I recommend contacting a villa in three stages.
- Stage One - Initial contact to check on availability, rates, prices, etc.
- Stage Two - Follow-up with more questions that will help make your decision.
- Stage Three - Once you are fairly certain which villa you are interested in, talk to the owner on the phone to get any remaining questions answered. A phone conversation will allow you to pick up concerns about the owner that could be difficult to see in an email or an advertisement.
There are many questions to ask before renting a villa. If you have a baby, does the villa have a high chair, play pen, and is the house baby proof? How is the kitchen stocked? What games are in the game room? And more. You should look carefully at every picture and ask questions about anything uncertain. Pay attention to the floors, especially if they are carpeted. And realize the pictures are probably several years old, so, anything you see is probably more warn than showed.
Most Villa owners will not give you the address until after a commitment has been made, but you should be able to get a general idea on the area so you can use google maps to look at the neighborhood. Once you get the address, look it up on Zillow to make sure the information recorded matches what you have been told. Look on Zillow for any concerns about taxes being paid, foreclosure, or ownership. Do other searches on the internet and ask whatever questions concern you.
The following are the top sixteen questions I like to ask before I rent a villa before I sign the agreement:
1. What is the price? Are there discounts for long stays, seasonal discounts, or any flexibility in the price?
2. What is included in that price? You might find a charge for pool heat, which is important in winter, but not in the summer.
3. What are the additional costs? There could be additional optional costs for things such as using the grill or for not doing proper cleaning before leaving.
4. How do I get the key to the villa? Sometimes you need to go to an office and pick up the key. Usually, the key is in a lock box at the front door and you'll get the lock box combination shortly before your stay.
5. Who do I contact in the event of a problem? You should expect to find minor problems when you arrive, and that those problems will be quickly taken care of.
6. What are the pest control practices? Is it done by a professional company? How often? What if pests are detected during my stay? In one place I stayed, the management company did the pest control by ineffectively distributing poison and traps around the villa.
7. What forms of payment are accepted? Make sure you pay through a credit card so you an have recourse if there are problems.
8. What are the cancellation policies?
9. What is the layout of the villa? Sometime it is difficult to tell how the villa is laid out by only looking at the pictures. If you have children, you will want to understand how the bedrooms are distributed. Kitchen layout is often important. And if you plan to use the dinning room table to eat at? Many villas have the dinning room as part of the living room.
10. Free Internet? Does this include wifi?
11. What are the temperature limitations of the air conditioning and heating? Most of the Villa air conditioners are undersized and will struggle to maintain 75 degrees during the summer. In the Florida humidity, you may find 75 degrees is barely tolerable. If the Villa limits what you an set the air conditioning to, and you exceed that, the air conditioner can freeze up or become damaged and you will be charged for the repair. Make sure you understand the Villa's rules.
12. Does the Villa have a security system? Depending on the location of the villa, vacation villas can be great targets for break-ins. A security system could deter a thief and keep your possessions safe while you are out.
13. What is the policy for others to gain entry to the villa while we are renting it? Who else has keys? Often, the key for the villa is in a lock box outside the front door. If someone needs to do maintenance (perhaps the exterminator needs to spray) the maintenance company will provide them the lock box combination so they
can gain access to the house. If you are inside the house with the front door's bolt locked, that shouldn't be a problem. However, if you are gone for the day, the management company or others may come into the house. Very often, vacation villas are listed for sale or long term rentals and real estate agents will bring people through the villa on a tour when you aren't there. You want to make sure you understand the policies so you can protect your valuables.
14. How often is the pool cleaned?
15. What are the check-in and check-out times?
16. When will my security deposit be returned? For one villa we rented, it took 8 months.
There are many other questions you should consider depending on your particular situation. But I find this list to be the most useful and what I usually use.