Renting a winter home-away-from-home

When they scouted for winter homes in the Florida Keys, John and Holly Noble of upstate New York discovered how hard it can be to find a great vacation rental property.

"Like everyone else, we went online," says John, whose niece lives in the Keys and was willing to check out the properties they were considering. "The places were never as promised. We would expect a pool and find out that a hole was dug in the ground, and the pool was not completed."

But the Nobles were lucky. At the Key Largo marina, their niece heard of a home for rent only two doors away from hers.

"This arrangement works for us," says John, a retired marketer. "We get to see our grandnieces every day, and we bring our boat with us. This is our fourth winter here. It is an ideal locale."

Like many "snowbirds" - typically retired people who live up North and head South for the winter - the Nobles like renting to avoid the hassle of absentee ownership as well as the tax and insurance burdens of owning vacation property. However, as their experience shows, you need preparation, research, and a bit of luck to find just the right vacation rental property. Below are some pointers that can help.

Plan now for next winter

It may be too late to book a vacation rental this winter -- unless you're willing to take your chances on a last-minute cancellation and grab your suitcase when you hear of an opening. But the time is right to start shopping for next year, whether you want to ascend to a mountain ski lodge or bask in a sunny climate. The search takes time, and the more desirable places go fast.

"The first step is identifying what you want," says Richard Fullerton, a retired stock broker and vacation property landlord for 20 years who is thrilled to have the Nobles as tenants for his oceanfront town home. "How long do you plan to stay? How much are you willing to spend? Do you want a place on the water or off? Do you need a dock for your boat?"

Many snowbirds live in rental properties for two to four months a year. Monthly fees can run $3,000+ for single-family houses and condos with water views. One challenge for a first-time renter is that many desirable properties are booked year after year by repeat renters like the Nobles. Like many landlords, Fullerton gives them first dibs because he knows them and how they will treat his property.

Finding your home-away-from-home

Here are some tips for finding the seasonal home you want.

• Get to know your winter locale. Ideally, you should visit the area or even stay in the condominium complex where you want to rent. Your knowledge of the locale will help you evaluate whether an available property fits your needs.
• Identify your needs. Vacation rentals come in all shapes and sizes, from mobile homes to upscale condo hotels with maid service and other amenities. Make sure you know what you want and can afford before you start your online search, meet with a broker, or ask friends for help.
• Ask friends for referrals. One of the better ways to find quality vacation rentals is to ask friends and relatives who vacation or live in the area for recommendations. Even if they do not know of any vacation rentals, they may be able to refer you to a reliable real estate agent in the community where you want to stay.
• Contact real estate brokers. Don't be afraid to talk to brokers. Most often it is the property owner -- not the tenant -- who pays the broker a fee to rent a property. Ask up front if the broker will charge you for assistance, or if you are responsible for any "bed taxes" or "tourist taxes," which some states assess on property rentals. Most agencies now have Web sites that offer virtual tours of rental properties. Then, you can ask the broker for an actual tour of the most promising places. Use a local agency; if you want to find a top rental home in the Florida Keys, don't use a broker who lives and works two hours north in Miami.
• Try an online search. Online searches are a good way to get started and to see what kinds of properties are available in specific areas. Often real estate companies, property management companies or even individuals will promote their rental properties or listings online. If you are not able to see a property firsthand before renting it, ask the agency or landlord to provide you with referrals, including past tenants, you can contact. If shopping for a rental property online, it always is a better idea to choose a nationally recognized real estate company with an established track record. Do not send a downpayment until you are mailed a written contract. Check with the state Attorney General's Office where the property is located to see if any complaints have been filed against a company.
• Look for monthly rentals. Quality homes and condos typically are offered for rent on a monthly basis to comply with rules of homeowners' associations or municipalities. You can find daily and weekly rentals, but expect to pay much more for them and perhaps sacrifice quality.

  
  

  Negotiating a deal

  Once you find the property you want, you must take a few more steps before you can begin enjoying your vacation rental.

  • Expect to sign a contract. A rental contract represents your commitment to rent the unit, home, or condo for a certain length of time and for a certain amount of money. It protects both tenant and landlord. Before John Noble signed a contract to rent the Keys home, he asked his own lawyer to review it. Most property managers or owners require complete payment up front as well as a security deposit, which is refunded unless there is damage to the property. Do not expect a refund if you have to end your vacation early and return home. Some condo associations require people who rent winter vacation homes to interview with the condo board first, but this is rare.
  • Don't be afraid to negotiate. The first year that the Nobles signed a two-month lease on their waterfront town home, they were able to soften some of the terms of the contract. Be sure to ask about hidden fees. You may not have to pay utilities, but you may have to pick up long-distance charges and/or fees for a wireless Internet connection.
  • Ask your broker to help resolve problems. The broker or property manager should be willing to contact the landlord to request repairs or amenities such as a second TV. He or she should also arrange to bring in a cleaning crew if the place is not neat when you arrive.
  • Lock in early for next year. A good time to reserve your property for the following year is right after your existing lease expires. If you are returning for a second or third year, ask the landlord to cut you a deal. Fullerton gave one of his tenants a break on a waterfront rental because she returned to the same property for 14 winters.

  Related links

  Frommer's: The well-known travel guide is online and can help when choosing destinations for your winter travel.
  WeGoPlaces.com: This online resources offers news, tips, links and information on vacation travel; with advice on renting winter vacation homes.
  Florida Vacations: Site offers a city-by-city list of vacation rental homes.