Best Practices for Verifying Your Direct Booking Guests

1. Clearly Communicate Your Verification Policy

Before a guest finalizes a booking, be transparent about your verification requirements:

• Website or Listing Description: State that all guests must provide valid identification and contact information.
• Booking Confirmation Emails: Include a brief reminder that guests must complete verification steps prior to check-in.

By setting expectations early, you’ll help guests understand the importance of these measures and reduce potential pushback later on.

2. Collect ID and Contact Information

Phone and Email Verification

On platforms like Houfy, guests are only required to provide a phone number and email address. While these are useful first steps, they don’t guarantee the guest’s identity. Make sure to:

• Confirm Phone Number: Ask your guests to provide a valid phone number. Send a text or place a brief call to verify it.
• Confirm Email Address: Send a welcome message to the email address on file and ask for a reply to confirm its accuracy.

Government-Issued ID

Request a government-issued photo ID (e.g., driver’s license or passport) for the person responsible for the booking. This is a common practice in hotels and other professional rental operations. When collecting IDs:

• Use Secure Channels: Ensure you have a secure method (encrypted form or password-protected portal) for guests to submit sensitive documents.
• Match Names: Check that the name on the ID matches the name on the booking and payment method.

3. Require a Signed Rental Agreement

A signed rental agreement clarifies the rules and expectations for the stay, and also serves as an additional verification layer. Your agreement should include:

• Guest Details: Full legal name, contact information, and address of the primary guest.
• Property Rules: Occupancy limits, noise regulations, pet policies, and any other house rules.
• Liability and Payment Terms: Details about deposits, cancellations, and potential penalties for damages or breaches of contract.

When guests sign and return this agreement, it further confirms their identity and commitment to following your rules.

4. Screen Guests Through a Conversation

A short conversation—whether by phone, video call, or messaging—can reveal a lot about a potential guest:

• Establish Rapport: Ask about the purpose of their trip and the number of people in their group.
• Clarify Expectations: Go over house rules and any special requirements.
• Identify Red Flags: Evasive answers or reluctance to provide basic information may indicate a problematic guest.

This personal touch not only helps you feel more comfortable but also builds trust and sets a friendly tone for the stay.

5. Use a Secure Payment Method

When you’re accepting direct bookings, ensure you have a secure and reputable payment processor in place. Verify that:

• Payment Details Match: The name on the credit card matches the booking guest’s ID.
• Deposits Are Clear: Collect a security deposit upfront, if applicable, and outline how it will be returned or used.

A robust payment system will protect you from potential chargebacks and fraud.

6. Keep Records and Stay Organized

Maintain organized records of each guest’s verification materials. This can include:

• Digital Copies of IDs: Store them securely with password protection or encryption.
• Signed Agreements: Keep them in a dedicated folder or cloud storage for easy reference.
• Communication Logs: Keep notes or copies of email and message exchanges for clarity and legal protection if needed.

Well-maintained records will simplify future disputes or issues and give you peace of mind.

7. Continually Update Your Verification Process

Scammers and fraudulent tactics evolve over time, so it’s important to revisit and refine your verification process regularly:

• Stay Informed: Follow industry forums and communities to learn about emerging scams and preventive measures.
• Adjust Requirements: If you notice a pattern of fraudulent attempts, add extra steps or stricter rules for certain types of bookings.
• Leverage Technology: Tools like secure ID verification software and background checks can provide additional layers of protection.