top 12 Insider Tips:
How to Choose the Right Vacation Rental
If you’ve ever booked a vacation rental and ended up disappointed, confused, or overcharged – this guide is for you.
As an experienced Airbnb Superhost, I’ll walk you through how to choose the best vacation rental with expert booking strategies, top tools, and behind-the-scenes insight.
1. Don’t Rely on Good Reviews Alone
Start by reading the negative reviews first, and pay attention to recurring complaints. If the same issue comes up again and again, ask yourself if that would be a dealbreaker for you too. On the other hand, if there are only a few bad reviews, and they all mention different things, chances are they were one-off issues or just unlucky experiences.
It is also important to watch out for the responses of the hosts, if the hosts have answers for their bad reviews, it shows that they care.
2. Check Host Response Times & Reliability
Before booking a holiday apartment, message your host to test their response time. If you are already on site, and you have a problem, you wouldn’t want to wait hours for them to respond, right? The communication style of your host can reveal a lot. Their writing, attentiveness, and overall effort often reflect how much care they’ll put into your stay.
Regulations around short-term rentals are constantly changing, especially in popular tourist destinations due to the ongoing housing crisis. A quick message to your host asking whether they have the proper permits to host guests might feel a bit awkward, but it could save your entire holiday.
There have been several cases in Vienna, for example, where guests were left without a place to stay after authorities shut down Airbnbs on the spot for lacking the correct approvals.
3. Always Read the Cancellation Policy Before You Book
In these unpredictable times, we all want our money to be refundable until the last possible minute.
Airbnb hosts can set different cancellation policies, most of them either do flexible (fully refundable until the day before) or moderate (fully refundable until 5 days before arrival), but some can select even stricter policies with only 50% refunds.
Get an idea of the situation of your travel destination, and choose the suitable cancellation policy – you can even filter for this on Airbnb.
4. Know How To Navigate Listings: Category vs. Specific Unit
Larger Airbnb hosts often use category listings instead of individual apartment listings for their short-term rentals. This is usually clearly mentioned in the property description, so be sure to read it carefully!
Category listings typically include photos and sometimes floor plans from multiple apartments within the same category. If you’re hoping to stay in a specific unit shown in the listing, it’s important to let your host know in advance. That way, they can confirm availability or suggest a very similar option based on your preferences.
A great benefit of booking a category listing is that it often means your host manages multiple properties. If something unexpected happens (like water damage or another issue) there’s a good chance they can quickly move you to a different apartment, so you’re not left without a place to stay.
This is a great example of how a category listing looks like.
5. Get Local Tips Before You Arrive
If you’re staying in a hotel, you’ll likely feel like a tourist for the entire duration of your trip. You’ll get the typical tourist-trap recommendations, be directed to overpriced restaurants that everyone gets sent to, and be offered plenty of extra services – which can be great, if that’s what you’re looking for.
However, booking a holiday apartment and messaging your host for recommendations of any kind can help you feel like a local in just a few days. You’ll discover excellent restaurants that tourists haven’t even heard of, cozy little corner cafés, and insider shortcuts to the must-see sights – all the things that make your experience feel authentic and effortlessly connected to the city.
Cheap can turn out to be costly… especially when it comes to neighbourhood safety. Even in cities considered safe overall, certain areas or streets might feel very different at night. That’s where a good host becomes invaluable. They can give you real insight into the local vibe, so you know exactly what to expect. Spending a little more for a well-located rental can make all the difference in feeling safe and comfortable during your stay.
6. Low Cleaning Fees Could Be a Red Flag
Seeing a higher cleaning fee should actually give you more confidence in the listing. In many parts of Europe, the hourly wage for housekeeping staff is around €30. And remember, on Airbnb, you’re booking an entire apartment with a private kitchen and living area, not just a hotel room. That means it typically takes 2 to 2.5 hours to clean and prepare everything properly.
So if you see a €30 cleaning fee, ask yourself – does that mean the entire apartment is being cleaned in just one hour? In my experience, a low cleaning fee often signals a host who may not prioritize cleanliness the way they should.
One thing to keep in mind: unlike hotels, daily cleaning usually isn’t included in most Airbnbs. Some hosts do offer it for an extra fee, but it’s not standard. That said, if you need fresh towels or a few extra toiletries during your stay, just reach out – many hosts are happy to provide them at no extra cost.
7. Ask The Hosts if They Are on Site
When a Superhost manages multiple listings (especially category listings) they might not always be on-site or even in the same country. In most cases, they’ll have a local contact person, often from the housekeeping team, to assist with day-to-day issues during your stay. However, this also means that immediate help with more serious problems, like technical or maintenance issues, isn’t always guaranteed.
If this is something you are wondering about, feel free to ask your host or see if you can find information in the reviews.
8. Don’t Judge a vacation rental by Its Photos – (Good or Bad)
Some hosts simply don’t have the resources to create magazine-quality photos. If you see that the furniture is in good condition and the space looks generally nice, you can be confident that any unflattering appearance is likely just due to the pictures themselves.
On the other hand, magazine-like photos don’t always show the apartment exactly as it is. These professional shots often use the best angles and extra styling to create the perfect look. While beautiful photos usually mean the place is well-maintained and tidy, don’t choose your rental based solely on the pictures.
9. Find Hidden Gems in New Listings
When apartments with “new” label appear on the platform without any reviews, you might be their very first guest! This often means you can pay around 20-25% less than the usual market price, as new hosts are eager to earn positive reviews and are often more open to negotiation.
10. Partying Could Cost You Your Vacation
You know those long terms and conditions you usually skip over and just click “agree”? Well, one of the things you agree to is not throwing parties in your vacation rental.
As your hosts, we absolutely want you to enjoy your stay and have a great time exploring the city with friends, family, or your partner. But please keep in mind that loud noise – especially on balconies – can quickly lead to complaints from neighbours, and in some cases, even calls to the police.
If that happens, your host will be notified, and because you’ve accepted the house rules and terms, your booking may be cancelled immediately due to a breach of agreement.
11. Never Book Outside the Platform
You probably know that Airbnb charges a commission on bookings, but there’s a good reason for it. Airbnb’s support team is always there to assist both you and your host.
If you accidentally damage something in the apartment, AirCover protection might cover it fully, so you might not have to pay a single penny.
That said, some hosts may contact you directly to ask you to book outside the platform, sharing their phone number and encouraging you to bypass Airbnb’s system. This should be your biggest red flag when booking. These platforms exist to protect both guests and hosts, offering fair conflict resolution and security.
Additionally, keep in mind that prices are usually structured, so hosts receive the same amount whether you book through Airbnb or directly. To avoid scams, never bypass the platform.
12. Avoid your vacation Rental To Be Sold From Under You
It doesn’t happen often, but it does happen: some hosts list their holiday rental on Airbnb or other platforms temporarily, just while they’re trying to sell the property. If that’s the case, you could end up with real estate agents or potential buyers showing up during your stay. Not ideal when you’re trying to relax.
Even worse? Your booking could be cancelled entirely if the property gets sold before your trip. To make sure you’re choosing a secure holiday rental, it’s worth checking whether the listing is currently up for sale. You can even ask the host directly if the apartment is on the market – especially for longer stays.
My #1 takeaway
Communicate with your host – before and after booking.
Whether you’re booking through Airbnb, Booking.com, Expedia, or any other platform, early and consistent communication gives you a clear sense of what the host will be like during your stay. This isn’t just about logistics, it’s about reliability, attitude, and how well they handle your specific needs.
Follow these 12 proven tips, and you’ll never stress over choosing a vacation rental again.
