Owners / Managers
- Can anyone at NYVacationRentals.com create a property listing for me?
- How do I change my email address and password on my account/listing?
- How do I check if my property has been added to NYVacationRentals.com?
- Can I link to my own availability calendar or do I need use NYVacationRentals.com calendar?
- How do I make changes on my listing(s)?
- How do I create more listings? Do you offer discounts for multiple listings?
- How do I view Bookings, Inquiries, Reviews and Statistics pertaining to my property listing?
- How do I upload/update photos?
- How do I optimize my property listing?
- Why am I not getting calls?
- Why am I getting plenty of calls but no bookings?
- What should I know about vacation rental sales tax?
- How can I contact someone at NYVacationRentals.com?
- SCAM ALERT – Vacation Rental Owners Beware!
- Why I am not receiving inquiries to my email account?
- How do I increase my bookings?
How does it work?
NYVacationRentals.com lists only vacation rental properties located in New York. Most of these properties are vacation homes that homeowners are renting out to vacationers for short-term stays. You simply choose from these vacation rentals and contact the owner or responsible party representing the home directly. You and the property owner or manager will make all the necessary arrangements. Once you have returned from your vacation, you can leave feedback about the property and your experience on NYVacationRentals.com for the rest of the world to see. You will enjoy a unique experience apart from the standard hotel, and possibly save money in the process.
How can I protect myself?
Renters understand that each listing sets its own refund and cancellation policies and the rental agreement is strictly between the owner / manager and the renter. The following tips should make the renting process go as smoothly as possible.
- Planning ahead and booking early guarantees you maximum choice and access to the optimal rental. Avoiding last minute bookings can also save you money. Last minute renters invariably have to settle for fewer amenities or a higher price.
- Research the rental carefully to make sure it fits your needs. While some rentals provide things like coffee and condiments, do not expect them.
- Ask for verifiable references. Many times rental property managers have a relationship with a cleaning company or maintenance company.
- Be sure to get everything down on paper before you send any payments! This should at least include dates of stay, the cost, if there are any additional charges for anything and the deposit/cancellation/refund policy. Make sure you remember to make your deposits on time. Missing these deadlines can cost you money, forfeiture of your reservations or both.
- Find out if bed linens are included, some rentals do not provide this or do for an additional charge. Also if you need beach towels make sure you bring some. Very rarely are they provided.
- Ask how much cleaning are you expected to do? Cleaning is included with some properties, some offer it at an extra charge, and some expect you to clean. Regardless of the policy, you should always leave the property in decent condition.
- Get complete instructions in advance! The three most important things are:
1. Having complete travel information before departure (airplane, car, bus, boat, etc.).
2. Make sure three or more weeks ahead of your travel date that arrangements have been made to get the keys.
3. Be sure to have and test the owner/managers phone number or that of their local agent so that you have someone to contact in case you need to.
- Once you have the address, look at a map so you understand exactly where the property is located.
Q. What are the policies when renting a property?
A. The terms and conditions of each property should be clearly outlined on the property rental listing page or agreement provided to you by the owner/manager. If you have any questions about the terms and conditions of renting a particular property, be sure to contact that property owner/manager to get your questions answered. NYVacationRentals.com does not participate in any part of the rental process. For more information, please see the legal notice here on NYVacationRentals.com.
Q. Will you sell my personal information to others?
A. No! The personal information collected on our site is for our own internal use only. For more information about our information gathering practices and your privacy on our site please see our privacy agreement.
Q. How do I know the rentals are legitimate?
A. The online service we provide for vacationers is comparable to that offered by a newspaper or magazine through which vacation homes are advertised. Because we do not personally check out properties prior to their advertising with us, our recommendation is that you request references and a list of past renters from the homeowners. If possible, it is also suggested that you visit the property in advance.
Q. How do I contact the owner?
A. All rental advertisements provide the telephone number of the owners or their booking agent. There is usually a link to send an e-mail inquiry, and often a fax number. However you choose to communicate, the listings enable you to directly contact an owner or an agent who really knows about the property and can answer specific questions for you.
Q. How do I make a booking?
A. Individual property owners have their own way of conducting a rental. When making the rental reservation, be sure and communicate your arrival and departure dates, number of adults and children, any pets you want to bring along, and any special needs that you might have.To ensure that details of the rental are communicated, a clearly written rental agreement or lease is recommended. A legally binding contract, the rental agreement or lease should include defined arrival and departure dates, payment schedules, detailed instructions, and terms and conditions related to cancellations and refunds.
Q. What type of deposit and payment due dates can I expect?
A. In most circumstances the rental agreement will require a booking a deposit of 10% – 50% to confirm the reservation, with full payment received 8 weeks prior to arrival. It is important that all payments be submitted as specified in the rental agreement in order to avoid losing your reservation and/or your booking deposit.In addition to the booking deposit, you will also be asked to provide a refundable security deposit either at the time of booking or upon arrival. Specifics related to the security deposit, including property maintenance, damages and additional fees such as telephone charges, should be detailed in the rental agreement.
Q. Where can I find details on check-in times, pets, etc.?
A. Within the rental agreement or lease you can expect to find terms related to check-in and checkout times, maximum occupancy, pet policies, cancellation conditions, and maintenance of the rental.
Q. How are cancellation and refunds handled?
A. The cancellation policy associated with your rental agreement or lease should clearly communicate penalties associated with canceling your contract. Note that cancellations due to weather conditions are not usually permitted unless specified in the rental agreement.Travel insurance can protect your vacation investment if unforeseen circumstances require you to cancel your trip.
Q. What about travel arrangements?
A. The owner will be able to advise you on your travel arrangements, including the most convenient airports, car rentals, and alternative transportation options. Special parking requirements and parking passes should be detailed in the rental agreement and included in pre arrival instructions.
Q. What type of pre arrival instructions should I expect?
A. In addition to directions to the property, you should be provided with either a key or the name of the person who will greet you at the rental, as well as the name and telephone number of some one at the location who you can contact if anything goes wrong. If a security deposit is due on arrival, the expectation is that it will be paid in cash, local currency, check or traveler’s check.
Q. What happens when I arrive at the property?
A. Some owners send you a key in advance, some actually live on site and will meet you, and some arrange for their representative to meet you at the property. Make sure you are given details of some one you can contact if something goes wrong. If you are delayed, it is courteous to inform the owner.
Q. What if there is a problem during my holiday?
A. It is in your best interest and the owner’s interest to fix any problems immediately. Contact information for the owner or their local representative should be included in pre arrival instructions and posted in the rental. The person you have been directed to contact will be your best resource to quickly resolve any issues.
Q. What happens when I leave?
A. Check out policies should be part of the instructions you were provided. Since cleaning standards vary, it is important to know how much the owners expect you to clean up prior to departure. At minimum, the rental should be left tidy.When you are ready to leave, the owner or their representative should check you out of the property, and assuming there is no damage, will refund your security deposit, either on the spot or within a couple of weeks.
Owners / Managers Frequently asked Questions
Q. Can anyone at NYVacationRentals.com create a property listing for me?
A. Yes, we can certainly create a property listing on your behalf. Please, click here for this service.
Q. How do I change my email address and password on my account/listing?
A. 1) Login to the Owner’s Management Page.
2) Then select the “Account” tab and simply scroll down to the appropriate field and update your email address or password.
3) Save the newly updated information by clicking on the “Submit” tab at the bottom of the page.
Q. How do I check if my property has been added to NYVacationRentals.com?
A. Within 24 hours of your listing submission you will receive an email confirming that your property listing is live. Simply type your property number in the ‘Search’ field located at the top of the website. You can also locate your property by browsing the destination where your property is located. If you have not yet paid for your listing, please login to your account and make sure to click on “Activate Now” under the ‘Main Menu’ page.
Q. Can I link to my own availability calendar or do I need to use NYVacationRentals.com calendar?
A. Yes, you can use your own calendar or a third party calendar if you wish not to use the calendar we provide for you. You may also choose not to display a calendar for your property. To access your calendar you need to login to your account, click on “edit your listing” and then click on the “calendar” tab.
Q. How do I make changes on my listing(s)?
A. You can make changes at any time and as often as you would like. Simply login to your account and then click on ‘edit your listing’ and choose the appropriate tab at the top of the page.
Q. How do I create more listings? Do you offer discounts for multiple listings?
A. To create new property listings simply click ‘Create New Listing’ in your owner login page. We offer discounts for multiple listings on NYVacationRentals.com. Please, contact us with the number of properties you would like to advertise and we will send you the appropriate discount code.
Q. How do I view Bookings, Inquiries, Reviews and Statistics pertaining to my property listing?
A. Simply login to your account and click on the appropriate tab located on the left side of the page.
Q. How do I upload/update photos?
A. After you login to your account click “edit your listing” and then click on the “photos” tab at the top of the page. Then follow the following 3 steps:
1) Click the “Browse” tab to select the photo location on your computer.
2) Select placement of photo.
3) Click the “Add Photo” tab.
To add more photos simply repeat the 3 steps above. To update/change a photo just overwrite the existing photo with the new photo.
Q. How do I optimize my property listing?
A. Feature Your Listing: Featured listings receive many more inquiries than standard listings. From the owner login page you can feature your listing at the top of several search pages in NYVacationRentals.com.
Upload Photos: Pictures are the most important part of your listing. Add as many good quality photos as possible. Your listing should display at least 4-8 photos.
Write Detailed Description: Be sure to write a detailed and accurate description of your home. Describe what makes your home special.
Post Policies: Post your rental, deposit and refund policies. Potential renters feel more comfortable renting from listings that don’t appear to be hiding anything.
Update Calendar: Updated availability calendars show that you are active and have already booked other visitors. It allows you to receive also more qualified leads.
Accept Credit Cards: Vacationers feel much safer booking properties using their credit cards.
Offer Competitive Rates: Make sure your rates are competitive with other homes in your area.
Q. Why am I not getting calls?
A. There are many possibilities. If your listing does not have photos or if your listing displays bad pictures you may be losing up to 90% of potential renters. Similarly, if your property description is not detailed you may also be losing potential renters.
Q. What should I know about vacation rental sales tax?
A. Start by contacting your city, county and state governments about requirements specific to your location. Ask about registering your property. Which government entities require registration for your area? How much sales tax you should collect and how often these payments are due to the authorities. Sales taxes usually range from 5% to 15% of the total rent charges.
Q. How can I contact someone at NYVacationRentals.com?
A. Please, visit our Contact Page.
1. Potential indicators of suspicious emails
Telling signs of a fraudulent email include poor grammar, irregular usage of capitalization, over earnest attempts to guarantee that the payment method is legitimate, use of title or profession to indicate or act as a guarantee of financial status (e.g. government official, doctor or similar) along with other attempts to provide superfluous or irrelevant information as a means to impress the exigent or ‘out of the ordinary’ rational behind a delayed or overpayment.It is important to note that initial correspondence may initially appear to be legitimate; however, as correspondence begins to focus upon means of payment, indicators of suspicious activity may become more apparent. Significantly, fraudsters can work as a network, hence when one or more parties are referred these too may be part of the fraudulent network. Lastly, fraudulent parties will endeavor to use the most effective and ‘naturalistic’ method to extort money from property owners, and will inevitably have access to the below information, as such it is important to be as vigilant as possible if you ever become suspicious of correspondence from a potential renter.
2. Types of Fraudulent Activity
The fraudulent party makes an initial payment in excess of the requested total for the accommodation by a payment method which can take several days or longer to clear into the property rental owner’s account. In the meantime the fraudulent party requests for the excess to be repaid by direct bank/wire transfer. By the time the excess has been paid, it becomes apparent that the initial payment was a fraudulent transaction which will not clear. We recommend that property owners always endeavor to avoid collecting excess payments for agreed accommodation. In the event that they choose to make a return payment, always ensure that the original payment has completely cleared into your account by contacting your bank. Please note that depending upon where the transaction has originated and the skill of the fraudster that it may take more than a month before payments such as cashier checks, travelers checks, certified checks, personal checks or otherwise are identified as forgeries. Whether fraudulent of not, please be wary of transactions from non-Western nations where payment may take longer to process than usual payment types. Please consult your local bank for confirmation of typical payment clearing schedules. Please be aware that many banks may show a payment as credited to an account before the payment has fully cleared. If in doubt, always clarify with your bank that the payment has completely cleared before accepting any payment.A preferable solution to the situation is to cancel the initial transaction and request a replacement payment for the correct amount due.
Variations of the above scam include attempts alternative attempts to send an overpayment to the property owner. This may take a number of guises, and as outlined above, property owners should be very cautious of ever accepted any form of overpayment. Common methods of overpayment include requests to accept payment for the fraudulent party’s car hire, tour excursions, wedding gift, honeymoon surprise or similar – either directly from the fraudulent party or a third party relation, i.e. spouse, employer, parent etc. The fraudulent party makes payment by delayed payment process such as a check and then follows up with correspondence that the excess payment is no longer needed and requests that the excess payments are refunded immediately, before the initial payment by the fraudulent party has cleared. The fraudulent party may also proceed to become aggressive or threatening in nature, requesting immediate repayment and even threatening legal action. Again, a preferable solution to the situation is to cancel the initial transaction and request a replacement payment for the correct amount due. Inform the renter that you will only accept payment for the exact amount due that all payments must clear prior to renting your property.
Acquiring Bank Details
Property owners are advised to never release confidential payment information to any third party requests no matter what. There is never a justifiable reason for a property owner to release confidential payment information, and in the event that a transaction needs to be identified for whatever reason a payment reference will always suffice. Following from the above indirect overpayment scam, the fraudulent party may claim that they are uncomfortable releasing their payment details to the second party service provider from overseas as they are not 100% certain of their reliability/ would feel happier only releasing their payment details to one party, and as such would feel more comfortable if the property owner proceeded to pay the service provider on their behalf.In order for the second party service provider to identify their payment (as it will be coming from a different source) the fraudulent party may ask for the property owners payment details – allegedly to help the service provider identify the fraudulent party’s transaction.Alternatively the fraudulent party may request to wire the money directly into the property owners account, however, request excess confidential payment information such as account numbers, social security numbers of otherwise. If you are ever in doubt as to what information is legitimately required to complete a wire or bank transfer into your account, always consult with your local bank directly for further advice.
In the event that you receive suspicious correspondence, we advise against entering into any further correspondence. If the fraudulent party has already made payment and you are uncomfortable proceeding for whatever reason, cancel the payment immediately and avoid further correspondence. If you believe that you have received a fraudulent payment, we recommend reporting the transaction to your local crime prevention unit who will be able to take the necessary procedures to follow up the transaction.
Q. Why I am not receiving inquiries to my email account?
A. Spam-filtering software can block you from receiving inquiries. Check the spam filter settings on your e-mail account. They may be set too high. Check your junk mail folders for any emails from NYVacationRentals.com. You may need to contact your e-mail service provider to request that any emails from NYVacationRentals.com not be blocked. All the inquiries can be viewed by accessing your login at:http://www.nyvacationrentals.com/login.php
To see if you’ve been receiving all of your inquiries, compare the inquiries on this page to the inquiries in your email inbox.
To minimize the risk of not receiving email inquiries, check with your email service provider your options. Some email service providers like AOL allow you to manipulate your Spam filter settings, while others like Gmail do not.
Advice: Regardless of your email provider, We recommend that you log into the owner’s login section regularly to view your listing and check for inquiries. All inquiries are saved in the home owner login area, even when you don’t see them in your email account.
Be aware that your emails to inquirers may also be blocked: If you are emailing potential renters and never hearing back from them (especially AOL emails), your emails may be blocked by their Spam filters. It would be a good idea to give the renter a follow up phone call. This will make sure that the renter hears from you and could also motivate them to choose your property over others.
For AOL users:
· Click the “Mail Options” button at the top left hand corner of your screen.
· Select “Block Unwanted Mail” from the menu.
· On the Mail and Spam Controls menu, click the radio button that says “Allow mail from all senders” and make sure that blocked mail be diverted to your Spam folder and not deleted.
· If you’re still noticing that inquiries are being routed to your Spam folder, uncheck the “Mail filtered by AOL’s Advanced Spam Filter box.” This will mean that more Spam makes it into your inbox, but so will your inquiries.
For most non-AOL users:
· When an inquiry is filtered into your Spam folder, click “Not Spam” to notify your email service of the error.
· Add the @NYVacationRentals.com domain to your safe senders list.
· Check your bulk or junk mail folders periodically.
· Contact your email service. Sure, it might be a pain, but if you’re not getting your inquiries, you’re missing out on valuable business.
Another option: Consider setting up an email account that’s designated for your incoming inquiries.
Q. How can I increase my bookings?
A. Every 10 inquiries you get, you should expect one booking. So if you are getting inquiries but haven’t booked, the following tips might help:
· Reply immediately to inquiries with all the details, rate and policies.
· Contact the potential renter by phone. Owners who call rather than email have a significantly higher conversion rate than those who simply email. If a renter puts a phone number on the inquiry, they expect or do not mind a call back.
· Check your email often. Some renters are looking to rent right away or may set their mind on the property of the first callers.
· Return calls and emails immediately. Make this a priority.
· Follow up. Give your inquirers a follow-up call. If they are choosing between properties, your call could close the deal.