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Property Management Plan Template

Agree one year at one rental with its owner: goals, service standards, duties, the maintenance calendar and the budget. Nights, cleans and totals are worked out as you type.

  • Goals, standards, duties
  • Budget worked out
  • Word and Excel files
Build My Plan
64 of 64 fields filled
You’re looking at a filled-in example for a fictional home. Replace it with yours.
Property and people6/6
Goals for the year7/7

Nights

of the nights left to book

Guests

Service standards8/8
Who does what22/22
JobDoes itSigns off
Pricing and the booking calendar
Guest messages and reviews
Turnover cleaning and laundry
Restocking guest supplies
Repairs under the approval limit
Repairs over the approval limit
Utility and service bills
Insurance coverage
Licenses, registration and local taxes
Owner stays and blocked dates
Maintenance and inspection calendar5 jobs
Budget for the year7 lines
of projected booking income

Costs for the year$20,958 incl. fee

Reporting and reviews3/3
of each month
Risks and plan B4/4

Risk 1

Risk 2

Risk 3 · optional

Want it blank? .

Annual management plan

Seaside Loft

Apt 4B, 12 Harbor Street, Pine Bay

Owner: Dana ShawManager: Jordan Lee, Tidewater StaysDec 1, 2026 – Nov 30, 2027

1Goals for the year

Occupancy
72% of nights left to book

250 booked nights

Guest reviews
4.8 average on Airbnb

The score to hold or beat by the annual review

Owner use
14 owner nights

in 2 visits

Booking income
$36,250

booked nights × $145 average rate

How the nights add upNights
Nights in the plan year365
Owner nights− 14
Blocked for maintenance− 4
Nights left to book347
Booked at 72%250
Guest stays at 2.8 nights average89
Cleans: guest stays + 2 owner visits91

2Service standards

Turnovers
Check-out by 10 a.m., check-in from 4 p.m.: a 6-hour turnover window
Guest messages
Answered within 30 minutes, 8 a.m.–10 p.m.; urgent ones at any hour
Urgent repairs
No heat, no water, a leak or a failed lock: someone on site within 4 hours
Routine repairs
Fixed within 5 days, or before the next check-in if sooner
Owner contact
Replies within 1 business day
Inspections
Cleaner’s check after every stay; manager in person: every month

3Who does what

JobDoes itSigns off
Pricing and the booking calendarManagerNo sign-off
Guest messages and reviewsManagerNo sign-off
Turnover cleaning and laundryCleanerManager
Restocking guest suppliesCleanerManager
Repairs under the approval limitVendorManager
Repairs over the approval limitVendorOwner
Utility and service billsOwnerNo sign-off
Insurance coverageOwnerNo sign-off
Licenses, registration and local taxesManagerOwner
Owner stays and blocked datesOwnerManager

Repairs up to $250: the manager goes ahead and reports them on the statement. Above that, the owner approves first.

Emergencies: the manager acts first and tells the owner within 2 hours.

4Maintenance and inspection calendar

December 2026
  • Manager inspection
  • Smoke and CO alarm test
  • Inventory and linen count
January 2027
  • Manager inspection
February 2027
  • Manager inspection
  • Deep clean
Closed 4 nights
March 2027
  • Manager inspection
  • Smoke and CO alarm test
April 2027
  • Manager inspection
  • Heating or AC service
May 2027
  • Manager inspection
June 2027
  • Manager inspection
  • Smoke and CO alarm test
  • Inventory and linen count
July 2027
  • Manager inspection
August 2027
  • Manager inspection
  • Deep clean
September 2027
  • Manager inspection
  • Smoke and CO alarm test
October 2027
  • Manager inspection
November 2027
  • Manager inspection

21 planned visits this year, costing $580 in all.

5Budget for the year

Cost linePaid byAmountBasisYearShare
Turnover cleaning and laundryManager bills back$70× 91 cleans$6,37030%
Guest supplies and linensManager bills back$18× 91 cleans$1,6388%
Electricity, water and heatingOwner pays$150× 12 months$1,8009%
Internet and TVOwner pays$60× 12 months$7203%
Repairs allowanceManager bills back$1,200× 1$1,2006%
InsuranceOwner pays$1,150× 1$1,1505%
Licenses and registrationOwner pays$250× 1$2501%
Scheduled services (calendar)21 visits$5803%
Running costs$13,708
Management fee20%of $36,250$7,25035%
Total for the year$20,958100%
Per clean 38%Monthly bills 12%Yearly costs 12%Scheduled services 3%Management fee 35%

Projected booking income: $36,250 (250 nights × $145)

Left for the owner before tax and loan payments: $15,292

Cost per booked night: $84 · about $1,747 a month

Of the cost lines: owner pays $3,920 directly; the manager pays and bills back $9,208.

6Reporting and reviews

Owner statement
By the 5th of each month
Check-in calls
Every two weeks
Plan reviews
  • Review 1: by Feb 28, 2027
  • Review 2: by May 31, 2027
  • Review 3: by Aug 31, 2027
  • Annual review and next year’s plan: by Oct 31, 2027
Next plan
Starts Dec 1, 2027, signed before then

7Risks and plan B

  • If: The cleaner can’t make a same-day turnover
    Then: Backup cleaner Sam Ortiz at the same rate; Jordan covers if both are out
  • If: Nights booked for the next two months fall below last year’s
    Then: Price review within a week; Dana agrees any rate under $110
  • If: A neighbor complains about noise
    Then: Same-day call to the guest; quiet hours repeated in the check-in message

8Agreed by

This plan sits under the management agreement dated Oct 17, 2026. Where the two differ, the agreement applies. Changes are made in writing and dated.

Owner: Dana Shaw
Date
Manager: Jordan Lee, Tidewater Stays
Date
Seaside Loft · annual management planMade with Mr. Props

Your entries show in the plan; dashed fields are still empty. Nights, cleans, costs and review dates are calculated from what you type.

Scope

One Home, One Year, Agreed in Writing

This property management plan template covers one short-term rental for the next twelve months. The owner and the manager fill it in together, sign it, and bring it to every review.

The contract

Management agreement

Fees, term, notice and liability. The plan works inside it and never overrides it.

The year This page

Annual management plan

Goals, standards, duties, the maintenance calendar, the budget and review dates for one home.

The how

Standard operating procedures

Step-by-step instructions for cleaners and staff. They change whenever a process does.

The record

Owner statements

What actually happened each month. At each review you lay them next to the plan.

What this page is not

  • A plan for subsidized or tax-credit apartments. Agencies that fund that housing ask for plans in their own format. Follow their guidance and forms.
  • A land, farm or woodland plan. Same name, different field.
  • A company plan. See the business plan template or the marketing plan template.

Most owner–manager disputes start with an expectation nobody wrote down: owner nights, repair speed, which costs need the owner's yes.

Settle those first, and each review compares the year with something you both signed.

Goals

Three Goals That Have to Fit Together

Occupancy, guest reviews and the owner's own nights pull against each other. Agree the arithmetic before the targets.

Where the nights go in an example year

365 nights · plan year starting in January
Owner nights · 28Blocked for work · 6Booked at a 68% target · 225Still open · 106

The 68% applies to the 331 nights left after owner and maintenance nights: 68% of what you can sell, but only 62% of the year. Agree the base; the builder uses the first.

Occupancy

Set it on
The nights you can sell, after owner nights and closures.
The trade-off
A higher target can mean lower rates or shorter minimum stays. Decide which matters more this year.

Guest review score

Set it on
One platform and one figure, such as a 4.8 average on Airbnb.
The trade-off
Guests tend to write about cleanliness, check-in and replies, so the service standards below move this goal.

Owner nights

Set it on
Nights, the weeks the owner won't take, and the notice they give.
The trade-off
Each owner night can't be sold, and each visit ends with a clean the budget has to cover.

Average stay turns nights into cleans: 225 nights at 3.2 nights a stay is 70 stays, plus 4 owner visits makes 74 cleans.

Service standards

Write Each Standard as a Number and a Clock

"Prompt" means one thing to an owner and another to a manager on a busy Saturday. Give each standard a number and a unit.

Turnover window

Guests leave by 10 a.m. and arrive from 4 p.m.: a 6-hour window for the clean and the check.

Guest messages

Answered within 30 minutes between 8 a.m. and 10 p.m., and urgent ones at any hour.

Urgent repairs

No heat, no water, a leak or a failed lock: someone on site within 4 hours.

Routine repairs

Fixed within 5 days, or before the next check-in if that comes first.

Owner contact

A reply within 1 business day, and any guest complaint reported within 24 hours.

Inspections

The cleaner checks after each stay; the manager visits every month and sends dated photos.

The property inspection template covers the visit room by room.

MeasurableWrite it like this

Do

Guest messages answered within 30 minutes, 8 a.m. to 10 p.m.

Do

Urgent repairs: someone on site within 4 hours, any day.

Do

Manager inspection monthly, with dated photos to the owner.

VagueNot like this

Avoid

We respond to guests promptly.

Avoid

Repairs are handled as soon as possible.

Avoid

Regular inspections are carried out.

Responsibilities

Who Does It, and Who Signs It Off

Four roles cover most homes: owner, manager, cleaner and vendors such as plumbers and electricians. The split below is one full-service example, not a rule.

OwnerManagerCleanerVendor
Pricing and the booking calendarToldDoes
Guest messages and reviewsDoes
Turnover cleaning and laundrySigns offDoes
Restocking guest suppliesSigns offDoes
Repairs under the approval limitToldSigns offDoes
Repairs over the approval limitSigns offArrangesDoes
Emergency repairsToldActs firstDoes
Utility and service billsPaysTold
Insurance coverageDoesTold
Licenses, registration and local taxesSigns offDoes
Owner stays and blocked datesDoesTold

Does carries out the jobSigns off approves the cost or resultTold kept informed

Set an approval limit

Below it, the manager fixes things and reports them; above it, the owner approves first, except in emergencies. Too low, and every dripping faucet becomes an email thread.

Check what the law puts on whom

Registration, permits, occupancy taxes and safety duties depend on where the home is. Write down who handles each, confirm it with your local authority or a tax advisor, and copy any duty your management agreement already assigns word for word.

Calendar

Book the Year's Maintenance Before the Guests Do

Give every recurring job a month, block the dates early, and keep the busiest weeks free of planned work.

Example: a two-bedroom house with a yard; monthly inspections not shown.

JanuarySmoke and CO alarm testInventory and linen count
FebruaryDeep clean3 nights blocked
MarchGutters and drainsQuarter review
AprilSmoke and CO alarm testAC service
MayYard and exterior check3 nights blocked
JuneMid-year visit with the ownerPest control
JulySmoke and CO alarm testPeak: no planned work
AugustPeak: no planned work
SeptemberDeep cleanQuarter review
OctoberSmoke and CO alarm testHeating service
NovemberGutters and drainsInventory and linen count
DecemberAnnual review and next year's plan
SafetyServiceCleaningReviewClosedPeak weeks

In the builder, pick how often and the first month; it spreads the visits over your year and adds their cost to the budget.

Smoke and CO alarms, gas appliances, extinguishers and pool barriers can have legal intervals where the home is. Use those, keep a dated record, and log faults between visits with a maintenance request.

Block the days as soon as they're agreed. With Mr Props, the Airbnb, Booking.com and Vrbo calendars sit together in one place, so the closed nights show up right next to the bookings.

Budget

Cost the Year by How Each Bill Behaves

Costs follow stays, the calendar or the year. Sorted that way, the budget moves with the occupancy goal.

  1. Per clean

    Cleaning, laundry, guest supplies and linens, times the cleans: guest stays plus owner visits.

    × cleans

  2. Per month

    Utilities, internet and subscriptions, times twelve, or last year's bills month by month.

    × 12

  3. Per year

    Insurance, license fees, a repairs allowance and the calendar's scheduled services.

    × 1

Short stays, bigger turnover bill

Halve the average stay and the turnover cost per booked night doubles.

Cleaning per clean$70
Supplies per clean$18
Average stay (nights)2.8
Average nightly rate$145
Turnover cost per booked night$31
Share of the nightly rate
22%
At half the stay length
$63 at 1.4-night stays
Cost of one clean
$88

A worked example in US dollars.

Mark who pays each line, owner or manager, so nothing is paid twice. Base repairs on this home's last two years, and copy the fee's base from the management agreement.

Reporting and reviews

Set the Reporting Rhythm Before the First Booking

Owners worry less when they know when they'll hear from you. Fix the dates once and keep them.

  1. After every stayThe cleaner's checklist and photos go on file.Record
  2. Monthly, by a set dayOwner statement: bookings, income, costs and problems. The monthly owner report template has the layout.Statement
  3. Weekly to monthlyA short call on bookings ahead, open repairs and owner stays.Call
  4. Every quarterPlan review: goals, budget and standards against what happened.Review
  5. Month elevenAnnual review and a draft of next year's plan.Review
  6. Month twelveThe new plan is signed before the old one runs out.Sign

Changing the plan mid-year

Small changes, like a new cleaner, go in a dated change log both sides confirm by email. New targets, limits or owner nights wait for the next review and both signatures. Fee or term changes amend the agreement.

Agenda for the annual review

Check marks stay on this page only; nothing is saved.

Risks

Decide Plan B While Everyone Is Calm

Agree the response and who decides now, so nobody chases the owner on vacation.

If the cleaner can't make a same-day turnover

Response
A named backup cleaner at an agreed rate.
Who decides
Manager

If the heating or hot water fails during a stay

Response
A vendor on call, space heaters on site, and an agreed refund limit.
Who decides
Manager, within the limit

If bookings fall behind the target

Response
Review prices and minimum stays; any rate below the agreed floor needs the owner.
Who decides
Manager proposes, owner agrees

If the review score slips

Response
Find the complaint that repeats, fix the cause, update the checklist.
Who decides
Manager

If the owner needs the home at short notice

Response
Existing bookings stand unless the guest agrees to move.
Who decides
Owner and manager together

If local rules change

Response
The owner takes advice, and the goals are reset if the nights you can sell drop.
Who decides
Owner
Examples

Example Plans for a Loft, a Cabin and a Family House

All three homes and names are fictional. Load one into the builder; card figures are calculated from its inputs.

City apartment

Seaside Loft

One bedroom, short stays, full-service manager

Booked nights
250
Cleans a year
91
Costs incl. fee
$20,958
Cost per booked night
$84
  • Short stays mean many cleans: the per-clean lines cost more than the fee.
  • Alarm tests and inspections come at no extra charge.
Rural cabin

Birch Hollow Cabin

Two bedrooms, a wood stove and a hot tub

Booked nights
200
Cleans a year
60
Costs incl. fee
$28,430
Cost per booked night
$142
  • A monthly hot tub service, and a sweep each September before winter.
  • Ten nights closed in April for the bigger jobs.
Family house

Harbor View House

Four bedrooms, owner keeps five weeks a year

Booked nights
188
Cleans a year
37
Costs incl. fee
$21,498
Cost per booked night
$114
  • Long family stays keep the cleans low in a bigger house.
  • Reviewed every six months, with a monthly owner call.
FAQ

Before You Sign the Plan

What goes into a management plan for a short-term rental?

Goals, service standards written as numbers, who does and approves each job, a monthly maintenance calendar, the budget, reporting and review dates, the main risks, and signature lines. The builder puts them in one document.

Do I need a property management plan if I manage my own home?

A shorter one helps. You still work with a cleaner and vendors and need a budget and a calendar. Put your own name against your jobs and skip the signatures.

How is this different from the management agreement?

The agreement is the contract: fees, term, notice and liability. The plan is one year's operating detail inside it, and the agreement wins wherever the two differ. To change the fee, amend the agreement.

Is this the management plan a housing agency asks for?

No. Agencies that fund or monitor subsidized and tax-credit housing set their own format, so use their guidance. This template is for vacation and short-term rental homes.

How often should the owner and manager review the plan?

Every three months, plus an annual review a month before the year ends. The builder sets the dates from your start date.

Can I use it for a mid-term or long-term rental?

Yes, with fewer cleans, some bills passed to the tenant, and tenant requests instead of guest messages. Landlord-tenant law sets some rules, so check what applies locally.

What do the Word and Excel files contain?

The Word file is the plan as you see it, with signature lines. The Excel file holds the 12-month calendar and the budget lines. Both carry what you typed.

Related templates

Other Templates for the Same Home

Operations · XLSX + DOCX

Property Inspection Template

The room-by-room check behind the plan's inspection standard.

View template Operations · DOCX

Maintenance Request Template

Log the faults that turn up between the planned visits.

View template Owner relations · XLSX + DOCX

Monthly Owner Report Template

The statement you compare with the plan's budget each month.

View template Operations · XLSX + DOCX

Weekly Report Template

Turnovers, issues and open jobs for the team, week by week.

View template
Helvis Schmotex

Helvis Schmotex

Founder, Mr. Props · Short-term rental investor

Helvis has spent the better part of a decade buying and selling real estate, and now focuses on scaling his short-term rental portfolio. He joined forces with the property OG himself, Mr Props, to share what's actually working — the systems, numbers, and hard lessons — so other hosts can grow faster and with fewer headaches.

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