What to Include in Your Property Owner Reports Each Month

As a vacation rental owner, staying informed about your property’s performance is key to running a successful short-term rental business. That’s where property owner reports come in. These reports provide a comprehensive overview of how your rental is performing—from revenue and expenses to occupancy trends and guest activity.

Whether you’re self-managing your property or working with a property management company, having a clear, standardized monthly report ensures you’re not left guessing about your investment. In this post, we’ll break down exactly what to include in your monthly property owner reports, why each section matters, and how these insights help you make smarter decisions.

Why Property Owner Reports Matter

Before we get into the details, let’s answer the big question: why are property owner reports so important?

• They track financial performance
• They provide transparency and accountability (especially with property managers)
• They highlight maintenance needs or issues
• They help with long-term planning and budgeting
• They simplify tax preparation and compliance

For short-term rental owners, especially those with multiple properties or remote locations, these reports are your monthly check-in to ensure everything is running smoothly.

What to Include in Your Monthly Property Owner Reports

A great property owner report should be clear, concise, and customized for short-term vacation rentals. Here’s what to include:

Revenue Summary

At the top of the report, include a detailed revenue summary that breaks down all income earned during the month. This should cover gross rental income, cleaning or pet fees charged to guests, additional services (e.g., early check-in, pool heating fees), and taxes collected (e.g., occupancy or lodging taxes). You can also include comparative data, like performance vs. the previous month or year-over-year revenue growth, to track trends.

Secondary keyword tip: This section is essential for vacation rental homeowners who want to keep tabs on profitability and performance.

Occupancy and Booking Details

Understanding how often your property is booked—and by whom—gives insight into marketing effectiveness and seasonality.

Include data such as:

• Number of nights booked
• Average nightly rate (ADR)
• Occupancy rate
• Number of reservations
• Booking sources (Airbnb, Vrbo, direct bookings)

This section can also highlight cancellations, no-shows, or unusually short/long stays, all of which are helpful for evaluating your guest policies.

Expense Breakdown

Tracking expenses is just as important as tracking income. This part of the property owner report gives visibility into what’s being spent each month to operate the property.

Typical expenses to include:

• Property management fees
• Cleaning and turnover costs
• Utilities (electricity, water, internet)
• Repairs and maintenance
• Landscaping or pool service
• Supplies and toiletries
• Insurance premiums

Grouping expenses by category makes it easier to spot unusual spending or identify areas to cut costs.

Maintenance and Repairs Summary

Every short-term rental requires regular upkeep. This section outlines any maintenance requests, completed repairs, and recurring service schedules.

Details should include:

• Description of the issue
• Date reported and resolved
• Cost of repair
• Vendor or technician used
• Status (pending, scheduled, completed)

Regular maintenance logs help prevent larger issues down the road and provide proof of responsible property care.

Pro tip: Keeping up with maintenance also reduces the chance of liability claims from unsafe conditions or equipment failures.

Guest Feedback and Reviews

While star ratings may seem subjective, guest reviews offer valuable insights into the guest experience and can reveal patterns that affect your business performance.

Include:

• Average guest rating for the month
• Positive comments or standout moments
• Recurring complaints or concerns
• Responses from property management (if applicable)

Monitoring this data helps improve service, resolve issues proactively, and increase future bookings.

Compliance and Safety Checks

Short-term rentals must meet local safety standards and regulations. Your monthly report should document:

• Smoke and carbon monoxide detector tests
• Fire extinguisher checks
• Pool or spa safety inspections
• Local tax filings and business license renewals

This section is especially useful for owners operating in regions with strict short-term rental regulations.

Year-to-Date (YTD) Financial Summary

To provide context for monthly numbers, include a year-to-date summary that shows cumulative performance. This high-level snapshot can help with forecasting, budgeting, and tax preparation.

Include:

• Total income YTD
• Total expenses YTD
• Net income YTD
• Occupancy trends over time

Comparing current numbers with your annual goals should help you make informed adjustments throughout the year.

Best Practices for Creating Effective Property Owner Reports

Creating a great report is about more than listing numbers. Here are a few tips to make your reports truly helpful:

• Use Visuals — Charts and graphs help communicate trends clearly. Use bar graphs for revenue, pie charts for expenses, and line graphs for occupancy trends.
• Keep It Consistent — Use the same format and categories each month to make reports easy to compare over time.
• Customize for Your Needs — If you’re managing multiple properties, consider separate sections or tabs for each one. If you’re working with a property manager, ensure they tailor reports to short-term rental operations, not just traditional leases.
• Automate When Possible — Use property management software that offers automated reporting features to save time and reduce the chance of errors.

Monthly property owner reports are more than just paperwork—they’re a tool for growth, insight, and peace of mind. With the right information in front of you each month, you’ll be able to spot problems early, optimize your pricing and marketing, plan maintenance proactively, and rrack your return on investment. 

At Safely, we know that short-term rental success depends on more than just great guests—it also depends on smart property management, accurate reporting, and reliable protection. That’s why we offer tools and services that help vacation rental homeowners stay in control like robust guest screening and short-term rental insurance. Explore more expert insights and discover how Safely can support your short-term rental business—from protection to performance tracking.