Let’s talk about staying cool. No, we don’t mean cool in the social sense. Having an Airbnb air conditioning game plan is vital to hosting. Many guests look for stays based on AC availability, and you want to have a plan in place in case something goes wrong with your air conditioning. This blog post will provide a simple guide on how to handle AC issues when a guest is staying at your home.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today!

Why having AC matters

Guests, particularly in the United States, love air conditioning. While less popular in Europe, not many guests will tolerate a lack of AC in the U.S. In fact, many guests filter their search by AC availability. As a result, you really need to invest in it. You particularly need to have a plan in place for when the AC is broken (which ideally doesn’t happen all that often!)

What to do if the air conditioning isn’t working

Nobody wants to receive the text that their AC isn’t working. Here’s what to do if you get that dreaded message:

1. The moment a guest informs you of an issue, acknowledge their concern and reassure them that you’re working to resolve it. For example:
   • “Thank you for letting us know about the air conditioning issue. We truly apologize for the inconvenience and are already taking steps to fix the problem.” Quick, clear communication is key to minimizing frustration.
2. Contact a trusted HVAC technician or maintenance provider who specializes in central air conditioning repairs. If possible, prioritize emergency repair services to get the unit up and running quickly.
3. While the issue is being resolved, consider offering alternatives to make the guest more comfortable:
   • Supply ceiling fans, portable fans, or a temporary AC unit.
   • If the repair will take longer than a day, you could offer to cover a night at a hotel room nearby (although this scenario is an absolute last resort).
   • Depending on the severity of the situation, a refund may be necessary to maintain goodwill.
4. Keep a record of all communication with your guests and service providers. This documentation can be important if Airbnb gets involved in resolving a dispute or providing compensation.

Tips

Prior preparation prevents poor performance! Be prepared so when the unexpected happens, you’re ready.

1. Installing a smart thermostat is one of the best ways to conserve energy and keep your electric bill down. These devices allow you to:
   • Set temperature limits to prevent guests from overcooling the space.
   • Create a schedule so that the AC doesn’t run when the home is empty.
   • You can remotely control and monitor the AC through an app.
2. Prevent breakdowns by scheduling maintenance for your HVAC system at least once a year. A professional technician can:
   • Clean filters and coils
   • Check for potential issues before they become big problems.
3. Include air conditioning instructions in your house manual or welcome message. For example:
   • Keep windows closed while the AC is running.
   • Turn off the AC when leaving the property.
   • Set the thermostat to [recommended temperature range].

Window and fans

Having ceiling fans is also a great idea. Not every day is going to require a full-on AC blast. On those slightly cooler days, encourage guests to use ceiling fans instead. Also, investing in screens for your windows is another way to encourage natural venting of the space. This type of eco-friendly cooling can be particularly popular with environmentally conscious guests.

How Host Tools can help

Managing an Airbnb property is a full-time job—but it doesn’t have to feel that way. Host Tools offers all-in-one solutions that automate tedious property management tasks, giving you more time to focus on creating an exceptional experience for guests.

• Send customized check-in instructions, house rules, and reminders.
• Keep your calendar up-to-date across multiple platforms, including Airbnb, Vrbo, and Booking.com.
• Sync and manage multiple listings, calendars, and platforms from one central hub.
• Connect with trusted cleaning services through Host Tools to ensure a simple turnover process for guests.

Energy costs

It’s no secret that everyday living is getting more and more expensive. Below are a few easy tips to help you save on costs.

• Use energy-efficient central air conditioning units.
• Seal doors and windows to improve insulation and reduce cooling demands.
• Invest in blackout curtains or shades to minimize heat from sunlight.
• Track your energy usage to see where you can cut back.

As you can see, air conditioning is more than just a luxury for a guest. It’s often a deciding factor on whether a guest books with you, and also can be the crutch on which a review falls if the AC is broken. While it’s best to have prepared in advance to avoid this problem altogether, responding quickly when an issue does arise can save your reputation and keep a good review. Combine this preparation with the features of Host Tools, and you’ll be well on your way to a successful short-term rental business.

Host Tools provides an automated, unified calendar for short-term rental hosts, allowing you to seamlessly list on all major channels. Start your free trial today!