Owner FAQ's | Duncan Real Estate - Vacation Rentals

Owner FAQ’s


A dual benefit of vacation home ownership is the opportunity to personally use your vacation home AND gain additional income through short-term vacation home rental. Duncan Vacation Rentals Property Management department is uniquely qualified to maximize your rental income and help ensure your home is well cared for in our unique beach environment.

For your convenience, we have detailed below common questions and key points related to making your property a successful resort rental. Please take a moment to read this material as it will likely answer most questions you may have, and note that our Vacation Rental Management Agreement covers all issues in detail. Feel free to contact us with any further questions or to get started earning income on your vacation home.

1. How much money can I expect to gross on my rental?

Because so many factors affect lodging demands in our unique beach environment, it would be irresponsible to quote an exact figure. Weather, Gulf conditions and publicity, as well as the rental unit’s condition, location, rental rate, and occupancy all influence the amount of money you ultimately will earn from your vacation home. Once we have had a chance to evaluate your specific rental unit, we’d be happy to give you an estimate.

2. What fees are associated with your managing our rental?

After deducting certain customary fees and expenses from gross rental revenue, the owner receives a majority percentage of the net rental revenue. A detailed listing of these fees, expenses, and which will reflect on your monthly owner statement.

3. What fees do you collect from renters?

In addition to the basic rental rate and required taxes, we may also collect addition fees to cover security deposits, housekeeping, cancellations, travel insurance, damage, and any additional services or goods.

4. How and when do I receive income payment?

Owners are mailed checks by the end of the month for income earned in the previous month. Direct deposit is now also an option.

5. As an owner, what do I need to personally pay for?

Property owners are responsible for maintaining and personally paying any mortgage, utility, HOA, property tax, or insurance payments associated with property ownership. Duncan Vacation Rentals handles payments directly associated with property rental.

6. How do you handle accounting, payments, and tax reporting?

As professional property managers we are ethically and legally required to follow certain accounting and reporting practices. On behalf of property owners we collect rental income, disburse necessary repair or tax-related payments, and report to various government entities.

7. What services does Duncan Vacation Rentals provide?

As a full-service resort rental company, we handle the following property management functions:
- Reservations, cancellations and disputes
- Renter management and relations
- Housekeeping
- Opening, closing, check-in, and check-out services
- Property marketing and advertising
- Preparation and enforcement of rental agreements
- Arranging and auditing maintenance and repairs
- Owner statements, disbursements and tax reporting

8. What determines which units get rented first?

First and foremost, a potential renter’s requirements determine which units are presented during the reservation process. After renter requirements, availability, and unit condition is considered, units are then rotated on a fair and equitable basis.

9. How often can I use my own property?

We assume owners put their properties into resort rental programs because they are interested in generating income. We also understand that owners sometimes want to use their property themselves and encourage personal use during slower times so it does not cost them money (i.e. fall). With a bit of flexibility it is usually easy for an owner to strike a comfortable balance between personal use and income.

10. What cleaning requirements do you have?

A well-kept vacation home encourages successful resort rental. Both for the protection of the owner’s property and the well-being of guest renters, we require our staff professionally cleans each property once initially when first joining the rental program and then after ANY use. This guideline helps insure we maintain acceptable levels of cleanliness for everyone’s benefit. We have also found that removing the burden of cleaning from renters and owners adds enjoyment to their resort stay. Do you really want to clean during your vacation? Renters are charged for their cleaning, and owners are billed against their rental income for theirs.

11. What do I need to provide in my rental?

As part of owner preparation we provide a detailed list of required and recommended items each resort rental should have, including basic appliances and furnishings.

12. What do you do about property repairs and maintenance?

An important part of our service relieves owners from maintenance and repair hassles. Not only do we recommend and monitor regular preventative maintenance, we also handle emergency repairs that sometimes present themselves in our unique and demanding beach environment. Whenever possible we notify owners in advance for approval. However, in emergency situations advance notification may be impossible requiring us to proceed immediately with repairs on behalf of the owner in order to protect life and property. Maintenance and repair costs are billed directly to the owner.

13. What if something is stolen or damaged in my property?

If the damaged or stolen item is minor and attributed to the guest or considered an expendable item, we handle replacement or repair at no cost to the owner. In the event of major damage, the owner’s insurance would provide coverage. Our property managers perform a thorough inspection before and after each rental to ensure your property is intact and secure.

14. How long before my property is rented?

The process of inspecting, preparing, certifying, and booking a resort rental typically takes 3 to 6 weeks and can vary depending on the cooperation of the property owner, city scheduling, and resort demand. While it is in everyone’s best interest to get a resort rental producing income as quickly as possible, be wary of anyone promising artificially short start up times – it takes a bit of time to correctly prepare a property for successful resort rental.

15. If the tenant has a maintenance problem, whom do they call?

Tenants can call us directly with their maintenance problem and any other property management related query. Our Property Managers then follow up on any issues reported to ensure that the tenant remains satisfied with their tenancy in your property. We also keep you informed of any major issues that occur in your property or with the tenancy itself. We also have a 24 hour answering service for your convenience.

16. Does the tenant have my contact details?

Most clients request that their contact details are withheld from tenants leasing in their properties. We will only hand your contact details to your tenant/s with your prior approval.

17. If I decide to sell my property, would you take care of the sale for me?

Yes. We have an active and experienced sales division who can help you sell your property.

18. Are there any charges for property management while my property is vacant?

The fee is based on the rent received only. So, if your property is vacant, there are no fees.

Contact us or call Duncan Real Estate today at 941-779-0304 to speak with our knowledgeable real estate specialist.