Mike, that's great advice.  I don't know if the stipulation about 7+ nights applies for all owners, but I agree that guest should not expect or ask for a discount for reservations that are very far in advance.

Here are some things I came up with.

"Advice for travelers trying to book a vacation rental ... "

1) ALWAYS check the property's Availability Calendar BEFORE inquiring.   If you inquire about dates that are already marked as booked on the calendar, you will come across as inconsiderate for wasting the property owner's time, not to mention foolish, as you likewise wasted your own time making the inquiry.

2)  Before you hit "Send" when you make your initial inquiry, be sure to write a sentence or two (or even a paragaph!) about yourself.  Briefly state WHO YOU ARE, the PURPOSE of your visit, and an explanation of WHY you specifically chose to inquire with this particular guest apartment.  This will make your inquiry stand out from the others.

3) To improve your chances of getting a reduced rate, request dates that completely fill an empty space in the property's calendar, between other bookings. 

4) Do not to take it personally if property owner is not willing to negotiate a lower price.   Every owner situation is different; some owners may have flexibility to negotiate a lower price, while others do not.  In addition, an owner may be willing to negotiate a lower price for some dates but not for others.

5) Sneaking in extra people is a big NO-NO with vacation rentals.  To reduce the amount of wear and tear on their homes, noise and disturbance in the neighborhood, and other problems, many property owners strictly enforce rules on maximum occupancy.   Sneaking people in may result in extra fees on your invoice, forfeiture of the security deposit, or even early eviction, depending on the rules of the specific vacation rental.

----

Like Mike, I am curious to see what kind of advice folks in the community may have for prospective renters.

Does anyone else have any other ideas? 

Good topic.  Things I might add:

1) Ditto about checking the calendar first as to not waste both our time!  Some argue that many owners are not diligent in keeping their calendars updated when booked.  However, this only means that dates marked as available may actually in fact be booked, not the converse. That is, if it is marked booked, don't inquire thinking that may be a mistake and it is possibly available.  Few owners mark available dates as booked by mistake.

2) We make NO profits during the summer (our low season) and are lucky just to break even.  When people have the nerve to ask for a discount on $400/week for a 2 bed/2 bath lovely unit in a private gated resort community with all amenities it really irks me.

3) Likewise, what we offer as our winter (peak season) rates, though double the summer rates, are still in line or less than other similar units that time of year.  We always book solid January-March and I don't appreciate people asking for a discount for March when it is only September.  I am likely to be more flexible on dates that are fast approaching or mid-season rates.

4) If you have inquired about dates we would like to fill and then we don't hear back in a while we may send a follow-up e-mail.  If so, please take one minute simply to respond if still interested or not.  It is greatly appreciated as we are not just a hotel who takes whatever comes our way and is always "ready-to-check-in".

5) Finally, don't think of this as a hotel or motel, where you can call to book the next night or two with no advance notice, or else expect to merely book 2 or 3 days.  We clearly state our minimum rate is one week, although we will pro-rate on a daily rate up to an additional 3 days before rounding up to the next weekly rate. It takes more preparation to get a large vacation rental ready than a single hotel room in a building of rooms constantly staffed with housekeeping.

I have done the same as terirusso. I am amazed that people will sign an agreement, and even initial additional highlighted items, and then still not know what they've signed. I think this is the result of too many people getting away with not keeping their word, usually by whining about it.

So yes, please read the whole agreement.

Addtionally:

• Read the property description thoroughly and make no assumptions. If it is not listed, like TV, or internet, assume it is not available.
• Respect the deadlines. If money is due by a certain date, don't mail it the day after and expect to keep your reservation.
• If you've asked for a discount, and the owner has been so kind to oblige, that does not mean the owner is desperate. Be sure to fulfill all your obligations on time or early.

I'm sure there are more!

How timely your post is.  Our gated condo community in Phoenix has recently come under attack by a small handful of owners that are trying to ban short-term rentals (under 30 days).  They had some connections to someone in the city government and even filed suit against the city for not enforcing this rule.  Although the HOA allows short-term rentals it is apparently in violation of city code in certain zoning areas below a certain rating.  This cost the couple who own a large block of short-term rentals a lot of money and a big headache.  They've been here for over 15 years and may have to leave.  They were responsible for investing a lot of money in maintaining and enhancing the community, as well as the positive publicity and wide exposure we rely on.  Yesterday morning there was a special subcommittee meeting regarding short-term rentals.  We stand to lose a lot of money ourselves, as about 75% of our business is less than 30 days.  Of course, we never rent by the night like a hotel, but right now a lot of people's fates and livelihood hang in the balance.

It's interesting now to learn that this isn't just an issue with our community or even our city, but a national situation.  I was told one reason for this is the proliferation of vacation rentals advertised all over the Internet.  There are more of them and more exposure due to the Internet which has allowed for greater ease of advertising and of doing business; essentially there are too many to fly "under the radar" anymore.  Also, with the poor economy and real estate devaluation in recent years people are getting more desperate and worrying about anything that may threaten their property values further.  I hope short-term vacation rentals are not soon going to be a thing of the past, at least in many popular zoning areas.

Yes, Anja, very good!

It's funny, for the past several days I had been planning to log in again and reiterate something that I alluded to in my original list .. it was Item #2 in my original list, the one about including some information about WHO YOU ARE, before you "hit send" when you make that rental inquiry.  I hate it when people call me or e-mail me and say, "Hi, I want to book these nights .... is it available and how much does it cost?"  Point Blank. 

Sometimes I feel like screaming at them ... "OK, and what reason have you given me to rent our carefully furnished apartment TO YOU!?!!  Absolutely none.  So .. GOOD-BYE!" 

Do you ever feel like that?  Obviously I don't respond to them that way, but that's how I feel sometimes. 

So .... what I was really getting at in Item #2, was what you said much more beautifully, Anja ... that we, as the owners, need information about WHO YOU ARE, the renter.  We are carefully screening each person to see whether we trust you enough to stay at our place. 

Sometimes I get inquiries from some poeple who understand this already ... right off the bat, without being asked, they start off telling me about their profession and their cleanilness, and how they're just a quiet little retired couple, or some young architecture students, or whatever they are.  This gets the discussion off on the right foot.  Conversely, when I have to pry the information out of the people, things don't go as smoothly.  Sometimes I just give up on the person and stop responding to their e-mail's if they didn't provide enough information about themselves, after I have repeatedly asked them.

Guests need to understand that we don't rent to JUST ANYBODY.  They need to get on our good side so that we will select them to stay at our place.  I'd rather the place go unoccupied (a great time for maintenance tasks) than rent it out to people that I don't know at all.

-Rachel

Traveler:  here is one of my biggest 'pet peeves' about you. You contact me [Owner] and want me to help you...because you, 'want to rent my place that you see on my website.....please confirm availability and offer price....any discount will be appreciated, etc..  Often, you include that you are on a strict budget ....and sometimes you tell me your profession to hint that you do not make much money, or that you are a senior  on a pension,  or you are a single mother, etc.'   You further ask for tips on best this or that. I talk to you on the phone for 20 minutes or more answering all your questions .... helping you with information, etc., as you ask.  I am happy to oblige you.  I do love welcoming guests...I spoil them....many return to me every year. So, I'm excited about the prospect of you!  I go ahead and email you my "offer" - again because you ask for it - strongly expressing interest. I apply a generous discount [ref. the duration of stay], I waive the fee for your child, to help you further save....and then I wait.  Never to hear from you again!!  Traveler, that is so rude. I usually keep your details in my private "grey:"  list [which I do not share with anyone]... just so I remember you in case you try to book with me again. Perhaps, I may not feel like answering your next inquiry. Or, if I do...no discount for you. Or, maybe I'll just send the generic, "no availability" response.  Period.  Lesson:  I used my time to help you so at least send me a response. It doesn't have to be a 'booking'....just reply:  "Thank you for your offer which I decided does not meet my needs, or my budget." "I've decided on a different location."  "My plans have changed." Something / anything.  A nice response to me because I spent so much time helping you, is courteous.  And, Traveler, if you do want to book:  Please understand that I am taking my rental "off the market" while I am holding your requested dates "reserved" for you as the transaction is in play.  If you change your mind [whatever] before sending payment,  please, please tell me...because I am turning other inquirers away in the meantime.  I can release those dates to someone else and not have to suffer a loss [of my time  or income].

Lauraps97, I love a few points. How many times have people asked me if the cleaning people have found things, from check books to blow dryers. I deduct the postage from the security deposit. And yes they have asked why. Someone left a  beach chair and took mine by mistake. They wanted theirs back but didn't want to send mine back. I got the better end of the deal on that one. And yes, when then they move the furniture around, please put it back the way you found it. I asked a renter why one time and they started to tell me about fung shui. I told her she should leave my furniture the fung alone.

I have returned, to the rightful owners, two expensive gold wrist watches {his/hers} with engraving on the back of each one {for each other} that one of the "next guests" checking in after them found in the side pocket of a beach cooler bag we supply {good thing the new guest was an honest person}.  Here's the kicker...when those guests checked out, they did not leave a comment in our guest book....nor did they go to any of the online ad portals where we have listings, to leave a "review".  So, I told them we found their wristwatches {they were thrilled...had  no idea where they had lost them on the island....would be so grateful for their return, etc....}. I took the liberty of inserting one of my "vacation rental post cards" in  the package, with a reminder to take a minute to "review" us.. Not only did they not bother to reimburse postagew {which didn't peeve me that much}...but they never bothered to take the trouble of doing a review. They did, however, send me a short email thanking me for their wristwatches...including that they do not like leaving online reviews...but they'd love to return.  The next winter, they did ask for 10 days {their original stay was 5 days}. I did not rent to them again...I was not feeling good about being taken advantage of.   I have also returned gold/pearl earrings, a pair of designer jeans {after the guest expressed dire disappointment of having left them behind}...etc.  I got no reviews from them either...but they, at least, sent me an email thanking me...stating how wonderful they found the accommodation, desire to return...etc.... she concluded that I should "put their remarks on the Internet as their feedback"  {honestly}. I responded that it was not possible ...Trip Adviser or VRBO would never permit it.  No reply.  I did not ask them again to do it for us. Traveler:  the essage is...at least return the consideration to Owners who care for your experience by preparing thoroughly for your stay, helping you along the way, and giving you consideration after your departure.

One of our "selling points" is that we give explicit turn-by-turn directions for them to print-out and have with them when they arrive and always have someone on site to both speak to them by phone if they have trouble en route, and then have someone greet them at their parking spot, check them in, give them all materials, keys, etc. and answer all questions about the property and area.  I realize not everyone can do this, but if possible it really makes a difference!

Quick Tip for owners in regard to bend 2011 comment ... place a small label on your door above your lock with a contact phone # ie: Locked Out? 800-123-4567. Has helped our guests many times and they see the emergency contact # everytime they enter the property during their stay. Hope that helps. 

Mike Cushing

www.bookbyowner.com

marilyn,

there is an extensive conversation on the showing of property to prospective renters.  You can read it here:

http://community.homeaway.com/message/5967#5967

Wouldn't that possibly bring up doubt, like you want to be sure they like it in person because maybe there's something "wrong" with it or something that you think they might not like, or that others have complained about and wanted their money back??  I would be very apprehensive to introduced any doubt and discourage bookings.  However, we have many photos, all are accurate and the floor plan, square footage, balcony views, etc. are all provided.  WIth Google Maps you can even use Street View to see the neighborhood around it too.

Besides, aren't travelers used to booking without seeing a place first, like every time they book a hotel (which can often be not what is advertised).  The lengthy discussion thread on the boards here about showing a place http://community.homeaway.com/message/5967 before booking is very helpful, but they all start with the same premise, which is how to handle it when the traveler himself asks or brings it up over the phone or in e-mail.

Hi Danielle...

It's definitely more economical (and often more personable too) to rent directly thru the owner.  In today's world of technology there are many ways to protect yourself.  A signed contract iterating exactly what you both agree on (terms, dates, rates, etc.) protects both the owner and the renter alike and is one thing we always implement.  You also have protection thru your credit card company should a deal go bad, as well as a receipt via e-mail. There's also past guest references that the owner should be willing to provide you, as well as published reviews that are well-scrutinized by some sites to be sure they're legit.  Of course, you have no more guarantee than anything else in life you do directly with a private party, like buying a car, furniture, etc.  If you are willing to do just a bit of research the first time (which you seem to be doing) you can always come out ahead and feeling confident.

It's not rude to ask "what is your best price?" or "do you offer military discounts?".  However, it's first best to consider the circumstances: Is it peak season?  Is it a good place at a fair rate already?  Are there few places available on a last-minute booking?  There can be exceptions so it never hurts to ask, just like you'd ask for a hotel's specials.  However, it is presumptuous to feel the owner is obligated to make a concession for you that they don't normally make for others.  Common sense and good social skills is the key here.

Hi Danielle,

With regards to your question here: "I also saw that  it's rude and disrespectful to ask for discounts? Do think it's rude to ask for a military discount? Considering alot of people offer them but don't advertise it and you have to ask them to know whether they do or not? "

I think, as Marilyn, suggested, it totally depends on HOW you approach the owner.  If you write a respectful message, explaining who you are, your reason for visiting the area, and the things that attracted your attention to this specific rental ... and you follow up on this very considerate and respectful message with a simple sentence saying that you are a member of the military and would like to be advised of any discounts for the military if available ... this would not bee seen as rude at all. 

BUT: If you send an inquiry with NO INFORMATION ABOUT YOURSELF AT ALL, and with just one line in the message area, saying "please give me your best, discounted rate," this is what will annoy the owner and may result in you not getting any response at all.  Why?  Because while we may, sometimes, give discounts, it is only during our off-peak season and even then, it is only for people that we have talked to and gotten to know and feel comfortable with.  If you have not told us anything at all about yourself, you have given us NO REASON AT ALL to want to you give you a discount, so why would we?

On the flip side, even if you do give us all the info about what an awesome tenant will you be, we may be very impressed with you, but ... we still may decide NOT to give a discount, and please don't take that personally.  It might be peak season, and during peak season, we wouldn't even give a discount to Mother Theresa, if you catch my drift.     (Well, I'm sure Mother Theresa is in heaven partying with Elvis right now, but if either one comes back from the dead and asks for a discount during peak season ... they'll be out of luck!  LOL.  )

Or there might NOT be any discounts possible, even if is off-peak season ... we may have something else going on, like ... maybe we've got relatives coming into town during that week who we'd LIKE to stay at the apartment, if no one else books it.  Well, in that case, before we put our own relatives out on the street (okay, up in a hotel), we'd need someone who is going to definitely make it worth it, by paying full price.  If we only get bargain hunters that week, we will turn them all away, because we'd rather get zero money and let our family stay there instead.  But if someone is paying full price to stay at our guest apartment, then it may be worthwhile to squeeze the family in with us, or find them a budget hotel, etc.

Or sometimes we've got some remodeling or maintenance scheduled ... not anything urgent, but something we'd like to get done if the apartment doesn't get booked.  In those cases ... we'll only reschedule or "put off" the plan for remodeling if we get a full-price booking.  If you come in asking for a discount, we'll say "nope, sorry" because actually, rather than giving a discount, we'd rather it be empty so we can get the work done that we had wanted to do anyway.

The point is, there are a lot of things going on with the owners ... and we evaluate each inquiry on a case-by-case basis. 

When you inquire, remember it's like renting an apartment directly from a landlord ... you go there, you talk to the landlord, you try to get in his or her good graces, and if you like the place, and if the landlord likes you, then you will get to sign a lease at the apartment.  If you walk in demanding stuff from the beginning, the landlord may not warm up to you at all, and you may not be offered the apartment.

Also in reponse to Danielle's question "am I supposed to reserve it some how on this site or just through email with the owner?"

The answer to this varies, owner by owner.  Many of us are using HomeAway's online Reservation Manager (RM) system.  With RM, the owner can e-mail you the Payment Quote, Guest Rules, and Cancellation Policy, and you can click a box that says you agree to the Payment Contract and Guest Rules, and then you can pay for the rental online via Echeck or credit card. 

There are other system owners use as well ... some owners rely on contracts that are e-mailed back and forth, or physical hard copy payment contracts which are mailed to you, and then you sign these documents and mail them back to the owners.  Some owners accept payment sent via check in the mail, or credit card taken over the phone, or PayPal, or Google Checkout, or PPI, or other online invoice systems.

I like to offer a variety of options so that my guests can pick the way that works best for them.  So when it comes to how I personally process Payment Conracts and signatures, and accept payment, it's almost "all of the above." However, many owners just use one system ... either paper, or electronic, or phone, or whatever. 

Also note that many owners require a phone conversation so they can get to know you better, before anything gets actually booked.   This is part of our policy as well.  Danielle, just as you may be worried about the owner not being legit, we (the owners) are just as worried, and even more so, about the potential for getting a destructive guest ... a criminal or drug dealer or a pyromaniac ... let your imagination run wild!  ... or someone who may be a "scammer" looking to get a free vacation.  Therefore, many of the owners are very cautious and selective about the people they select to stay at their guest apartment.

When guests don't understand this last point, and simply ask for the price and the discounts up front, without giving any information about themselves ... this is what bothers the owners!  There is a lot of trust that has to be built up on both sides of the equation, before any transaction takes place.  I think it would be beneficial if more potential guests / renters would understand this.

Jennifer, when it is over 6 months in advance we refund the entire security deposit to the renter and it states so in our cancellation fee schedule in the contract they sign.  Two things:

• Did you sign a contract stating the cancellation policy and that 50% would be withheld even 7 months in advance?

• Also, PayPal fees are automatically refunded to the owner when he issues you a refunded, provided you didn't pay longer than 60 days ago.