Top 15 Mistakes Vacation Rental Owners Make and How to Avoid Them: A Practical Guide for More Bookings and Better Reviews - Part 2
This is the second article in the series "Top 15 Mistakes Vacation Rental Owners Make and How to Avoid Them: A Practical Guide for More Bookings and Better Reviews". In the first part, we focused on the importance of photos, pricing management, communication, listings, and off-season rental strategy. Now, we’re diving deeper into the topics that most often separate good hosts from great ones.
6. Ignoring reviews and negative feedback
In the world of private accommodation, reviews often matter more than the listing itself. Guests read them carefully, especially the negative ones, to see how the host responds. If you don’t reply to comments, especially to criticism, it can seem like you don’t care about your guests. On the other hand, a host who replies calmly and consistently shows that they care about each guest’s experience. Ask yourself honestly: would you want to book an apartment where the owner responds to reviews with passive aggression?
A bad review can be a chance to show you're professional.
If a guest writes:
"The apartment was dirty,"
you could respond with:
"Thank you for your feedback. We're sorry to hear that. After reading your review, we added an extra cleaning check to make sure it doesn’t happen again."
Instead of defending yourself, simply acknowledge the issue and explain what you've done to fix it. That kind of response builds trust with future guests.
Many guests forget to leave a review. The day after they check out, send a short and personal message.
For example:
"Thank you for staying with us. If you have a minute, we’d really appreciate a review. Your feedback means a lot to us."
This kind of communication is simple and can help you collect more reviews, which also improves your listing's visibility.
7. All vacation rentals look the same
On booking platforms like Booking.com and Airbnb, many listings look almost the same. White walls, identical furniture, neutral tiles, and generic descriptions like "close to the beach" or "quiet location" no longer catch anyone's attention.
If your apartment doesn’t have anything that sets it apart, it can easily get lost among hundreds of similar listings. Guests are looking for places that speak to them, where they can picture themselves staying, not just another apartment with no personality.
You don’t need expensive decor to make an impression. A few carefully chosen details can create the right atmosphere.
For example, a small bottle of homemade liquir and a welcome note with the guest’s name can create a memorable emotional moment.
One host in Dalmatia decorated their place with old family photos and the scent of lavender, while another includes a small cookbook with local recipes. These aren’t major expenses, but they leave a lasting impression.
If you often host families, say that you have a baby crib and children's tableware. If your place is small but has a great view, describe it as a studio for couples. If you have strong Wi-Fi and a quiet setting, mention that it's suitable for digital nomads. Guests often search using specific phrases, so include them in your titles and descriptions. That way, your listing not only makes a good impression but also reaches the right audience.
Bonus: List of ideas for creating a “wow effect”
8. Overbookings from poor calendar management
Overbooking (double booking for the same property and dates) is one of the biggest issues in private accommodation. It happens when two guests book the same apartment for the same dates, but you only have one unit available. Situations like this create stress, damage your reputation with guests, and often lead to negative reviews or penalties from platforms like Booking.com and Airbnb.
The most common cause is managing calendars manually and not using digital tools that sync everything in one place.
The solution is simple: use a channel manager. This tool connects all your listings and automatically updates availability. For example, when a guest books a date on Booking.com, those dates are automatically blocked on Airbnb and your website. This prevents double bookings.
If you're looking for a tool like this, consider Rentlio One. It's a vacation rental app designed for independent vacation rental management that:
- connects all OTA channels into a single calendar
- enables automatic guest registration in guest registers
- allows you to issue fiscal invoices in just a few clicks
- works on both mobile and desktop devices
Uz ovakav sustav smanjujete šansu za grešku i štedite vrijeme, a to znači više fokusa na goste i manje stresa u sezoni.
9. Relying only on OTA platforms
Many hosts rely only on platforms like Booking.com and Airbnb, but being completely dependent on these channels is not sustainable in the long run. Every booking through a platform comes with a commission, sometimes up to 20 percent. You don’t have direct contact with the guest, you can’t message them outside the system, and if your listing is removed or suspended, you lose your main sales channel.
The advantage of direct bookings is that you don’t pay commission, you have more flexibility, and a higher chance of guests returning. You can offer late check-out, special packages, or simply arrange whatever the guest needs without the limitations set by the platforms. When communication is personal and clear, guests are more likely to come back and recommend you to others.
Direct bookings mean no commission, more flexibility, and a higher chance of guest return. You can offer custom packages or simple changes that platforms don’t allow. And if the guest feels like they know you, they’re more likely to return.
Use WhatsApp, Viber, or email to stay in touch. A basic website with booking options is enough. Ask guests to leave their contact info at check-in and offer to send occasional offers. Rentlio Booking Engine connects your site with real-time availability and direct payments.
10. Not knowing the legal requirements
Renting out an apartment doesn’t end with publishing a listing. Every host must meet legal requirements in order to operate legally. Otherwise, you risk fines, inspections, and negative reviews. Fortunately, the obligations are not complicated if you stay on top of them regularly.
To start, there are four key steps: an official approval decision, a valid categorization certificate with a visible plaque, registration of all guests in the eVisitor system within 24 hours of arrival, and fiscalization of every invoice, regardless of the booking source. In addition, your apartment must display a price list, house rules, the categorization decision, and, depending on the situation, an energy certificate.
Always get accurate information from reliable sources. The best approach is to regularly check updates from the Ministry of Tourism, Guests Register, and your local tourist board. If you're unsure whether you’ve covered everything, call your local tourist office and ask if they offer a free guide or workshop. Most of them organize one at least once a year.
If you recognize yourself in any of these points, it's time to make real changes. Even small adjustments can make a big difference in the quality of your service and guest satisfaction. Start with whatever feels most manageable right now, whether it's improving communication with guests, increasing the visibility of your listing, or organizing your bookings more effectively.
A quality apartment is no longer enough on its own. Today’s guests choose accommodation based on impression, experience, and a sense of security. Your job is to show them you’re a host they can trust.
In the third and final part of this series, we’ll share 5 more practical tips to help you handle the season with greater success and less stress.
Daniel Herman is a growth marketing enthusiast with 10 years of marketing experience who enjoys thinking strategically and seeing the bigger picture. He writes about everything related to developing marketing activities and KPIs, branding, and taking a long-term approach to success, always with the goal of sharing useful ideas and inspiring action.
