📬 Monthly Owner Report Creation & Delivery

Purpose:
To provide owners with a concise and professional monthly update that summarizes major maintenance, reservation stats, guest feedback, and any operational observations. Reports must be completed and sent between the 1st and 5th of each month.

---

Step-by-Step Instructions:

1. Set a Monthly Reminder

• Create a recurring reminder on your calendar for the 1st of each month.
• Reports should be finalized and sent by the 5th at the latest.

2. Use the Owner Report Template

• Start with the blank Owner Report template

3. Email Formatting & Subject Line

• Subject Line Format: MONTH YEAR Owner Report – [PROPERTY ADDRESS]
  Example: October 2025 Owner Report – 829 Ponce De Leon Dr
• To: Property Owner’s email
• CC: hello@easyairrentals.com

4. Fill in the Report Sections Carefully

Title & Greeting

• Update the property address, month, and owner’s name.

Maintenance

• Only include major issues: vendor calls, broken items, system malfunctions.
  Do NOT include routine tasks like filter changes or lightbulb swaps.

Reservations

• Go to OwnerRez > Reports > Summary Reports > Bookings
• Select the correct property, previous month, and uncheck “Include Cancelled Bookings”
• Run the report:
  • By Count: Get number of guests
  • By Nights: Get number of nights
  • Occupancy Rate = (Booked Nights ÷ Days in Month) x 100

Example:
“This month we welcomed 2 guests for 8 nights, an occupancy rate of 26%. There are 3 bookings confirmed for next month.”

Guest Reviews/Feedback

• Pull 2-3 recent positive reviews only from the following platforms:
  • VRBO Reviews
  • OwnerRez Reviews
  • Airbnb Reviews

Observations

• Share any important updates or insights relevant to the owner, including:
  • Trends, upcoming work, or ongoing issues.
  • Notes from vendors or inspectors.
  • Anything affecting guest experience or long-term performance.

5. Double Check

• Proofread carefully for spelling, grammar, and accurate information.
• Confirm all names, months, and addresses are correct.
• Compare maintenance section against the expense report for any missing notes. Add a note for Haley if discrepancies exist.

6. Send the Email

• Attach the completed report as a PDF file.
• Email using the format:

Subject: October 2025 Owner Report – 829 Ponce De Leon Dr

Good Evening [Owner Name],
Please see attached for this month’s report for your property in [City Name].