Until recently, a significant challenge for property managers was the lack of flexibility in booking options on major platforms. This year, Booking.com made its Request to Book feature available in all locations. This feature is not only available on Booking.com but also on Airbnb, Vrbo, and various specialist channels, opening new avenues for property managers to ensure optimal guest experiences while maintaining control over their property listings.
What is the difference between Instant Book and Request to Book?
When browsing for their dream holiday, guests are often able to immediately book properties without prior approval from the property manager. When a guest finds a property they want to book and selects their desired dates, the booking is automatically confirmed, and the payment is processed instantly, securing the booking. This is called ‘Instant Booking’.
While this can increase booking rates and is widely liked by guests for its convenience, it can also lead to potential mismatches between guests and properties, causing issues for property managers who prioritize specific standards or require additional checks before accepting guests.
Instant Booking may be preferable for:
- Casual hosts renting out just one property
- Hosts who prioritize quick and efficient booking processes
- New hosts building up reviews and credibility
- Hosts managing listings with very high availability
With ‘Request to Book’, guests pick their desired dates and send an inquiry to the host when making a booking request through the platform’s booking system. This often includes:
- Their reason for traveling
- Who they’re traveling with
- What they love about the space
- Agreeing to property rules and payment terms (for example, accepting that they may be charged for any damages to the accommodation)
After receiving the request, property managers can then review guests’ profiles and see if they’re suitable, approving or declining their requests.
Keep in mind that the time to respond to these requests varies between platforms, but it’s usually 24 hours. If you don’t respond to the request in that time, the booking is automatically declined.
The Request to Book feature is crucial for property managers who need to double-check property availability with the owner or have other considerations, such as guest screening or specific property requirements.
Request to Book may be better for you if:
- You require a high degree of control over guest selection
- You are renting out unique, high-demand properties
- You want to screen all potential guests carefully
- You have complex calendar coordination needs
- You want to list on more channels and increase revenue
Why you should consider listing your properties with Request to Book
Here are some reasons why, as a property manager, you may want to keep you listings on Request to Book:
- Security & integrity – Instant bookings can sometimes lead to mismatched expectations and potential disruptions. Request to Book ensures that the guest profile aligns with the property’s standards and requirements.
- Property flexibility and control – Request to Book offers unparalleled flexibility and control over bookings. You can evaluate booking requests based on availability, special requirements, and any personalized experiences. By utilizing Request to Book, property managers can also double-check property availability and coordinate with property owners before confirming a booking.
- Optimized bookings for Luxury vacation rental properties – Property managers in charge of luxury vacation rental properties must vet guests and verify their identities before accepting a booking for a high-value, exclusive rental. Request to Book ensures that legitimate, trustworthy guests get access to these properties.
- Personalized Experience – Some properties often provide bespoke services tailored to individual guest preferences. Request to Book allows managers to communicate with potential guests beforehand, gathering necessary information to personalize their stay and exceed their expectations.
Benefits of the Request to Book feature
- Increased Confidence in Guest Selection—The ability to communicate with potential guests before confirming a booking may help you feel more confident in your guest selection process.
- Reduced Risk of Booking Cancellations—Thoroughly vetting guests and setting clear expectations can reduce the likelihood of cancellations and ensure more stable booking schedules.
- Greater Appeal for Property Managers—The introduction of Request to Book on major platforms addresses a significant barrier. You may have hesitated to list your properties on these platforms due to the lack of control over bookings. With this feature, you can now confidently utilize Booking.com, as well as Airbnb, Vrbo, and others, to reach a broader audience while maintaining your standards.
Which Channels Offer Request to Book?
Request to Book was previously most commonly found on specialist luxury channels, such as Villa Finder, Smiling House, and Kid & Coe.
But major OTA’s have taken note of its potential for luxury properties. In 2023, this led to some of Rentals United’s highest-value bookings made through these channels. The following three incredibly high-value single bookings show that, with new features like Request to Book, high-value luxury bookings can also happen via OTAs, and not just in the domain of specialist luxury channels. The numbers include:
- Airbnb securing a booking totaling over €300,000
- Vrbo achieving a booking totaling over €240,000
- Booking.com receiving a booking totaling over €78,000
List of OTA’s that offer the Request to Book feature
Request to Book on Booking.com
Previously limited to select locations, Booking.com has now made this feature available worldwide.
When a guest sends a booking request, you will receive a notification and can review the request details, including guest profiles and any special requirements. You then have 24 hours to accept or decline, or the booking request will expire. If you accept the request, the guest has 24 hours to complete their booking and confirm their stay. If the guest does not complete the booking in time, the booking request will expire, and no reservation will be made.
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How to use Request to Book on Booking.com with Rentals United
Rentals United offers the Request to Book feature for properties listed on Booking.com. This feature allows hosts to set their booking policy to either “Instant book” or “Request to book.” When “Request to book” is selected, guests must request to book a property rather than booking instantly. Upon receiving a booking request, it appears in Rentals United in blue and does not block the calendar’s availability immediately. Hosts have 24 hours to confirm or decline the request.
To confirm a booking, hosts can click “Accept this request” in the Guest Planner, which then changes the status to “Approved.” The guest has 24 hours to finalize the booking; otherwise, the request expires. If the host rejects the request, they must select a reason for rejection.
Hosts can also manually insert reservations into Rentals United, which blocks the availability and updates the channel, though Booking.com will not have access to the details of these manually inserted reservations.
Important: keep in mind that the Request to Book model is only available for new properties added to Booking.com; it cannot be applied to existing properties.
Already using RU? See how Request to Book on Airbnb works.
Request to Book on Airbnb
Airbnb has long offered the Request to Book feature, recognizing the diverse needs of its hosts. Airbnb’s system allows for detailed guest reviews and messaging before accepting a booking.
Property managers can set their listing to Request to Book, meaning that guests must send a booking request, which you can then review and approve. This feature is particularly beneficial for properties with specific house rules or requirements that need to be communicated and agreed upon before a booking is confirmed.
How to use Request to Book on Airbnb with Rentals United
Rentals United allows you to set the booking policy for your listings. The default policy mode is “Instant bookings”, but you can switch to “On-Request Only”. On Airbnb, you can swap between Instant Book and Request to Book, so you can change the booking mode for each individual property.
In On-Request mode, guests can submit a booking request, which you have 24 hours to accept or reject. Booking requests are marked in blue and do not block the property’s calendar availability until confirmed. Reasons for generating a booking request include the property being set to On-Request, not meeting minimum stay requirements, or specific guest restrictions.
If a request is confirmed, it becomes a regular reservation (marked in green), and the guest’s payment is processed by Airbnb. If rejected, you must provide a reason, and the status changes to Rejected. There are four options available:
- Dates not available
- Not a good fit
- Waiting for a better reservation
- Not comfortable
Already using RU? See how Request to Book on Airbnb works.
Request to Book on Vrbo
Vrbo also supports the Request to Book feature; however, it is only available for luxury properties. Unlike other channels where it’s at your own discretion whether you use Request to Book or not, at Vrbo they review properties that request to use it and only accept those they deem to have a luxury status.
Vrbo’s platform provides a straightforward process for managers to accept or decline requests. You can use this feature to screen guests, verify booking details, and ensure that your property is a good fit for the guests’ needs.
How to use Request to Book on Vrbo with Rentals United
Rentals United allows you to set the booking policy for Vrbo properties under specific Advertiser IDs, with options for Instant bookings or “Quote & Hold”. In the Quote & Hold mode, guests can request to book, and you have 24 hours to confirm or decline the request. Booking requests appear in Rentals United marked in blue and do not block availability until confirmed.
Note: Rentals United has no influence over Vrbo’s decision to offer the Request to Book (Quote & Hold) feature for luxury properties only.
Already using RU? See how Request to Book on Vrbo works.
The introduction and global availability of Request to Book on Booking.com, alongside its presence on Airbnb, Vrbo, and others, marks a significant positive change in the property management landscape. This feature offers enhanced control and improved guest experiences while minimizing risks. It is an essential tool for property managers, opening new opportunities for listing expansion and revenue increase.