This working agreement explains how I run the day to day: setting up the listing, handling guests, coordinating turnovers, and reporting issues as they happen. If you have an accepted proposal, it sits alongside this agreement and together they describe what you asked me to do and what it costs. Once you confirm the start date and I have access, I begin the onboarding and then move into ongoing monthly management on the terms below.
What I manage
I run your short-term rental operations on an ongoing retainer, with onboarding at the start and then continuous calendar, guest, and turnover management between stays.
Your retainer covers the deliverables listed below, and anything outside that list is only done if you ask for it and I confirm the extra work and price in writing before I start.
* Onboarding and inventory * Calendar, pricing, and sync * Guest messaging * Cleaning and linen changes * Key handover setup * Post-stay inspection and reporting
Response and cover
You can count on me to stay reachable because short-term rentals fail at the edges: late arrivals, door codes, noise complaints, and last minute cleaning gaps. I triage messages into three levels: Urgent (access issues, neighbour/building complaints, safety, lockouts), Same-day (cleaning problems, missing items, maintenance that affects a check-in), and Routine (questions, improvements, non-urgent maintenance).
If I miss a level, I tell you what happened, what I did to fix it, and how I will prevent a repeat. If you want guaranteed time windows or on-site response times, I will confirm those in writing before we start.
Payment
There are two parts to payment: onboarding and the ongoing retainer.
For onboarding and inventory, I invoice 30% to start the setup and 70% when onboarding is complete. Ongoing airbnb management is invoiced at the start of each month. Every invoice is payable within 7 days of its date.
Cleaning, linen, repairs, replacements, and platform charges are not included in my fee unless I confirm otherwise in writing. I will always tell you what is mine to invoice versus what you pay directly, before any cost is committed.
Price changes
I review the retainer price at a regular interval so it keeps pace with how the listing is performing and how much hands-on work the property needs. The review looks at things like guest volume, turnover frequency, the condition of the flat, and any change in how many channels you want me to manage.
If the price needs to change, I will give you written notice before the new price applies. I will confirm the notice period in writing when you start, so you are never surprised by a change mid-season. If you do not want to continue at the new price, you can end the retainer using the notice steps in the recurring billing section.
Keys and codes
To manage a short-term rental properly I need working access. Depending on your setup, I either hold a working set of keys or I hold admin control for door codes and smart lock access. I keep a written access log so it is always clear who has what and when.
I do not accept entry codes, alarm details, or account logins sent in a form or a normal email. I will ask you to share them through a secure method, or I will set them with you during the walk-through. If a key is lost, a device goes missing, or access needs to change because a cleaner changes, I change codes and I tell you in writing what changed and why.
What I need from you
This works best when there is one owner contact and decisions do not sit in limbo. You agree to name one person who can approve repairs, replacements, and any guest removal steps that the platform requires an owner decision for.
You also agree to keep the flat safe and ready for guests: working utilities, functioning locks, and any building rules or quiet hours you want enforced shared with me in writing. If you change anything that affects operations, such as renovations, new furniture deliveries, a change to access systems, or a change in who is allowed to enter the flat, you tell me before the change happens so I can adjust bookings and instructions.
Insurance
I keep appropriate business insurance for the management work I do, including the time I spend on site coordinating access, inspections, and handovers.
You are responsible for insuring the property itself, the contents you provide for guest use, and any cover you want for short-term letting risks. Platform host protection is not a replacement for your own insurance. If your insurer requires anything specific, such as a particular type of lock, detector, or signage, you tell me before we go live so the listing is not put at risk by a compliance issue discovered after a claim.
Damage and claims
If something is broken, missing, or clearly misused, I report it the same day in writing. My report normally includes the inventory reference, timestamped post-stay photos, and a short summary of what I found during the condition check.
You pay for repairs and replacements. Where the platform allows it, I try to recover costs from the guest using the evidence I collected. I will send you options with cost and timing for any repair decision, and I only book work once you confirm your choice in writing. If the damage affects the next check-in, I will also tell you what I recommend doing with the booking, so you can decide whether to host, move, or cancel.
No direct hiring
My pricing assumes I am the person providing airbnb management and being responsible for the outcome. While this agreement is running, you agree not to employ or contract me directly outside this agreement for the same work in a way that bypasses the retainer.
After the agreement ends, you also agree not to hire me directly for a period that I will confirm in writing when you start. This is not about blocking you from running your own property. It is about protecting the time I invest in setting up your systems, templates, and operating rhythm so that the relationship ends cleanly if you decide to bring the work in-house or change manager.
How the retainer runs
Airbnb management is bought as a retainer and runs month to month. It renews automatically each month, with the next month invoiced at the start of that month and payable within 7 days of the invoice date.
Either of us can end ongoing airbnb management with notice. I will confirm the notice period and the handover steps in writing when you start, so there is no scramble at the end of a month and no guest is left without support mid-stay. If you give notice during a busy period, I will tell you what risks that creates for upcoming reservations and I will propose a clean cutover date.
What I am responsible for
I am responsible for doing the management work you hired me for with care, keeping you informed, and acting quickly on issues that can affect guests, neighbours, or the condition of the flat.
I cannot promise that every guest will behave well, that a platform will approve every claim, or that building neighbours will never complain. I also do not take responsibility for failures outside my control, like platform outages, building-wide issues, utility failures, or problems caused by third-party contractors you pay directly. When something goes wrong, my job is to document it, give you options, and carry out the option you approve so the situation is contained and the listing can keep operating.
Ending and handover
If either of us ends the retainer, you pay for management work done up to the end date, plus any agreed onboarding amounts already triggered by work started. If there are active stays or upcoming check-ins around the end date, I will propose a practical cutover so guests are supported and you are not left with an access gap.
On handover, I return any physical keys I hold and I remove myself from admin access for smart locks and channel tools once you confirm you have taken control. I also send you the current inventory list, house rules, and the latest access log. If you want me to stay on to help with a transition to another manager, I can do that as extra work, priced and agreed in writing first.
Signature
