Deposits and Guarantees in Vacation Rentals: How to Collect Them Without Losing Bookings (or Money)

Deposits and guarantees are one of those awkward topics that almost no one explains well. How much to charge? How to retain it? What happens if the guest breaks something and disputes? In this guide, I tell you how guarantees work in vacation rentals in Spain, what options you have depending on the platform you use, and how to avoid legal and reputation issues. Spoiler: there is a way to protect yourself without the guest noticing.

Guarantee or deposit? They are not the same

Many people use them interchangeably, but it’s good to distinguish:

• Guarantee (fianza): amount delivered as a guarantee and returned if everything is fine. Typical of long-term rentals.
• Damage deposit (security deposit): amount reserved or pre-authorized during the stay and charged only if there are damages.

In vacation rentals, the usual is the damage deposit, not a traditional guarantee. The difference matters because tax treatment and accounting change.

Is it mandatory to charge a guarantee in vacation rentals?

No. Unlike long-term rentals (where the LAU requires a one-month guarantee), in vacation rentals there is no legal obligation to charge a guarantee. It’s a commercial decision.

That said, some autonomous communities have nuances. For example, in Catalonia, the regulations for tourist use housing do not require it, but do allow the owner to establish a deposit as long as the guest is informed before booking.

Important: if you decide to charge a guarantee, you must inform the guest clearly before they confirm the reservation. Surprising them at check-in with a 300 euro charge is not acceptable.

How much deposit to charge?

It depends on the type of property, location, and guest profile. A reasonable reference:

Property Type	Recommended Deposit
Basic studio or apartment	€100-200
Medium apartment (2-3 bedrooms)	€200-400
Villa or luxury property	€500-2,000
Property with pool/jacuzzi	+€100-300 extra

An excessively high deposit deters bookings. Too low, it doesn’t cover anything. If a glass of your crockery costs 40 euros, a 50 euro deposit makes no sense.

How to collect the deposit depending on the platform

This is where most owners get lost. Each channel works differently.

Airbnb

Airbnb has its own system called AirCover for Hosts, which covers damages up to 3 million euros. It does not charge a guest guarantee, but you can claim damages through the Resolution Center within 14 days after check-out (or before the next check-in, whichever comes first).

You can also request a security deposit, but Airbnb does not block it automatically. They would only charge it if there is an incident.

Booking.com

Booking allows configuring a deposit policy directly on the listing. You decide the amount and whether it is charged as a pre-authorization (block on the card) or an actual charge. The management of collection and refund is your responsibility.

VRBO

VRBO allows charging a refundable guarantee or requiring damage insurance. It tends to be more flexible than Airbnb in this aspect.

Direct bookings

Here, you have full control. You can use gateways like Stripe or Redsys to make pre-authorizations (the money is blocked on the guest’s card but not charged). This is the cleanest option.

The alternative that almost no one uses: damage insurance

Instead of blocking €300 on the guest’s card (which causes friction), you can offer a non-refundable damage insurance of €15-30 that covers up to a certain amount. The guest pays it unknowingly, and you are covered.

Providers like SafelyStay, Superhog, or Waivo offer this service. They are usually integrated with PMS (property management systems).

Advantages:

• The guest doesn’t see a large charge on their card.
• You don’t have to manage disputes with the bank.
• It improves booking conversion.

Disadvantage: you have to pay a commission or work with the provider.

Tax aspects: Does the deposit count as income?

Here’s the important part: a deposit retained as a guarantee is NOT income, so it does not tax until you apply it (if there are damages).

If at the end of check-out you return the €300, there are no tax implications. If you retain €150 for a broken table, those €150 are income for that fiscal year.

If you are unsure how to declare your vacation rental income, check our guide on basic taxation for vacation rentals.

How to retain a deposit without causing a drama

This is the critical moment. The guest leaves, you find a damage, and you need to claim. Steps:

1. Document before and after. Photos of the property at check-in and check-out with visible date.
2. Notify quickly. Communicate the damage within 24 hours after check-out.
3. Provide a quote or invoice. Saying "I charge 200 for the lamp" is not enough. Pass the repair or replacement estimate.
4. Be reasonable. Charging the cost of a new lamp for a broken bulb is a recipe for a 1-star review and a dispute.
5. Communicate in writing. WhatsApp, email, platform message. Keep a record.

Tip: Have an internal "price list" with the replacement costs of typical items (dinnerware, sheets, remote, etc.). When claiming, it will be faster and more professional.

Common mistakes that can cost you dearly

• Not informing about the deposit before booking: illegal and unfair. The guest can complain.
• Collecting cash on check-in: complicates refunds and creates mistrust.
• Keeping the deposit "just in case": if there are no damages, return it promptly. Tardiness of 30 days is a reason for negative review.
• Not having home insurance: the deposit covers minor damages, but what if a guest floods the entire apartment? You need a specific liability insurance for vacation rentals.

How Autoregistro fits in

Autoregistro does not manage deposits or charges, but it solves the other boring part of check-in: guest registration in SES Hospedajes.

While you handle pre-authorizations, keys, or damage insurance, we ensure each guest fills out their data via a mobile form and automatically sends it to the Interior Ministry system. No Excel, no scanning IDs, no surprises.

It costs €1 per month per property. Less than a coffee. If you have 3 apartments, €3 monthly and no paperwork. More info at autoregistro.es.

Frequently Asked Questions

Can I collect the deposit in cash on check-in?

You can, but it’s not recommended. It causes friction, complicates refunds, and many international guests don’t carry cash. Better pre-authorization on the card.

How long do I have to refund the deposit?

There’s no specific legal deadline for vacation rentals, but a reasonable period is between 24 and 72 hours after check-out. More than a week without explanation is a complaint reason.

What if the guest refuses to pay damages?

If you have collected a deposit in advance, retain it. If not, you must claim through the platform (Airbnb, Booking) with evidence. For direct bookings, you can resort to insurance or, as a last resort, legal action (small claims court).

Does the deposit count as income for IRPF?

No, while it is retained as a guarantee. Only the part you finally keep for actual damages counts as income.

Is it better to use a deposit or damage insurance?

It depends on volume. If you have a single property and occasional bookings, the traditional deposit works. If you manage multiple properties or want better conversion, damage insurance usually compensates.