Running a short-term rental means juggling bookings, messages, operations, and guest expectations. And somewhere in the middle of all that, you hear new terms that everyone seems to know, except no one actually explains them.
This glossary gives you simple definitions you can use right away. The list covers pricing, operations, platforms, guest communication, property rules, and marketing. If you’re new to hosting, use this as your reference. If you’re experienced, you can skim and tighten up any gaps. So make sure to bookmark, and let’s dive in!
Booking & Pricing Terms
Base Rate
Your standard nightly price before fees, discounts, or seasonal changes.
Dynamic Pricing
Adjusting your nightly rate based on demand, season, local events, or competition.
Average Daily Rate (ADR)
Your total revenue divided by the number of nights booked. Used to track how well your pricing is performing.
Revenue Per Available Rental (RevPAR)
Your ADR multiplied by your occupancy rate. Helpful if you want to see the real earning power of your rental.
Occupancy Rate
The percentage of days your property is booked in a given period.
Minimum Night Stay
The shortest stay you allow. This changes your revenue pattern more than most hosts realize.
Maximum Night Stay
The longest stay you allow. Often used for tax or regulatory reasons.
Seasonal Pricing
Different rates for peak season, low season, and shoulder months.
Last-Minute Discounts
Lower prices for bookings made shortly before check-in. Useful when you want to fill empty days fast.
Weekend Pricing
Higher prices for Fridays and Saturdays.
Guest Communication Terms
Pre-Arrival Message
A message you send before the guest arrives. Usually includes directions, access info, and check-in instructions.
House Manual
A guide explaining how things work in your rental: Wi-Fi, thermostat, appliances, parking, etc.
Welcome Message
A friendly message you send right after the guest checks in.
Check-Out Message
A short reminder of cleaning steps, check-out time, and how to lock up.
Automated Messaging
Scheduled messages sent through your platform or PMS to save time.
Guest Verification
The process of confirming a guest’s identity through ID checks, platform verification, or third-party tools.
Property Management Terms
PMS (Property Management System)
Software that centralizes bookings, calendars, payments, and guest communication.
Channel Manager
A tool that syncs your availability and rates across platforms to avoid double bookings.
Turnover
The cleaning and resetting of the property between guests.
Mid-Stay Clean
A cleaning requested by guests staying more than a few days.
Inventory Checklist
Your list of items you place in the rental, like linens, utensils, and amenities, to keep track of replacements and prevent losses.
Maintenance Window
A planned block of time to handle repairs without interrupting bookings.
Owner Block / Host Block
Dates you block off so no one can book them. Useful for maintenance or personal stays.
Financial & Legal Terms
Gross Rental Income
All income before expenses.
Net Rental Income
Income after deducting cleaning, utilities, supplies, and other costs.
Operating Expenses
Costs required to run your short-term rental property, like cleaning, utilities, laundry, and insurance.
Security Deposit
A refundable amount collected to cover damages.
Tourist Tax / Occupancy Tax
Local taxes guests must pay, depending on your region.
Permit / License Number
Some cities require short-term rental permits. This number must often be displayed on your listing.
Compliance
Meeting all local rules: permits, guest limits, tax collection, and safety requirements.
House Rules
The guidelines guests must follow during their stay.
Listing & Marketing Terms
Listing Title
The main headline of your rental.
Listing Description
The long-form text explaining what your rental offers.
Search Ranking
How high your listing appears in search results on a booking platform.
SEO for Vacation Rentals
Using keywords to help your listing show up in search engines.
Direct Booking
When guests book straight through your own website instead of OTAs. Direct bookings save you from platform fees and allow more control.
Book Direct Movement
A push to help guests understand they can save money by booking through an owner’s website rather than a large platform.
OTA (Online Travel Agency)
Platforms like Airbnb, Vrbo, and Booking.com.
Channel Diversification
Listing your rental on multiple platforms instead of relying on only one.
Conversion Rate
The percentage of people who view your listing and end up booking.
Professional Photos
High-quality images that increase click-throughs and bookings.
Guest Experience Terms
Amenities
Items or features you provide for comfort, like coffee, toiletries, Wi-Fi, and pool access.
Starter Pack
Basic beginning supplies like coffee pods, toilet paper, dish soap, or small snacks.
Self Check-In
Guests enter using a smart lock or lockbox with no host interaction.
Smart Lock
A lock that opens with a code or app instead of keys.
Accessibility Features
Adjustments that help guests with mobility needs. Common examples include step-free entrances, wider doors, and grab bars.
Noise Monitoring Device
A device that measures noise levels (not recordings) to prevent parties. Many hosts use them to stay compliant with local regulations.
Early Check-In
Letting guests arrive before your usual time if the property is ready.
Late Check-Out
Letting guests leave later than the standard time, often for a fee.
Safety & Property Rules
Guest Limit
The maximum number of people allowed to sleep in the property. Set based on safety rules and insurance requirements.
Party Policy
A clear rule stating whether events or gatherings are allowed. Helps prevent damage and neighbor complaints.
Noise Curfew
The time when outdoor or loud noise must be kept to a minimum.
Damage Report
A note documenting any issues you find after check-out.
Incident Response
Your plan for dealing with emergencies like water leaks, power outages, guest injuries, or neighbor complaints.
Insurance Certificate
Proof that you have the right insurance to operate a short-term rental. Important for liability protection.
Cleaning & Laundry Terms
Full Turnover
Resetting the property completely between guests: linens, towels, surfaces, bathroom, kitchen, trash removal, and basic restocking.
Deep Clean
A thorough cleaning done every few months. It includes baseboards, vents, behind appliances, and mattress flipping or rotation.
Laundry Load
One batch of linens. Useful term when calculating cleaning time or paying cleaners.
Restocking List
Items cleaners replace after each stay: soap, toilet paper, sponges, trash bags.
Tech & Automation Terms
Smart Home Devices
Tools like smart thermostats, smart lights, and smart locks.
Guest App
Platforms or apps that centralize check-in info and property instructions.
Integration
Connecting your PMS, channel manager, smart lock, and pricing tools so they “talk” to each other.
Automation Workflow
A scheduled action triggered by another action. For example: Guest books ➝ PMS sends welcome message ➝ Lock code is created automatically.
Hosting & Operations Terms
Booking Window
The number of days between when a guest books and when they check in. A short booking window usually means last-minute travelers. A long booking window means early planners.
Lead Time
Another word for booking window. Helpful when analyzing demand patterns.
Gap Night
A single empty night between bookings that’s hard to fill. Many hosts lower the price for gap nights to increase occupancy.
Inquiry
When a guest sends a question before booking. Not the same as a reservation request.
Reservation Request
A direct request from a guest to book your place. You must accept or decline.
Instant Book
A feature that lets guests book immediately without approval. Often increases bookings but requires strong house rules.
Calendar Sync
Keeping your availability matched across different platforms. Prevents double bookings.
Smart Pricing Tool
A pricing tool that suggests nightly rates based on market demand. Hosts usually adjust the suggestions to match their strategy.
Market Comparison
A group of similar rentals used to compare pricing and performance.
Cleaning Fee
A fee added to each reservation to cover turnover costs. Some hosts roll it into the nightly rate to avoid sticker shock.
Mid-Term Stay
A stay of 28+ days that falls between short-term and long-term rental rules. Useful in markets with strict short-term rental regulations.
Host Profile
Your public profile as a host. Guests use it to judge trust and professionalism.
Housekeeping Note
Small instructions left for cleaners like resetting thermostats, checking under beds, etc.
Restock Fee
A charge to guests when they use items that aren’t included as part of the stay.
Damage Waiver
A small non-refundable fee guests pay instead of a traditional security deposit. Covers minor damages without the hassle of refunds.
Pet Fee
A fee added when guests bring pets. Helps cover extra cleaning and wear-and-tear.
Booking Confirmation
The automated message guests receive once payment is complete. Usually includes reservation details and instructions.
Platform Algorithm
How a booking site decides which listings appear first. Responding fast, keeping calendars updated, and maintaining strong reviews usually help.
Repeat Guest
A traveler who stays with you more than once. Often eligible for direct-booking discounts on Houfy.
Using These Terms to Simplify Your Hosting
Hosting gets easier when the language stops feeling complicated. Once you understand the common terms, you can make faster decisions, keep your operations organized, and communicate more clearly with your guests.
And when you list on Houfy, having this knowledge helps you get more out of the platform. You can price your place more confidently, improve your listing structure, and manage bookings without second-guessing the basics.
