Samples for Florida Beach Rentals

Monthly statement

All numbers are a made up example, not a forecast. The 20% is their own full-service rate.

Repair OK by text

Cleaning checklist

Sent to the cleaner when a guest checks out.

• Unit, check-out time and next check-in time
• Strip and remake beds, fresh towels (count in the unit file)
• Kitchen: dishwasher run and emptied, fridge cleared
• Restock: paper towels, toilet paper, dish soap, trash bags
• Photo of each room when done, sent by text
• Anything broken? Photo by text. It goes to the team and, for repairs, to the owner for an OK
• Text DONE. Once the unit is marked ready, the next guest's door code is set and their check-in text goes out

Next year's week

To past guests who agreed to texts.

Gap fill

Sent only to past guests who said yes to texts about short stays. When a gap opens, the system suggests dropping that gap's minimum stay to fit it; the owner approves by text first. Sent only 8 AM to 9 PM. This needs access to the booking system, with Florida Beach Rentals' OK.

Snowbird follow-up (monthly stays)

• Spring: "Planning next winter? Monthly units for January to March book first. Want the list?" (to past monthly guests who opted in)
• Summer: the list of open monthly units, with photos and the month price, by email
• Fall: "Last few winter months open at your favorite building." Then the lease is signed online and the deposit paid on a link.

Owner blocks their own dates

Preventive maintenance

Each job lands on the calendar between guests, never during a stay.

Vendor dispatch

No YES in 15 minutes? The job goes to the backup AC company on your list, and the on-call manager gets a text. The guest's own door code is never sent to a vendor.

After hours and lockouts

The system matches the number automatically. A text from a number that isn't on the booking gets a call-back to the phone on the booking instead, never a code.

On-call ladder for urgent problems after 9 PM: the on-call tech is texted and called; no answer in 10 minutes, the manager; no answer in 20 minutes, the owner of the company. The guest gets a text with who is coming and when.

Cleaner accepts the job

• Not started by 11 AM? The team gets an alert and can reassign the job to Rosa with one tap.
• Done: the cleaner texts DONE with a photo of each room, and an inspector checks the photos before the unit is marked ready.

Damage claim from a cleaner photo

Who pays: the guest's damage protection, or the booking site's own claim process when the stay came from one. File promptly, because each booking site has its own deadline. The owner sees the outcome on their statement.

Double-booking guard

Two bookings for one unit, from two booking sites, minutes apart:

• The first confirmed booking wins. The moment one site books, every other site's calendar closes for those nights.
• If two still collide, the second guest gets a text within minutes with an equal or better unit for the same dates, or a full refund. The team gets an alert.
• This needs access to your booking system and your booking sites, with your OK.

Linen and laundry

• Each unit has a par level: three sets of sheets and towels per bed, one on the beds, one at the laundry, one spare.
• The cleaner counts what goes out at each turnover. The laundry company gets one pickup list each morning.
• Running under par? The unit lands on the reorder list before the next guest, not after.

Lost and found

Low supplies

The cleaning checklist counts toilet paper, paper towels and dish soap at every turnover. When a unit runs low, it lands on the next supply run, and the team sees one reorder list each Monday.

Storm notice

A storm watch for Pinellas County? One text goes to every guest staying now and every owner at once, with what to do and how to reach the team. Texts go only to people who agreed to get them.

Monthly tourist tax report

All numbers are made up. Pinellas County collects its tourist development tax locally; the rates shown are from the Florida Department of Revenue's rate sheets (read 2026-10-10). Your accountant files it; the report is ready on the first of the month.

Past-guest email

Subject: Your week at the beach is open again

Hi {first}, the week you stayed at {unit} last year is open again. Want it back before it's gone? (link) Florida Beach Rentals, Clearwater. Unsubscribe any time.