95% of the tasks.
Hope this helps. Please feel free to reach out with any other specific questions.
Mike
- Rental Property Investor · Stewartsville, NJ · Member since 2016 · 418 posts · 280 votes2y
@Candor Real
Sure anytime - we’ve been vacationing in the eastern and western White Mountains for 20+ years, and can answer any questions you have about that market.
- 2ySarah KensingerPro MemberReal Estate Consultant · OH · Member since 2023 · 2k+ posts · 1k+ votes
I'm sure you got lots of advice already, so I'm just going to throw this out there.... To make your STR hosting experience better, move past the thought that 3 hours is long distance. If something goes haywire in the morning you can be there by lunch! Of course, with other personal responsibilities you may not be able drop everything and run to the property. So, make sure you find a great cleaner and or runner that can help you out. But in all reality, you're not that far away.
- Real Estate Agent · Emerald Coast, FL · Member since 2016 · 820 posts · 486 votes2y
Less than 2 hours a week for 2 properties
- Member since 2021 · 3 posts · 0 votes2y
Quote from @January Johnson:
I tell people, "With a keypad lock on the door and a great housekeeper, you can rule the planet." So much can be done online, and while you DO need to be reachable by your guests, you do NOT have to be reachable within 90 seconds, so don't feel hostage to some unreasonable standard of communication.
I self-managed from TX (my properties are in FL) 10 years ago when there was very little technological support other than the Airbnb platform, and I did just fine. You will, too. AND you can keep that 25%+ in YOUR pocket. - Interior Decorator · CA · Member since 2020 · 78 posts · 30 votes2y
It is definitely possible to self manage as others have pointed out, but you need to assess your personal situation and determine what is realistic for you. It won’t be passive so it all depends on perspective. I’ve worked with some investors who have no desire to self manage and the cost to have a property manager is well worth it, while others make time to manage everything and enjoy it. Having your local resources will be key though!
- 2yWale LawalBusiness MemberReal Estate Broker · Houston | Dallas | Austin, TX · Member since 2018 · 5k+ posts · 2k+ votes
To manage a short-term rental property effectively, hire a local property management company, use smart home technology, build a support team, conduct market research, choose a desirable location, set aside an emergency fund, and invest in insurance. Regularly review financials, adjust pricing, and focus on guest experience. For long-distance investments, leverage technology, visit the area, build local relationships, and communicate clearly.
Good luck!
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