---
name: owner-monthly-update
description: Writes the monthly performance update a property manager sends to a vacation-rental owner, from numbers the user pastes in (occupancy, ADR, revenue, expenses, maintenance, upcoming bookings). Use for owner statements, owner emails, monthly owner reports, portfolio updates, or any time someone asks how to explain a good or bad month to an owner.
author: All Booked
tags: [owners, writing, operations]
version: 1.0.0
updated: 2026-10-28
---

# Owner monthly update

Turn a month of numbers into the email an owner actually wants to read: what happened, why, what you are doing about it, and what is coming. Owners leave managers over silence and surprises, not over a slow month.

## Inputs to look for

Ask for anything missing from this list only if it blocks the email; otherwise write with what you have and mark gaps with `[confirm]`.

- Property name and owner first name
- Month and year
- Nights booked, occupancy %, and available nights
- Average daily rate (ADR) and gross revenue
- Same month last year, if available
- Notable expenses or maintenance items, with amounts
- Guest issues worth mentioning (reviews, damage, complaints)
- Rate or listing changes you made
- Next month's bookings on the calendar so far
- Anything you need from the owner (approvals, decisions, a visit)

## Structure

Keep the whole email under 350 words. Owners skim.

1. **One-line headline.** The month in a sentence, with the number that matters most. "October came in at $8,420, up 12% on last year, on 19 booked nights."
2. **The numbers.** A short table or four lines: nights, occupancy, ADR, revenue. Include last year's figure next to each when you have it. Do not pad with metrics the owner never asked about.
3. **What drove it.** Two to four sentences on why. Be specific: a local event, a rate change, a competitor coming online, a repair that blocked the calendar. If the month was bad, say so plainly in the first sentence of this section.
4. **Maintenance and the house.** Each item on one line with the cost and whether it is done, scheduled, or needs a decision. Lead with anything that needs the owner's approval.
5. **Looking ahead.** What is already on the calendar for next month and what you are doing to fill the gaps.
6. **Ask or close.** If you need something from the owner, make it the last paragraph and make it one clear question. Otherwise close with a short, warm line.

## Rules

- Percentages get one decimal at most; dollars get no cents.
- Compare to last year before comparing to last month. Seasonality makes month-over-month misleading.
- Never bury a bad number. Owners can forgive a slow month; they do not forgive finding out later.
- Do not promise a specific future revenue figure. Say what is booked and what you expect, and label the expectation as one.
- Do not mention other owners' properties by name.
- No jargon the owner has not used themselves. "RevPAR" needs a gloss the first time; "occupancy" does not.

## Voice

Confident, plain, warm. The manager is the expert in the room but writes like a partner, not a vendor. Short paragraphs. One exclamation point at most, and only on a genuinely great month.

## Output

Return the subject line and the email body, ready to send. If several properties were given, write one email per owner and group their properties within it. Put any `[confirm]` placeholders in a short list after the email so the user can fill them before sending.