Vacation Rental Homeowner HQ

Winter

Do you have your capital improvement list together? We've crafted our very own recommendations based on our nearly 20 years of experience on the Outer Banks.  You can find that here. Having a 5 year or even 10 year plan for updating/replacing key items truly helps with your planning. Annual improvements should include things like touch up painting and replacing outdoor furniture, grills, and many kitchen items.  Be sure to include a plan to get service and inspections set up on HVAC systems, appliances, hot tub, pool pumps and heaters, fencing and walkways to the beach, among other important items at your home.

Make sure that your home has eyes on it while it's unavailable or not being rented during the off-season. This especially helps after a cold week or a hard freeze. Property Managers are your eyes and ears on your home while it is not being rented. 

Popular times like holidays, summer weekends, school breaks, and special local events can attract high demand, so keeping your property open during these periods could maximize your earnings. If you don't need to use your home during these busy times, renting it out could be a smart way to boost your income potential.

Important Holidays:

• Valentine's Day Weekend
• President's Day Weekend
• Easter Break Week
• Mother's Day Weekend 
• Memorial Day Weekend
• Father's Day Weekend
• 4th of July Week
• Labor Day Weekend
• Columbus Day Weekend
• Thanksgiving Week
• Christmas Week
• New Years Eve

✅ Pump your septic systems!

Alright, folks, here's the scoop on septic systems if your home is not on a public sewage system. Think of your septic system as the unsung hero of your vacation home, quietly dealing with all the stuff we'd rather not think about. Ignoring it? Well, that can lead to a world of mess, not to mention a hit to your wallet and the environment!

Regular pumping is like giving your home a health check-up; it keeps things running smoothly so your retreat stays a retreat. Trust us, a little TLC for your septic system means peace of mind for you and your guests. If you are not sure when you last had your septic system pumped, please reach out to us directly.

✅ Figure out your preferred vendor list

Having a clear vendor list helps us respond quickly to maintenance issues, avoid unnecessary delays, and ensure that repairs align with your preferences. Whether it's HVAC, plumbing, electrical, lawncare, or general repairs, a quick confirmation now can make a big difference when time is of the essence mid-season. If you're unsure what we have on file, reach out—we're happy to double-check for you.

✅ Schedule landscaping and Projects

Even though it's cold outside, now is a great time to think about the warm spring months ahead. If you're not already working with a landscaper, please make sure you're scheduled for upcoming landscaping. As stated above, we are anticipating a strong spring with April occupancy numbers increasing year over year.

It's the perfect time of year to start scheduling your property's spring updates. From small projects like power washing and landscaping, to large projects like remodeling, preparing your home for the busy months ahead gives you a head start over the competition. Getting on vendors' schedules now means less headaches later when they start to fill up their calendar. Not only that, but scheduling now ensures your property is in prime condition for the spring rush for spring break families and Easter bookings. Need recommendations? Our team is happy to assist!

Spring

✅ De-winterize Homes

✅ Get Pool Ready

✅ Schedule Lawncare

✅ Schedule Fan and Filter Service

We've already hit a few 80-degree days this month, and temps are warm enough that everyone's AC unit is on for the season. KEES started changing filters early this season in advance of the hot season to keep guests and owners happy. If you have any questions about how we handle fans and filters within our property services, we would be happy to explain further!

✅ Disable security cameras if home is open

What You Need to Know for Your Vacation Rental Home

Many websites including Airbnb and VRBO require hosts to disclose the presence of any surveillance devices, including cameras and audio recording devices, in their listings. This includes any devices that are intended to detect and alert you to events such as smoke, CO2, or motion.

If you have security cameras installed at your vacation rental property, it is important to be aware of policies on disclosing this information to guests. Not only is it a legal requirement in many states including North Carolina, but failing to do so can result in negative reviews and even loss of your listing on certain websites.

Airbnb's policy states that hosts must disclose the presence of any surveillance devices in the "House Rules" section of their listing and must also indicate whether the devices are actively recording or only being used for detection purposes. If a host fails to disclose the presence of a surveillance device, these websites may act against the host, including suspension or removal of their listing.

Safety Checks

Pool Safety has shown up in the rental business news lately in a recent Airbnb lawsuit. One important area that is a top concern for us: pool gates.

If you think about it, pool gates are one thing in operation at all times – they are the one thing holding anyone back from getting into a pool if they are not supposed to. If the gate does not close and latch by themselves, it can be an issue for anyone not paying close attention. Especially children.

For KEES staff, this is an area everyone is trained on and asked to report. If a pool gate does not close, an immediate ticket goes in to fix that day.

Deck furniture is another that we're always watching - ensuring furniture is not leaning against high deck railings is vital. We also keep our eyes peeled in reviews and surveys -- we take any safety concern feedback seriously and will recommend replacement for safety as soon as we're made aware. If you know that your deck furniture is in bad condition, please reach out to us!

Grill Safety is another area top of mind as guests start to get back into town. With Memorial Day kicking off, everyone is outside using those grills! If KEES recommends a grill replacement it is because we err on the side of caution. Whether it be a propane exchange, a rusty grill, or grease traps, we are always receptive when guests ask for assistance. Grills are not allowed on decks and are recommended to be 50 feet away from your home.

Fire Safety is the last area we'll touch on. All fire alarms have had preventative battery replacement prior to the start of the season with testing happening throughout. We replace smoke detectors over 10 years old and replace carbon monoxide monitors at or over 7 years old because that is their life span. While some models may include both smoke and carbon dioxide monitors combined in one alarm, we recommend separate carbon dioxide monitors in the kitchen if you have a gas stove.

Review in home messaging: If you are heading into town, it is always a good time to refresh yourself on beach best practices. Remind yourself of the lifeguard locations. Use our brand new Guest Directory and Outer Banks Guide if you're searching for more details.

✅ Pre-season appliance check-up.

When it comes to guest satisfaction and avoiding mid-stay issues, major appliances can't be overlooked. Water heaters, HVAC systems, refrigerators, stoves, ovens, and elevators are some of the most critical systems in your home—and some of the most expensive if they fail. Even more importantly, a sudden breakdown can lead to more than just a repair bill. In many cases, it can disrupt a guest's stay and result in refund requests or compensation. That's why we strongly recommend a full pre-season checkup of all major appliances and mechanical systems. A quick inspection or service visit now could save you thousands in emergency repairs or lost revenue later.

Need help getting started? Let us know, and we'll be happy to schedule a preventive maintenance visit with one of our trusted vendors.

Power wash your home. After a long and wet winter, many homes are showing signs of mildew, dirt buildup, and general weathering. Now is the perfect time to schedule a power wash to refresh your home's exterior and boost curb appeal before peak season. Why schedule a power wash now? Remove any built-up grime and mold. It protects your home's surfaces from long-term damage. It improves the overall aesthetic for guests and helps maintain property value

Summer

✅ Establish future year pool dates

✅ Look Ahead for Future Year Projects

Thinking about a 2026 project? It's never too early to start planning. We're here to help make it smooth and stress-free. Whether you're refreshing your interiors, replacing flooring, updating bathrooms, or taking on a full kitchen remodel, we want to hear about it—early!

As we start to open 2026 calendars (and thank you for all of those who have opened early already), letting us know about major renovations helps us better coordinate your future year booking calendar and avoid guest disruptions. It also gives us a chance to help with permitting timelines, inspections, and scheduling if needed. Even cosmetic updates like new paint, furniture, or décor can significantly boost your home's appeal and booking performance—so let's partner up to make sure it's done right and ready for guests.

✅ Look ahead for Autorenewals

Contract auto-renewals are on the horizon, and now is a great time to start thinking ahead. If you're happy with how things are going and want to lock in early, we'd love to handle that now and give you one less thing to worry about later.

Otherwise, keep an eye on your inbox—official auto-renewal notifications will be going out soon. If you have questions, want to make changes, or simply want to chat through what to expect, our owner relations team is always jus Roaches Vs Water Bugs & What To Know

✅ Water Bugs Vs Roaches and What to know
As we move into the warmer months, our team is already seeing signs that water bugs may be particularly active this season. We understand how concerning any pest sighting can be for both owners and guests, so we want to clarify the difference between water bugs and roaches and how KEES responds to each.

Water bugs are large, dark brown or black, and often drawn to moisture and outdoor lighting. While they can look alarming, they are not an indicator of poor cleanliness and typically appear more during warmer months.

German roaches are smaller, light tan or brown, and are a much greater concern. These pests reproduce quickly, are harder to eliminate, and are usually tied to unsanitary conditions or untreated infestations.

Our Response Process when a report of a bug sighting is submitted:

Our team investigates the specific areas where bugs were seen, including behind and under appliances.

If we confirm the presence of German roaches or an excessive number of water bugs, we immediately notify pest control for professional treatment.

To ensure the fastest and most efficient response. If you have a preferred pest control vendor, please send us their contact information.

If you have an active pest control contract, especially one that includes routine spraying, let us know so we can coordinate effectively

By working together, we can keep your property protected and guests comfortable throughout the season.t a phone call or email away.

✅ Mid-Season Carpet Cleaning for High Traffic Areas

It's been a busy summer, so now's the time to give your high-traffic areas some TLC to keep those quality review scores high. Our team is recommending and scheduling carpet cleanings to stay ahead of any long-term wear.

We have an on-staff carpet technician for the heavy deeper cleaning items needed that our inspectors and staff can't do during light refreshes during the week. If you'd like to prioritize certain rooms or delay until the post-season, just let us know.

On the topic of carpet, it's important to mention upholstery. Couches and chairs, especially the light colored ones, can take a beating! It's likely that we've reached out already for any issues, but if you want to go ahead and knock that out at the same time, it would save you money from sending someone back out later.

It is highly recommended for pet-friendly homes to have routine carpet cleaning

Fall

✅ Inventory Checklists
To prepare for next year, we will soon be reviewing inventory at each property. We'll send you a checklist noting any missing or damaged items that need to be replaced so your home is fully stocked and ready for future guests. Keeping everything in tip-top shape will ensure a smooth guest experience and help protect your property in the long run.

As always, thank you for trusting us to manage your home during the busy holiday season. If you have any questions, feel free to reach out—we're here to help!

✅ Fireplace Checks As pool season ends, fireplace season begins!

With the cooler months approaching, guests will surely be looking to cozy up by the fire. If your vacation rental features a fireplace, rest assured that our team is ready to ensure a smooth transition into the off-season. We proactively dispatch technicians to perform a test lighting and inspect your fireplace, ensuring it's safe and ready for guest use. Regular maintenance like this helps protect both your property and the well-being of your guests. Now's a good time to make sure that you have your propane checked or refilled.

As the season changes, we often receive numerous inquiries from guests about how to operate the fireplace. Since every unit is different, having clear instructions can make all the difference! If you have specific directions or tips for using your fireplace, please share them with us so we can add them to our records. For instance, did you know many guests overlook that the fireplace may have a hidden switch or remote? With your input, our Guest Services team can often troubleshoot remotely, saving time and hassle for everyone.

Propane reminder! If you're open for bookings during the off-season months and advertise a gas fireplace or have a gas cooktop stove, now's a good time to make sure that you have your gas situated!

With the holidays coming up, vendors get very busy and emergency calls can set you back a bit. As we are preparing for holiday arrivals, we will be finishing up our home inventory lists and checking stoves before check-in. If you can't recall the last time you refilled your tank, give us a shout and we can do a courtesy check.

✅ Schedule Security Checks

In the past, when KEES Vacations did security checks, we were verifying the home was secured and no one had broken in. Recently, we start taking it a little further with the vacancy inspection. We are taking the time to check for leaks, making sure appliances are in good work order, the HVAC isn't failing, and making sure local critters have not moved in. We will still implement the security side, but also want to inspect the entirety of the home. These will automatically populate 10 days after the home has sat vacant.

✅ Schedule Winterization

With fall in full swing and cooler temperatures on the horizon, now's the perfect time to plan ahead for winter. If your property is going off the rental market during the off-season, consider doing what we call a partial winterization based on how long your home will be unoccupied. This is where we do items such as:

Our winterization method includes the following:

• Cut off the water supply to the home
• Open all faucets and drain
• Power off water heaters
• Set heat to 55 degrees
• Secure windows and doors
• Place exterior trash and recycle cans in a protected area
• Store deck furniture (indoors, if possible)
• Inspect post freeze
• Lift the icemaker arm to disable the icemaker
• Store porch screens
• Reopen home/de-winterize
• Requires the home to be placed off the rental market

KEES extended partial winterization is $150 per visit. Taking these preventative steps now can help you avoid costly surprises when cash flow may be tighter during the off-season.

Security Cameras and Alarms

Many websites including Airbnb and VRBO require hosts to disclose the presence of any surveillance devices, including cameras and audio recording devices in their listings. This includes any devices that are intended to detect and alert you to events such as smoke, CO2, or motion. If you have security cameras installed at your vacation rental property, it is important to be aware of policies on disclosing this information to guests. Not only is it a legal requirement in many states including North Carolina, but failing to do so can result in negative reviews and even loss of your listing on certain websites.

Airbnb's policy states that hosts must disclose the presence of any surveillance devices in the "House Rules" section of their listing and must also indicate whether the devices are actively recording or only being used for detection purposes. If a host fails to disclose the presence of a surveillance device, these websites may act against the host, including suspension or removal of their listing.;

If you have security alarms, they must be turned off unless the home is fully winterized. It is important to let your property manager know this and also how to disarm if they accidentally arm the alarm during vacancy inspections.  In our area when alarm goes off, the local fire department or police department (or both) are notified immediately.  We must remain at the home until the home is cleared. 

Elevator Inspections

Annual elevator inspections are scheduled for every rental home with an elevator.  We're about 75% completed  with all properties. Keeping our elevators in compliance isn't just about regulations, it's all about safety, guest experience, and long-term peace of mind.

Weston's Law plays a key role in elevator safety by requiring protective measures that eliminate dangerous gaps between elevator doors and shafts that have tragically led to child entrapments in the past. By mandating features like space guards or baffles, the law helps prevent serious injuries and ensures safer use of residential elevators. For vacation rental homeowners, compliance is not just about meeting regulations, but about creating a secure environment for guests and avoiding potential liability.

If your home has an elevator, it is advisable to get on a regularly scheduled annual elevator inspection in the off-season if you have not already done so.

Vacancy Inspections

With the off-season underway, we want to ensure your home stays well cared for during any vacant periods. Starting October 1, our team will automatically begin vacancy inspections unless we hear from you with different instructions. These inspections give us the opportunity to keep an eye on your property, identify any maintenance needs early, and ensure everything remains secure while the home is unoccupied.

Here's what our standard vacancy inspections typically include:

• Checking doors and windows to confirm the property is locked and secure
• Running faucets and flushing toilets to keep plumbing in good condition
• Inspecting signs of leaks, pests, or water intrusion
• Ensuring HVAC systems are functioning properly
• General walk-through for safety and maintenance concerns

If you'd prefer to opt out of these inspections, it is important to let your property manager know. Otherwise, you can rest easy knowing that a team is keeping a close watch on your home during the quieter months. It's one more way we're working to protect your investment and maintain peace of mind year-round.

Hurricane Preparedness

 While we hate talking about the dreaded "H" word, we kindly remind ourselves that preparation is key. We remind all guests to consider purchasing Travel Insurance if they haven't already. Please note, that we will collect 100% of guest funds for any bookings, required preparations, or services. We follow all North Carolina Real Estate guidelines.

If you haven't signed up for basic storm prep when you signed your PMA, contact us immediately. We need to plan accordingly and gather details on who to communicate with for assistance. If you're unsure about your enrollment, we can quickly check your account. 

KEES will monitor all communications from Dare & Currituck County and the National Weather Service closely. We will email any major storm updates as soon as we have them. Ensure that the primary owner on your account stays subscribed to our emails for important information. If your email address needs updated, let us know.

Secure Your Owner Closet

Owner closets are areas within your home designated as off-limits to guests. Instead of having guests getting nosy and figuring out a way to snoop on your stuff, here are a few suggestions to minimize the risk of someone entering your owner's closet.

If leaving something of value, install a camera. Since this is not public facing, these do not need to be disclosed in your listing. Label the door private. To help with any potential police reports and filing any claims, the door must be clearly labeled "Private". Install security pins on hinged doors so it cannot be tampered with. Add or install a deadbolt to your door for added security.

KEES can periodically review or check your owner closet upon request, please reach out to us and we'll be happy to make arrangements during an upcoming turnover. 

Baby Equipment Rentals

Safety is #1 at KEES Vacations which is why we've decided we're no longer able to rent pack'n plays to guests. The risk of finding an item on a safety recall list is simply too high. Instead, we refer to local rental companies who will deliver and pick up.  We no longer advertise baby equipment (pack n play, highchairs, etc.).

Identify and finding underage groups

We actively screen reservations for red flags, including:

• Checking email addresses and booking platform accounts for first-time renters with no prior rental history.
• Reviewing side-by-side property bookings, which can indicate large groups attempting to bypass restrictions.
• Monitoring guest communication for inconsistencies, such as conflicting information about the group's age or purpose of stay.
• Surveying properties, looking for excessive cars at one property.
• Respond promptly to any neighboring property complaints.

If an underage group is discovered at check-in or during their stay, we act swiftly. A manager is dispatched to the property to enforce an immediate eviction. Evicted guests are not eligible for a refund. The manager remains on-site to oversee the group's departure and ensure an orderly exit. Before they leave, the manager conducts a full walk through with the leaseholder to assess any damages and document the property's condition. By enforcing these policies, we are committed to protecting your investment and ensuring that responsible guests enjoy our properties. If you have any questions about our approach, please don't hesitate to reach out.

Handling Evictions

While evictions are rare in short-term rentals, they are sometimes necessary to protect your property and ensure guest compliance with the Vacation Rental Agreement (VRA). Our VRA is carefully designed to follow the Vacation Rental Act, giving us the ability to request an eviction at any time during a stay if guests break the rules. Common violations include underage groups (all guests must be 24+ unless with a legal guardian), damage to the property, disturbances, fraud, or any violation of law or local code.

If an eviction is required, you're not left in the dark—our team is on-site from start to finish. We walk through the home with the leaseholder to document damages, oversee the guests as they pack to prevent further issues, and secure the property once they've left. It's a thorough, professional process aimed at protecting your home and your peace of mind.

Deck and Walkway Safety

Guest safety is always the top priority, and that begins with well-maintained decks and walkways. These areas experience heavy use throughout the rental season, so regular inspections and maintenance are essential to prevent accidents and ensure a positive guest experience.

Homeowners are responsible for keeping all decks, stairs, and walkways in safe condition. This includes checking for loose boards, wobbly railings, or unstable posts and making timely repairs when needed. Any guest concern or report related to deck safety may result in an inspection by a licensed contractor if a recent inspection record is not already on file.

To stay ahead of potential issues, it is strongly recommended that homeowners schedule annual safety inspections and make necessary updates before the busy season begins. Refer to the approved vendor list for trusted local contractors who specialize in deck and structural maintenance. Taking proactive steps now helps protect both your guests and your investment.

Pool Safety

Pool safety is one of the most important responsibilities for any homeowner with a private pool. Across the country, pool drownings have increased, making it more critical than ever to take every possible precaution. Each home should always have a pool hook or a safety ring available. If you can only choose one, the pool hook is generally the safer and more effective tool in an emergency.

Every pool area should be surrounded by a secure fence or gate that meets current safety standards. By law, pool gates be self-closing and self-latching, with the latch positioned out of reach of small children. If the inside ground level goes directly to the pool without a gate or fence – the pool isn't fully fenced in -- pool alarms are required. These alert you if the gate opens must be installed. We also recommend pools be covered during the winter/off-season while the home is closed to prevent accidents.  These layers of protection can save lives and prevent serious accidents.

Lighting is often overlooked because most inspections occur during the day. However, proper lighting in and around the pool is essential for nighttime visibility and safety. Guests should always be able to see clearly if someone is in distress. Another area to check regularly is the pool edging. Many people stand or sit on the pool edge to jump in, so make sure the sides are sturdy and secure to prevent injuries.

The Water Watcher Program is a great reminder for guests to designate one person as the "Water Watcher" whenever anyone is in the pool. This person's only job is to keep a close eye on swimmers without distractions. Many homeowners have found it helpful to include Water Watcher cards or a short safety note inside their homes to gently remind guests about this simple but effective program. You can learn more at Watch Your Kids – Water Safety USA.

To stay compliant, check your state's pool safety regulations regularly. If you want to stay ahead, review Florida's pool safety laws, which are among the most thorough in the country. Consistent upkeep and awareness go a long way in preventing accidents and ensuring everyone enjoys a fun, safe summer by the pool.

Fire Safety Equipment

Protecting your guests and property begins with reliable fire and carbon monoxide safety equipment. These devices are simple to maintain but can make a critical difference in an emergency. Every vacation rental should have working smoke alarms and carbon monoxide detectors in all key areas of the home, including hallways, bedrooms, and common living spaces.

Test all alarms at least once a month and replace batteries twice a year, typically when daylight savings time begins and ends. Most alarms have a lifespan of 7 to 10 years, so make sure you know the installation date and replace the units as recommended by the manufacturer. Combination smoke and carbon monoxide alarms are a convenient, reliable option for smaller spaces.

Each home should also have at least one multipurpose fire extinguisher placed in an easily accessible location, such as the kitchen or near the main living area. Larger homes or multi-level properties should have one extinguisher per floor. Check extinguishers regularly to confirm that pressure gauges are in the green zone and that the pins and hoses are secure. If the unit appears damaged, replace it immediately. It is helpful to provide a short safety note or sign near extinguishers that explains how to use them. The PASS method—Pull, Aim, Squeeze, Sweep—is a quick reminder guests can follow if needed.

Regular maintenance and clear labeling of fire and carbon monoxide equipment help ensure guest safety, protect your property, and demonstrate that your home meets the highest standards of care.

Fireplaces (gas and electric) are checked before the season, we check the pilot lights to ensure they ignite and stay lit,  inspect propane/gas lines for leaks or wear, and confirm venting and safety features are working properly. For the newer models, we always check to make sure the remotes work properly.  

Keyless Entry Systems

Upgrading to a keyless entry system is one of the smartest improvements a vacation rental owner can make. Our company makes this standard and is one of the first steps we take when you sign a property! These systems provide top-tier security by using time-sensitive access codes instead of traditional keys, which automatically expire after each stay. Every guest, vendor, and staff member receives a unique code, allowing you to track exactly who enters your property and when.

Guests love the convenience of going straight to the home without stopping for keys, while owners appreciate the low maintenance and reliability. Annual battery replacements are typically all that's required, and new codes can be issued remotely in seconds. Keyless entry adds peace of mind, convenience, and modern appeal to your property—three things today's travelers value most.

Seasonal Safety Checklist

For Coastal Vacation Rental Properties

Keeping your home safe and well-maintained throughout the year protects your investment and ensures every guest enjoys a comfortable, worry-free stay. Use this checklist each season to stay ahead of weather changes, wear and tear, and guest safety concerns.

Winter – Quiet Season & Prep Time

☐ Schedule professional inspections for decks, roofs, and siding
☐ Winterize plumbing and outdoor showers to prevent freezing
☐ Check windows and doors for drafts and reseal as needed
☐ Drain and cover pools, hot tubs, and outdoor hoses
☐ Service HVAC systems and replace filters
☐ Inspect and clean chimneys and fireplaces
☐ Test smoke and carbon monoxide detectors; replace batteries
☐ Store or secure outdoor furniture and décor
☐ Restock emergency supplies, including flashlights and batteries

Spring – Refresh & Ready Season

☐ Power wash decks, siding, and walkways
☐ Inspect and repair paint, trim, and woodwork
☐ Clean and check all windows and screens
☐ Test irrigation systems and outdoor faucets for leaks
☐ Deep clean carpets, upholstery, and curtains
☐ Schedule pest prevention or treatment
☐ Service grills, outdoor lighting, and pool equipment
☐ Restock kitchen items, linens, and safety gear
☐ Review and update your hurricane or storm plan

Summer – Peak Guest Season

☐ Inspect decks, railings, and walkways weekly for safety
☐ Check outdoor lighting and path illumination
☐ Clean or replace AC filters monthly
☐ Confirm fire extinguishers are inspected and accessible
☐ Keep pool and deck areas free of algae and sand buildup
☐ Make sure house numbers are visible for emergency responders
☐ Remind guests about pool, grill, and beach safety rules
☐ Test smoke and CO alarms mid-season
☐ Monitor weather reports and secure outdoor items before storms

Fall – Transition & Storm Season

☐ Inspect roof, gutters, and downspouts for damage or blockages
☐ Trim trees and remove weak or overhanging branches
☐ Drain, clean, and close pools and hot tubs
☐ Schedule HVAC service and switch filters for heating
☐ Clean and store outdoor furniture and grills
☐ Inspect decks, stairs, and railings for wear or damage
☐ Check window and door seals for drafts and moisture leaks
☐ Review insurance coverage for storm or flood protection
☐ Test exterior lighting and motion sensors

Tip: Keep this checklist handy each quarter. A little preventive care each season can save time, protect your property, and ensure your guests stay safe and happy all year long.

If you're completely new to vacation rentals and eager to list your home, we have questions to ask your property manager or realtor before you get started.  This list comes from questions our owner services team and business development team is asked regularly regarding vacation rental homeownership. 

Is it legal to rent out my home?

Step one is making sure you are allowed to rent a home in your neighborhood or community to begin with. If you can't find any bylaws against it, chances are you are OK.  If you're in the process of purchasing, your realtor can find out for you. Sometimes when you are buying a home there is established rental income which should help.  It is advisable to find out there's any active regulations, local codes, or ordinances in your town or city. 

How do taxes work?

It is smart to ask the property manager if you are required to collect and pay Transient Occupancy Tax (TOT), lodging tax, or hotel tax to local and state authorities.  Most property managers like KEES are the merchant of record and collect and remit taxes for you. 

Regarding income tax implications, we recommend consulting with a tax professional/CPA about deductions, business entity formation (like an LLC), and federal/state income tax on rental revenue. 

Will my current insurance work?

Make sure your homeowner policy is clear and talk to your insurance agent about any extra coverage you may need for insurance.  Chances are your standard homeowner insurance policy does not cover commercial activity 

How much money will I make on my rental?

This highly depends on several factors. We recommend getting a projection from a licensed real estate professional vs using websites that guess or use algorithms to guess a good rental income.  A real projection will include more than just your gross income, it will highlight costs of maintenance and housekeeping and estimated commission costs. Here's a starter guide for a few things to expect.  

How do payouts work?

Once a guest books your vacation rental, they'll receive a rental agreement that must be signed and returned along with their first payment. At KEES, we require guests to pay 1% of the total rental amount upfront, plus any extra fees such as admin fees or cleaning fees. The next payment of 49% is due within 30 days and the remaining balance with taxes due 30 days before arrival. For any last-minute bookings made within 30 days of arrival, the full amount is due at the time of reservation.

If a guest doesn't provide their signed rental agreement or payment within 2 days, we'll reach out with a courtesy call. If they still don't respond to confirm their reservation, we'll proceed with cancellation.

North Carolina law governs the merchant of record of vacation rentals.  This is how we collect and manage your rental income.  Many companies, including KEES pay out (disburse) upon arrival. 

Managing our trust account is a significant undertaking. Our accounting team works diligently at the end of each month to process payments to all property owners.

The IRS requires one name and one social security number for each homeowner account, or a partnership name with a federal identification number. KEES Vacations (or any property manager) typically collects all state and county taxes on your behalf and remits them in full compliance with applicable laws. You will want to ensure your tax information is accurate to avoid any issues with your own tax reporting. Our property management company and many others require direct deposit.

Most rental companies including KEES provide a monthly detailed income and expense statement with all items categorized by type, including rental income, management fees, and maintenance expenses. At the end of each year, you'll receive a 1099 form reporting your gross rental income.

Should I self-manage or hire a property management company?

We highly recommend a property manager for any vacation rental for a variety of reasons. Trust accounting, having reliable help cleaning and maintaining your home, having ability to generate more revenue, better technology and infrastructure, navigating local laws.  

If the unexpected presents itself, chances are a property manager can weave through the issue quicker and has 24/7 support at their back.  According to Breezeway, over 45.5% of property managers encounter last-minute changes or guest-related issues daily and 86.4% responded issues happen at least once per week. 

Help me understand cancellation policies and travel Insurance?

We get a lot of questions this time of year from both owners and guests about what happens if someone needs to cancel their trip. Here's a clear breakdown based on our official policies. 

Cancellation - All KEES vacation homes are individually owned, so reservations are non-transferable and non-refundable and subject to specific cancellation guidelines.  Most of our homes are on strict cancellation policy meaning no refunds are allowed for no-shows.  Guests are able to submit for cancellation under our re-rent policy.  Cancellations must be submitted in writing. Guests are only eligible for a refund if the property is successfully re-rented for the same dates.

If re-rented at the original rate, the guest receives a refund minus a $75 cancellation fee, insurance, admin fees, and any third-party costs. If re-rented at a lower rate, the guest is also responsible for the difference. No refund is issued if the home is not re-rented

Note: Specific cancellation details may vary by property. We sell cancel for any reason protection separately from this policy. 

Travel Insurance- By state law we must offer travel insurance and guests are encouraged to purchase it to protect their booking against unexpected changes.

This is optional but highly recommended and is offered to guests through a third-party company. It covers unexpected events like illness, injury, weather interruptions, and even job loss. If a guest must cancel and has travel insurance, they'll file a claim through our insurance company, not through KEES.

How does maintenance billing work?

Labor for fieldwork is typically billed at an hourly rate, with time tracked in half-hour increments. Materials and supplies are charged by work order, and state sales tax is added to labor as required. This ensures accurate, transparent billing for all property maintenance and repair services.

If a repair is expected to cost more than $500, homeowners are usually contacted for approval before the work begins. In situations where a quick response is not possible, management may proceed with necessary repairs to protect the property or maintain a positive guest experience. The goal is always to balance responsiveness with respect for owner preferences.

All completed work appears on the homeowner's monthly statement. This includes copies of vendor invoices and summaries of any maintenance completed by in-house teams. For accurate tracking, refer to the "date fixed," which indicates when the repair was completed, rather than the "date billed."

A coordination fee may apply to larger homeowner-requested projects such as painting, pool heater installation, or deck and walkway construction. Homeowners who choose to hire their own contractors are encouraged to use trusted local professionals. Keep in mind that most property management companies do not warranty or verify work arranged directly by the owner

How Are guest damages processed and claimed?

Even with the most respectful guests, damages can occasionally occur in a vacation rental home. Our goal is to make this process as smooth and transparent as possible for homeowners while ensuring repairs are handled promptly and fairly. Here's how our team identifies, documents, and manages guest-related damages from start to finish.

When a potential damage is reported—whether by a housekeeper, inspector, or maintenance staff—it is logged in Breezeway. The Logistics team reviews inspection photos and cleaning reports to confirm the timing and extent of the issue. A task is then created under the appropriate category—maintenance (for repairable issues) or replacement (if an item must be replaced). A KEES Maintenance Technician is assigned to inspect, photograph, and document the damage.

If the item can be removed, it is transported to our Operations office, labeled with its task ID, and logged for review. Items that cannot be removed are assessed on-site to determine if repair or vendor coordination is required.

Once reviewed, the Logistics team classifies the issue as normal wear and tear, accidental damage, or malicious damage:

• Normal Wear and Tear: Natural deterioration that occurs over time and through regular use. These issues are not charged to guests. Homeowners are notified and provided with repair or replacement options.
• Accidental Damage: Unexpected guest-caused damage covered under the guest's protection plan. Logistics coordinates the repair or replacement, and Guest Services processes the claim with the protection plan provider.
• Malicious or Negligent Damage: Intentional or reckless actions that result in property damage. Guest Services is notified within 72 hours of checkout, and costs are recovered from the guest directly when applicable.
• All completed repairs and replacements are documented in Breezeway, ensuring transparency from the initial report through resolution. This structured approach protects your investment while maintaining fairness for guests and homeowners alike.

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Examples of Accidental Damage (Typically Covered by Protection Plan)

• Wine or coffee spilled on a rug or upholstery
• A dog chews the leg of a chair in a pet-friendly home
• Microwave burns or scorch marks from overheated food
  
•  A guest trips and shatters a glass tabletop
  
  

• Faded or worn furniture fabric
• Frayed carpet edges or traffic wear on stairs
• Rusted or corroded grill parts
• Loose door handles or aging appliance knobs
• Deteriorating patio cushions from sun exposure
• Small scratches on hardwood floors
• Yellowing blinds or peeling caulk in bathrooms
• Broken pool cue, décor item, or remote control

In these cases, homeowners will be contacted with three replacement or repair options to choose from.  We match these items as closely as possible to what the owner had. 

How do cleaners know what is in my house?

Having a established list of houseware items helps your cleaners and inspectors be aware of what to look for while they are performing services.  At KEES we have a standard list of items that are checked between stays and we do routine inventory inspections and counts bi-annually.  

We encourage owners to take a list of items that are high value to them such as artwork or electronics and relay that back to our cleaning team so they can check between cleans. 

What do you look for when cleaning a home?

We perform a thorough, top-to-bottom clean to ensure your home is guest ready. This list is a scaled back version of our performative checklist but covers many of the bases. 

• Floors & Surfaces: All hardwood and carpeted areas (including stairs) are vacuumed and mopped. All furniture is dusted and wiped down.
• Bedrooms & Linens: Beds are made with fresh linens, and towel packages are placed on each bed. Closets and drawers are tidied.
• Bathrooms: Tubs, showers, sinks, and toilets are deep cleaned. Mirrors are wiped, and shower curtain liners are inspected and replaced if necessary (billed accordingly).
• Kitchen & Appliances: All dirty dishes are washed and put away. Ovens, microwaves, refrigerators, and freezers are wiped down inside and out. All food items are removed, and appliances are set to the correct temperature.
• Trash & Cabinets: All trash is taken out. All cabinets and drawers are wiped out and tidied.
• Outdoor Areas: Decks, screened porches, and outdoor furniture are inspected and wiped down as needed. Spiderwebs are cleared from entry areas.
• Final Security & Inspection: All doors, windows, and sliders are locked. The A/C or heat is set to the seasonal standard (75° summer / 55° winter). We conduct a detailed inspection for any damage or broken items and stock the home with our welcome package.

How do you handle bed bugs?

Bed Bugs for example are something everyone in the travel industry has to prepare for.  While completely unavoidable, there are steps that can be taken to recognize and take action when they are found.  Working with a great cleaning team and inspection team with proper training is important. We recommend bed protector that fully wrap/encase the beds and or bed springs.  There is no specific furniture that attracts bed bugs more than others, however the more intricate with spaces to fill, the harder it is to spot (eg wicker, rattan) 

Having an established third-party pest control company with regular pest-control is helpful.  When signs of bed bug are found, the property manager will work closely to establish a report and minimize further spread.  Working to ensure the guest's items are taken care of, any any furniture that needs to be replaced. 

Do I have to issue refunds for storms?

Each state has different guidelines for how refunds work for vacation rentals.  The North Carolina Vacation Rental Act (G.S. 42A) provides clear guidelines for hurricane evacuations. KEES Vacations offers trip insurance that covers a prorated refund in the event of a mandatory evacuation. If guests choose not to purchase this coverage, neither the homeowner nor KEES Vacations is required to issue a refund for evacuations. However, if your property sustains damage and is deemed uninhabitable, you are required to refund all payments received from the guest.

Please note that various channels such as Airbnb and VRBO have their own processes that cover mandatory evacuations in each area. It is advisable to review each site for the most up-to-date information as their policies change frequently.

Is my property safe for renting to families? 

Are all safety features in place and compliant with local law (e.g., working smoke and carbon monoxide detectors, fire extinguishers, and clear evacuation plans/exits)?  Read more on our safety guide on this page. 

What do I need in my home to get it rented?

In this guide we discuss making your home more rentable and accessible.  Aside from the normals – a nice bed, cozy couches, great WIFI, and good seating, there are a lot of areas you should look for as a guest. We always recommend staying in a secondary room for a night or two and imagine yourself as the guest. 

How will I market my listing?

When you choose a property management company, they are doing a majority of the marketing for you through their website, their preferred partners, or even online travel agencies.  Some homeowners choose to do their own marketing through social media on their own like their own homepage with updates on their home and photos from their guests.  It is important to stand out from the pack.

Do I need a name for my vacation rental?

Branding your home can be a quick way to make a vacation rental into a family favorite for years to come.  Simple, easy to spell names that are quick and memorable. We don't recommend places in the name of your home such as if you are in Texas you don't want to name your home Caribbean Breeze. Although a fun pun for your area might be fitting!  You may want to Google your potential name + your area and see if the home name is already chosen, it can be hard to get your name out there if there are already a few homes with the same name. 

What are some challenges property management companies encounter?

Finding information about what is happening in the home, unclear communication, callbacks from previous work in housekeeping or maintenance, guest complaints, guests changing plans, answering detailed questions about properties, and not scheduling recurring tasks that should be automated.  

This is why most property managers utilize high-end technology that helps support staff communicate better and guests to give feedback immediately.  Troubleshooting in real-time and having immediate solutions are the best ways we can support our guests and our homeowners. Having high operational standards is a competitive advantage for property managers. 

Have more questions? 

We're here to help!! Contact us at 866-316-1843 or [email protected]

Below are tips and tricks of the trade based on years of data, research, working with partners in the industry, and good old fashioned bookings through our website.  Take a look! Have any tips of your own? Let us know!

Stay in your rental as a guest

We highly recommend owners and owner families to stay in their homes before their very first rental. Try out a different bed other than the main bed and report back on your experience with your family. Did you have everything that you needed? Was it comfortable?  What could make it better?  Chances are there is something that could be improved on. 

Be open to new promotions

We highly recommend being responsive to new promotions as they come up.  For example, KEES offers a variety of discounts to show appreciation to your guests and encourage return visits. We offer exclusive discounts for military personnel, educators, and repeat guests! It's not a huge discount but it's enough to sway someone. Typically opting in means that you get added to new pages and promotions on social media, and cast a wider net for guests who might not have found you otherwise. It's great way to build loyalty and get someone to rent your home for many years to come. 

Allow flex stay short stays instead of full week vacations. 

Allowing partial (flexible stays) has proven to produce more rental income specifically in the shoulder weeks, outside of the summer months.  By being flexible you're giving yourself more opportunities to rent and showing up on rental calendars more often. If you only allow a certain day check-in, you might be missing out on opportunities to show up in search. 

Search is changing and we're finding more renters asking for shorter weekend trips (sometimes even multiple times a year) . Oddly enough, sometimes just allowing weekends you may be able to produce the same revenue per rent as you would have with a full week's stay.  Being flexible during off-season holidays can help you produce better results and help create more rental income. 

Allow pets

Allowing pets can specifically uplift your rental income.  Think about it. By allowing pets, you are accepting another group of travelers who would have selected a more accommodating home otherwise. If a guest is coming in the off-season and has an option to bring their pets, would they bring them or would they put them in a kennel?  Adding pets also gets you into popular search pages when travelers are selecting their amenities. It can also extend your season for the small families (young and old) who typically travel in the off-season.

On the flipside, we do know that pets can cause more wear and tear at the home. Carpets and upholstery will be cleaned more frequently and possibly repairs.  We recommend setting limits to how many pets can come. Industry standard is 2 pets and there is a pet fee that is added onto the reservation. 

 Note: By law, we must allow service animals. Paperwork and advance notice are required for proof before allowing them into home. 

If you do choose to allow pets think of where they are going to use the potty! We recommend Installing Pet Waste Stations that have the roll of trashbags in them. A mounted waste bag dispenser with starter supply costs about $150 for materials + installation and can last a long time.  The initial supply of bags can last about 1-2 months. Restocking/resupplying bags as necessary.  We do not recommend the pet waste stations with cans because a little bit of rain can make those pretty messy for everyone.

Decorate for the holidays

Bring a little extra holiday magic to your vacation home with a little help from local decorator. A guest searching for a home may be more inclined to select a home where they do not have to travel with their decorations. It also adds a festive feeling to the home and encourages a previous guest to return. If you want to stand out from the pack, add a little flair to the home for the holidays.  But make sure it is tasteful since too much can overdo it.  

Welcome kits add a personal touch

To ensure a stellar start to every vacation, many vacation rental companies provide a welcome kit or a starter kit to get your guests going for their stay. It can also be a nice first-touch as they enter your home.  KEES for example has our very own KEEkit

• Plush towel sets tailored to the occupancy of each home
• Gourmet K-Cups for that first-morning coffee
• KEES branded shampoo, body wash, and hand soap in every bathroom
• Kitchen essentials including dish liquid, a sponge, trash bags, paper products, washing machine tablets, and laundry supplies
• A special culinary touch with kitchen starter items
• Additional products included for wet bars and extra kitchenettes

Typically, most property management companies have included this in the housekeeping fee. It not only adds value to the guest experience, but also standardizes quality across all of their properties. This initiative has been met with enthusiasm, often highlighted in positive reviews that praise the thoughtful touch and convenience it adds to their stay.

Strong WIFI is incredibly important

The first thing guests will do when they get to the vacation home is jump on the wifi. And not just 1 of them, everyone in the home.  And they will add not only their phones but their devices like laptops and tablets too!  We recommend a strong mesh system which is growing in popularity, especially for the 5+ bedroom homes and multi-level homes.  This ensures high-speed access for your guests from every corner of your home.

Having local internet experts is another strong way to make sure that things go without a hitch. We partner with local internet experts who can triage and respond to guest calls which even save money in the long run. Guests can call in and triage issues directly through support rather than waiting for the property manager (or you) to supply the correct information, router location, or run out to resolve the issue. This is infintitely helpful for us here on the beach where the power can go out from time to time. 

You may be wondering what type of internet is best. We say go with what you can afford but also keep in mind it should support the number of guests that are in your home. You also may consider reviewing if your home is going to offer cable or streaming services. If you are going to allow TV streaming, you will want to get the best package you can afford. Also, don't forget about the working parents who have to jump on a call during the vacation!  If a fiber option is available, that may be a great place to start. Fiber internet offers many benefits, including faster speeds, greater reliability, and improved security. Fiber lines are typically buried underground, thus weather resistant, so you and your guests can expect less outages and faster, more reliable service with symmetrical download and upload speeds.   Cable is plenty strong if you upgrade from the very bottom package.  Did you know sites like Airbnb will show strong WIFI as an amenity on their website?

Décor is what books the home

Think of the "3 P's" Price position and presentation.  In this case when you are looking at hundreds (or thousands) of rentals in your area, what makes one stand out?  Having "Instagram worthy" furniture is nice and does draw in the eyes but having cozy and comfortable decorations and furnishings is what really makes a good home great. 

From our friends at Coastal Accents, they recommend the following.

• Keep the style cohesive by using nature-inspired neutral tones. Think calm blues, soft greens, warm tans, and crisp whites.
• Use bold or trendy colors sparingly. Limit them to accessories or artwork rather than walls, bedding, or large furniture.
• Choose a consistent color palette, such as soft pastels in complementary tones.
• Use mirrors strategically to reflect light and outdoor views, making spaces feel larger and brighter.
• Replace worn or outdated furniture, bedding, curtains, or blinds to maintain a clean and appealing aesthetic.
• Incorporate natural wood or textural elements to add warmth, character, and texture.
• Aim for a light and airy atmosphere with breathable fabrics and an uncluttered layout.
• Choose versatile, multifunctional furniture such as poufs, nesting tables, or work/eat surfaces with integrated charging stations.
• Sofas: Opt for performance fabrics or tightly woven synthetic blends in neutral shades. We believe that slipcovered options are ideal for easy maintenance.
• Wood Furniture: Invest in high-quality solid wood or engineered pieces with durable veneers.
• Mattresses: Protect your investment with zippered covers that guard against spills, bedbugs, and odors.

Cleaning the right way

Cleaning is the single most important factor in the booking process. Especially if you list your home on VRBO or Airbnb. Think about it, would you chance your only vacation of the year to a home that has reviews about the home being dirty?  Having the right cleaning team and the right tools to do the cleaning can make a big difference in cleanliness scores and your overall bookability. Here are a few quick tips! 

We highly recommend at least 1 vaccuum in every home. Housekeepers do not typically use these, it is typically for the guest to use and clean up after themselves during their stay.  We also recommend brooms and mops. 

We recommend the O-Cedar Flat Mop system. It is not your average mop! Unlike older models that get dirty fast and spread grime around, this one keeps clean and dirty water completely separate. That means cleaner floors, faster drying, and a more hygienic clean between guests.

 This system is simple, affordable, and incredibly effective on hard floors. Whether it's tile, vinyl, or wood, the results are noticeably better. 

We can't spill all the beans here or our secret will get out!!

Provide a welcome guide or book

Having local information and recommendations connects you as the homeowner to the guest inside of your home. Chances are your guest is new to the area and doesn't know where to eat or what to do just yet.  They are always looking for that information that makes their stay extra special. They always want to do something no one else has done before! You can make a simple welcome binder with basic information or something jazzy via etsy with simple templates that are tried and true.  Our team does digital welcome books that are dynamic and change throughout the guest's stay. We find they are a little easier to update with new information.  Still guests love the physical touch of a welcome book. Some owners are still doing guest books too where the guest can fill out about their stay and that gives other guests ideas on what to do. 

Reading and responding to guest surveys

Surveys tell the story of your rental and this year we're handling guest feedback better than ever. We text our survey instead of email.  Rather than someone waiting to get back to their desk to reply, we're getting incredible real-time feedback at a higher volume! This helps us prepare for the next guest arrival.

Our team reads all surveys and responds to all Airbnb and VRBO guest reviews promptly and professional directly through one system without having to log-in to each individual site.  Our system is embedded with AI which allows us to quickly craft a response and personally tailor it to each individual. When a guest mentions a safety issue or a rectifiable issue (like a leaking faucet or broken chair), we submit a work order directly from the review system to our maintenance and housekeeping system.  For more serious requests that require an owner decision, these come to Owner Services directly. We track all progress and patterns through our review system making it easy to stay in the loop on patterns and feedback. All managers and supervisors read the guest surveys.

A good nights sleep = happier guests

Keep your bedrooms cozy, comfortable, and guest-ready with fresh bedding and thoughtful touches. Consider updating blankets and pillows regularly. New linens not only look inviting but also make a strong impression on guests. Microfleece blankets are an excellent choice for vacation rentals because they are soft, durable, and maintain their quality even after frequent washes.

Pillows should typically be replaced once a year to ensure they stay clean and supportive. Mid-grade pillows provide the right balance of comfort for your guests and value for you as a homeowner. Do not forget the details. A simple wastebasket in each bedroom adds both convenience and functionality. It is recommended to tag all linens such as comforters/bedspreads, rugs, pillows etc. for identification.

First impressions are everything

A well-maintained exterior helps protect your home and create a great first impression for guests.  As mentioned on this guide, proper landscaping is the first thing you see when you pull in the driveway. Walk-off entry doormats are a simple but effective way to reduce sand and dirt tracked inside. This small addition helps extend the life of your flooring and carpeting while keeping cleaning costs down.

Every property should have a working water hose available. It is an important safety tool and also useful for rinsing off decks, outdoor furniture, and windows. Guests will use these and help keep your property clean! In garage or carport areas where sand tends to build up, we recommend keeping a push broom on hand for quick cleanups.

Smoking is prohibited inside the home and on decks. Local fire officials suggest designating a specific outdoor smoking area instead. Provide a sturdy, non-combustible container for proper butt disposal to help maintain cleanliness and safety on your property.   

Every property should have a charcoal or gas grill.  recommend grill brushes, grillmats under the grill for 

Kitchen is where the heart is

A well-stocked kitchen makes a big difference in your guests' experience. Be sure to provide enough cookware, dishes, glasses, and utensils for the full occupancy of your property. As a general rule, there should be at least 1 and a half times each item per guest. For example, if you have a home of 5 bedrooms, you would sleep 10 guests comfortably.  You would want 15 coffee mugs (1.5x the stock) This ensures there are plenty of items available, even when the dishwasher is full or guests are entertaining.

Because many kitchen items need annual replacement, select pieces that are durable and reasonably priced. Non-stick cookware tends to wear out quickly, so we recommend stainless steel pots and pans for long-lasting quality. Glass baking dishes are also a better option than metal since they hold up well and clean easily. Remember to check and refresh utensils each year to keep everything in good condition. We do this for our owners during our annual inspection. 

For safety and convenience, every kitchen should have coffee makers with automatic shutoffs. If your home sleeps more than twelve guests, we recommend providing at least two coffee makers. A standard Keurig machine is also required to meet guest expectations.

Don't forget the bathroom!

Well-stocked and spotless bathrooms help guests feel comfortable and cared for. Each bathroom should be supplied with a full set of towels, a bathmat, and basic amenities that make the space feel welcoming. Check that all fixtures are in good working order and that drains are clear before each guest arrival.

We recommend replacing towels and bath mats annually or sooner if they begin to show signs of wear. Choose durable, mid-range linens that hold up to frequent washing while maintaining softness and quality. Neutral colors tend to stay looking fresh longer and appeal to a wide range of guests.

Each bathroom should also include a small wastebasket and a plunger. If your property has multiple bathrooms, it is helpful to keep extra toilet paper and basic cleaning supplies stored neatly in a cabinet or closet. Attention to these simple details ensures guests have everything they need for a comfortable stay.

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