Property in Turkey | Managing Rentals

Managing Bookings

Don’t be daunted by keen holidaymakers who want to book next years summer break within your first month of advertising. Follow our step by step guide for handling bookings and you should be able to manage the whole process from deposit to departure in a professional and capable manner that will impress your guests and give you confidence for handling your property in Turkey rentals.

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1. Send out your booking contract and ask for a booking deposit.

When you get an enquiry, it’s polite to put aside those dates for that group for a short while. Let them know that they need to pay a booking deposit and return your booking contract within three to five days to secure the booking of your property in Turkey. If you’re holding a week for someone, and another Holidaymaker asks about the same week, then give your first group first refusal but if you can’t reach them or they’re not sure then go ahead with that second group – only a payment in cleared funds should reserve your property in Turkey.

Send out your booking contract via email or in the post – include a stamped, addressed envelope if you want a speedy return. Ask your guest to sign it and return it to you with their booking deposit as soon as possible. Contact them if there is a delay in getting the contract back.

A booking deposit is an initial percentage of the overall price for the holiday, and you can use this payment to confirm a reservation. Don’t set your deposit too high, as this might put people off - somewhere between 10% and 25% of the total cost is standard. Some owners make this amount entirely non-refundable even if the booking is cancelled. Make this clear if it is the case.

When you receive the payment, send a receipt and then let your guests know when you need the balance of the cost and the security deposit by.

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2. Ask for the balance of the payment and a security deposit.

Set a certain point before people arrive by which they need to pay the rest of the cost of the holiday and the security deposit. Between 6 and 10 weeks before your guests arrive is normal. Make a diary note to remind people to pay up!

Charging a refundable security deposit will cover you for any damage that your guests cause. Tell your renters that breakages, repairs and extra cleaning will be deducted from this deposit if necessary.

How much you should charge depends on your property in Turkey and what’s in it – make sure you’re covered for damages but you’re not putting people off by asking for a huge sum. Security deposits generally range between £100 and £500.

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3. Send keys and directions out when you have received full cleared payment.

Once someone’s full payment has cleared, you can arrange to send them the details of the property’s address and directions on how to get there. Make sure you give them any information about parking they may need, and if possible send them some more information about the property in Turkey and the area. Let them know how key exchange will be arranged.

Repeat information about check in and check out times and procedures – so if you need your guests to take the rubbish out or do the cleaning at the end of their stay, remind them here. If you have back-to-back bookings, you need to be strict about what time guests arrive and leave.

Finally mark the booking onto your calendar to keep your advertising up to date.

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4. Check the property in Turkey and return the Security deposit.

Once the group has left, get your property in Turkey checked and its inventory done. You can then return the security deposit. Don’t use the security deposit as a way to make extra money from bookings, but as a fallback in case something valuable gets damaged. Make sure you refund a deposit by the deadline stated in your booking contract – this will show that you’re efficient and trustworthy and will encourage guests to book again.

Don’t deduct money for tiny breakages like glasses and plates – instead ask people to buy similar replacements. If you do have to replace larger items or make repairs, keep your receipts and ask your cleaner or management company to photograph any serious damages. If you do have to deduct money from a security deposit, make an itemised bill and send copies of those receipts to the Holidaymakers.

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Top Tip

Get organised and keep a record of all your bookings, either on a spreadsheet or written down. Have a diary to remind you when you need to chase up payments, and to keep track of which weeks are booked and by whom. Photocopy cheques and file them with your copy of the signed rental agreement for that booking.

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When it comes to bookings the trickiest part is always money-related.

Holidaymakers may be keen to stay but may also be cautious about parting with their hard-earned cash so it is good to be as clear and helpful as possible in terms of prices and payments. Always make it clear to guests how much they need to pay for the holiday and the due dates for payments. It’s a good idea to email people with a breakdown of payments and give them a list of the payment methods you accept along with your account details or the address to send cheques to. You will probably need to remind people when a payment is due, especially if they have booked far in advance. Tried and trusting methods of receiving payment are as follows:

1. Cheque
   This is the easiest way of taking payment if you both live in the same country because there will not be any additional charges to either party. You’ll need to give your name and address and if you give any sort of booking reference ask the holidaymaker to write this on the back of the cheque. Always ensure that the cheque has cleared before you confirm a booking or hand over keys.
   
   
2. Bank Transfer
   This is good way of taking payment both from abroad or at home. You need to give your name, account number, sort code and your bank’s address. If a transfer is being made from abroad they will also need your IBAN and SWIFTBIC numbers – ask your bank for these. Make sure your guests know that they have to cover any bank charges incurred for a foreign transfer.
   
   
3. PayPal
   PayPal is the popular online system that allows simple transfers between two online accounts. Even if your guest does not have a PayPal account they can still pay you by credit card online through the PayPal system. There is of course a charge to you for such transactions, but it is pretty competitive, and this method transfers money instantly, making it ideal for last minute bookings. Contact PayPal for more details.
   
   
4. Cashier’s Cheques
   Although not often used, these sorts of cheques come guaranteed by the bank and work well for those who don’t have a chequebook or wish to confirm they are paying you from cleared funds.

When you receive cleared funds, send a receipt to the holidaymaker as quickly as possible. It’s a polite and thoughtful way to set their mind at ease, and a good time to communicate about any details to do with the booking and the property in Turkey.

Nirvana and Holiday Lettings also provide monthly newsletters offering help and advice and of course any special offers to encourage those late bookings.

Content courtesy of holidaylettings.co.uk