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Vacation & Seasonal Management Services

 

Benefits  |   FAQs

The Management Professionals with Coastal Vacation Rentals are very familiar with the real estate market and maximizing returns on investment property. This originates from our knowledge and experience as property managers and real estate investors. We have a first-hand understanding of the needs and expectations of property owners. Protecting and improving the value of your investment and maximizing your income potential are our top priorities. This is accomplished for our clients through strategic marketing, sound management practices and by building relationships through dependable service.

In addition to our availability to owners and dependability in protecting and promoting each property, we strive to provide fair and professional services that meet each owners needs. The following outline highlights the services CVR provides in our Rental Management Program:

  • Marketing and Advertising the Property
  • Processing Reservations and Guests
  • Management and Supervision of the Property
  • Maintenance and Repairs to the Property
  • Bookkeeping and Financial Reporting

We service local and out-of-state owners in a variety of property scenarios. Some of these include: a new owner of a recent investment, an investor looking to purchase and lease a property, a current owner of a residence moving, upgrading or downsizing but interested in maintaining ownership, an owner of a property where the value is still recovering due to an economic downturn, a long time owner who wants to keep the property to leave to their heirs, a current owner of a 2nd home.

While we do not sell real estate, we do have real estate professionals in our network of preferred associates that we refer to our clients and customers. These agents have a high-level of experience with homeowners and investors in this market and have a proven track record of success.

Benefits of Joining Our Rental Program
There are many benefits to using our Management Team’s resources and experience to maximize the value and the return on your investment. We offer:

Comprehensive knowledge of the real estate market, the property management industry and the law.

Over 23 years of experience managing property, supervising tenants and executing transactions.

Strategic marketing practices utilizing a vast network of resources, technologies, professional associates and vendors.

Efficient and accurate accounting, timely monthly statements and annual reports.

Professional maintenance and services performed and regular property inspections conducted.

Fair and competitive fees and commissions.

Clear and effective communications by being available 7 days a week, promptly responsive, always positive and courteous.

Owners have the confidence that their investment is being managed and protected. While we maximize your financial return and reduce your anxieties, the available time spent on other areas of your professional and personal life increases. It’s a Win-Win situation for you!

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Frequently Asked Questions
Do I have a written agreement with the Management Company?
Yes. We provide property owners with a Management Agreement and an Annual Addendum outlining the owner’s options for services that can be modified each year.

How do I prepare my property for the rental program?
The recommendations for the contents and condition of the property are outlined in the management package. The better the condition, the less likely you are to incur maintenance costs and the more likely you are to maximize occupancy rates and increase your guests’ satisfaction. Owners are also provided with information for ensuring a healthy and safe environment for residents.

How do you market a rental unit?
Initially, we will take marketing photos of the property. These along with information from the property profile report and our market analysis of the property and comparable units allows us to present it effectively. We utilize a wide range of media and technology resources including our multiple websites, numerous other websites that syndicate our information throughout the internet, internet and Google ads, Facebook, YouTube, print materials, signage (where permitted), through our expanded network of professional associates and our extensive database of clients and customers.

What special or extra contents could make my property more appealing to guests?
All the comforts of home like extra televisions, DVD players, CD stereo systems, video game systems, WiFi and internet connections, grills, board games, good books to read, swings, hammocks, and rockers. If you would enjoy it, so would your guests.

Do you require security deposits from guests?
Guests have the option to purchase a damage protection policy or pay a refundable damage deposit.

How often do you clean my property?
Your property is cleaned after every guest and owner departure.

Do you clean the property after the homeowner departs?
Yes. We do expect that owners allow CVR to clean the unit upon departure. Owner will be charged a departure cleaning/linen fee. (Linens and towels are included in this service)

Who pays for the cleaning?
Guests pay for the departure cleaning and linens when they reserve the unit. It is included as one of the charges in the property advertisements on our website.

Do I provide cleaning supplies?
It is not necessary. Coastal Vacation Rentals’ cleaning crews provide their own supplies. Seasonal guests will provide their own during their extended stay.

Do I provide linens?
No. We provide the sheets, towels, and bath mats for guests and owners (fees are included in the cleaning charge).

How often is an inventory taken at my property?
A detailed inventory is taken when your property first comes on our rental program and then on an annual basis. After each guest or owner departure, an inspector reviews the property for cleanliness and checks for any major damage or items missing.

Should I put a deadbolt on my homeowners closet?
It is a good idea to use locks that will keep curious guests out and will increase security. You should also have your hinge pins on the inside of the closet not the outside.

How is maintenance handled?
Our experienced maintenance team is utilized for repairs or servicing to the property. All work is handled in a professional manner and efficiently performed to minimize the inconvenience to the guest. If the problem requires a specialized vendor, we will use reputable professionals with reasonable fees.
Charges for repairs are reflected on the owner’s monthly statement. If the issue is due to a guest’s negligence, the guest will be responsible for the fees involved.

How are emergencies handled?
CVR is always on-call for emergencies. Guests are provided with our contact information as well as contact information for police, fire and rescue services. Residents are also provided with information on preparations and evacuations for hurricanes or named storms that may include specific preparations for your property.

Do I ever have to deal with the guests or the property?
No. We will communicate with owners but there is no expectation or need for owners to have communication with guests or be involved with services at the property. Coastal Vacation Rentals will handle all property issues for you. Residents are not furnished any personal information of the owner. We also handle the eviction process with the local magistrate’s office in cases of default (for seasonal and long term rentals).

Is my personal use of the property limited?
No. Coastal Vacation Rentals will make you the most money renting your property June, July and August. Therefore, if at all possible, we ask you to limit your owner blocks during these periods. If you know in advance that you want to reserve a particular time slot, please let one of our service representatives know as soon as possible. An owner block is any time you do not want your unit rented for personal use, repairs, improvements, etc.

What if I know someone who wants to reserve the property?
We call that a homeowner referral. You will call or email our office with the requested dates, the guests name, address, phone number, and email address. We will take it from there and your management fee for that reservation will only be 10%.

Can I cancel my contract?
Yes, with a 30 day written notice any time after the original term of the Management Agreement. All confirmed reservations must be honored and/or transferred with CVR per the Management Agreement.

What if I want to sell my property?
Please notify us as soon as possible. We have sales agents in our professional network that we can refer to you or we will work with your existing agent. The agent will need to coordinate with our office for access and to verify showing times so that we are not intruding on our guests.

When do I get my monthly statement?
Statements are processed monthly and emailed or mailed on or around the 15th of the month. Proceeds may be mailed or direct deposited into your account. You will receive an annual statement for your tax processing needs at the end of the year.

Do I need a business license?
Possibly, depending on what city your unit is located in. If your unit is in North Myrtle Beach or Surfside Beach, we will send you a form to complete and return and you will have a license fee. If your property is in Myrtle Beach or Horry County, CVR will provide the license. Owner will provide the license fee.

Should I have a guest book in the unit?
We do not recommend having these in rental units. While they can provide feedback and helpful comments, they can also create a source of liability for owners and rental companies.

What are the benefits in putting an electronic keypad lock on my rental unit?
The benefits greatly outweigh the initial cost:

1) This provides better security for renters as codes will be changed after each occupancy. This is a good marketing feature which increases the desirability for renting this property
2) Renters can be given the code remotely, streamlining the check-in process and avoiding the need to stop at our office. Renters will be more likely to rent this property for their next vacation
3) There are no keys to OWNER’S property circulating, reducing the chances of theft or vandalism and possibly saving on insurance premiums
4) There will be no recurring key expenses or service charges, which can add up over time
5) We can provide the lock and installation service for a reasonable cost through our maintenance personnel.

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II. Processing Reservations and Guests/Tenants

Our interactive website allows for easy access to our property inventory and a convenient process for booking a unit.

We accept payments by credit card for quick and efficient processing (we accept checks as well).

Security deposits are held in the event of damage or misuse.

Prospective vacationers will be screened and marketing efforts will be directed to families and adults.

Property/HOA rules, regulations and restrictions are provided to guests along with the CVR expectations and policies.

Electronic keypad locks enables guests easy access to the unit without waiting in check-in lines or risking the security of the owners or guests possessions due to multiple keys in circulation.

All guests have the opportunity to book the same unit for the following year at the end of their stay.

Professional cleaning/linens and inspections are performed following each rental period.

III. Management and Supervision of the Property

Our professional staff performs many functions for the property owner during the course of the year. CVR conducts a variety of weekly, monthly and annual inspections of each unit, monitors guests’ use and supervises services being performed at the property. Cleaning/Linen services as well as general maintenance are performed by our personnel or vendors. We are available 7 days a week and provide 24 hour on- call access for emergencies.

Our office is conveniently located between Myrtle and North Myrtle Beaches so we are very accessible to walk-ins and owners. We also take advantage of opportunities to speak with guests/tenants in person, which enhances the relationship and generally creates a positive rapport. This improves the chances of guests/tenants treating the property in a positive way.

Unfortunately, the need can arise to visit the property for problems or issues and our qualified staff is skilled in handling these occurrences as well. In the event the solution rests with pursuing a legal remedy, we are more than prepared to seek those remedies and if necessary to involve law enforcement and/or make court appearances. Owners can relax knowing we take care of these issues and that their privacy is maintained.

IV. Maintenance and Repairs to the Property

Our network of professional associates, vendors and maintenance personnel enables us to provide owners with the best service/work for the best price. Our associates and licensed vendors have established a level of dependability in their profession. Maintenance requests and problems are verified by our office to eliminate unnecessary service calls or expense to the owner. If a problem occurs that is due to the tenant’s negligence or misuse, they will be billed for the repair.

We oversee the work being performed and do not pay for services until all work has been completed in a satisfactory manner. If the repair or expense is the owner’s responsibility and is not a major expense, our company may have the work done and utilize the reserve fund set aside for this purpose. When maintenance is performed using the reserve fund, we will communicate with the owner and itemize the expense on the owner’s monthly statement. If the repair is to be completed by owner’s personal service vendor and we cannot make contact within 2 hours, then CVR will contact another service vendor and schedule the work. In the event of an emergency situation related to your unit, we will attempt to contact you immediately. If the emergency involves water damage or safety, we will handle it immediately and notify you of the status.

CVR will provide general maintenance, repairs and services for each rental unit. Rental units will be inspected following each departure by cleaners, maintenance staff and/or a supervisor to identify and address routine issues and replacement of items. This reduces service call charges to the owner and minimizes potential guest complaints. Inspections may include changing air filters, inspecting smoke detectors (batteries replaced as needed), inspecting remote controls (batteries replaced as needed), replacing standard light bulbs as needed, replacing standard vacuum cleaner bags as needed, inspecting shower liner, inspecting fire extinguisher as well as verifying the contents and condition of the unit. Replacement of items such fire extinguishers, smoke detectors, remote controls, non-standard items, and minor furnishings and equipment will be charged to owner.

Departure inspections are not for repairs, major maintenance issues or replacement of furniture/furnishings, appliances, equipment or electronics. In the event a repair is necessary, owner will be charged for those costs. If the problem is due to renter behavior, negligence or misuse, owner will not be charged – renter will be charged for service call and repair services.

V. Bookkeeping and Financial Reporting

Our management professionals perform routine monthly reporting and record keeping. We utilize a high-tech, customized property management software and streamline our accounting, tax reporting and owner statements through these technologies. All rents and deposits are placed into our Trust account and distributed appropriately according to our Contracts, Agreements and the SC Real Estate Law.

Owners are mailed or emailed a monthly statement on or around the 15th day of each month along with any monies due (mailed or direct deposited). The statement lists all income and expenses for the property, and describes the service activity at the property for the month.

At the end of the year, owners are provided with a similar (annual) statement that will assist in the filing of their income tax returns.

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