How to Remotely Hire a Cleaning Company for Your Airbnb

This morning, my Airbnb co-host gave notice that she’ll be moving on at the end of the month. She was great, really, and was a HUGE help in getting our Airbnb started. She’s a natural at hospitality. If you’re reading this, Alissa, thank you and we miss you!

As co-host, Alissa handled all the guest communication AND all the cleanings between bookings. It was a good setup at first, but now that the listing has several 5 star reviews and is on track to achieve Superhost by the end of this month (fingers crossed!) I feel that I can handle the guest communications. That part is a remote-friendly job, anyways. Which leaves the cleaning.

One of the things I’ve realized since becoming a nomadic real estate investor is just how much we overestimate the advantage of living somewhere when it comes to hiring contractors. I lived in DC for five years. I knew one cleaner, and it didn’t work out.

1. Make a detailed checklist, with photos, of cleaning tasks.

This is best accomplished by walking through each room and distinguishing which cleaning tasks are involved in each “turn” cleaning versus each deep cleaning. We have the property deep-cleaned every 3 months, which includes tasks such as vacuuming baseboards, cleaning the windows and window coverings, and cleaning the cabinets. A regular turn includes tasks such as cleaning floors and surfaces, and laundry. Anything a guest is likely to touch gets cleaned each time.

Compile all the tasks, by room, into a document. Paste in photos from your listing of that room. Now you have a cleaning checklist/scope of work that can be used to communicate, in detail, what this job entails.

2. Estimate costs.

My 5-bed, 2 bath property takes about 5 hours to clean, which includes about 4 loads of laundry. I know this because I asked my co-host. I also turned it myself, once, but it took a bit longer because, well, I’m slow. According to Airbnb, a livable wage is at least $25/hr. So my cleaning should be at least $125.

3. Post your job on Thumbtack to find cleaning companies in your area.

Thumbtack is really just Yelp for contractors. Yes, I know there are other sites out there, but this is the first one I’ve had success with. Perhaps in the future you’ll see me write about using other sites. Also, for one reason or another, Yelp doesn’t have many reviews for contractors. The only ones with reviews charge a LOT more for their services.

You’ll fill out a form describing the scope of the cleaning job. In addition, you’ll be prompted for some additional text. Here’s what my “additional information” said:

This is a vacation rental. I have a detailed scope which I can provide upon request. Most guests stay 3-7 nights and have about 6 people in their party. This is a non-smoking, pet free property. Guests are responsible for loading and starting the dishwasher.

I received quotes from 15 companies in this step, ranging from $90-$228.

4. Send your detailed checklist to companies you are interested in.

My #1 concern is that the cleaning company shows up as scheduled. I scanned the reviews of the companies, and eliminated any with zero reviews or with any reviews that described a no-show. Also, I eliminated any over $200, as it significantly exceeded my estimate.

I sent my Scope of Work document to ten companies.

5. Interviews

My cleaner will be my most important partner in the success of this vacation rental. So yeah, I’m gonna interview them.

I decided to interview 2 companies that were responsive to my Scope of Work document.

Here are the questions I asked:

Overview: I am interested in hiring someone on an ongoing basis as-needed for turning the vacation rental between guests. Would be about 2-4 times per month depending on how many bookings I have.

1. Do you have any questions about the scope of work?

2. You saw that this job includes laundry? It’s about four loads.

3. Do you have experience turning vacation rentals?

4. Are you willing to send me photos of any damages or missing items caused by guests? This information will help when writing reviews of guests and making sure the property is always kept in good condition.

5. Are you willing to receive deliveries for replacement supplies for the property? For example a new set of sheets, more coffee, hand soap, etc?

6. How many cleaning teams do you have? Would it be the same team always?

7. Can you be available for a cleaning within three days notice? I would you to confirm the appointment within a few business hours.

8. Can you accept electronic payment such as paypal? Or via check?

9. If I hire another company for this job, are you interested in serving as a back-up?

6. Hired!

Ultimately, I hired a company that charges me $155 per turn. This is more than I can charge directly to the guest as a cleaning fee, but I think it’s a fair rate for the work involved.

Reasons why I hired this company:

• Great reviews on Thumbtack
• Thumbtack background check complete
• Fair price (not too low, not too high)
• Quite responsive via text, email, and phone call
• They have convenient payment options (even Venmo!)
• I had already test driven them on a “deep clean” at this property once before.

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