Every vacation rental owner's biggest nightmare is double booking their property. While I have been accused of being somewhat obsessive about my bookkeeping process, in over 10 years of booking multiple properties, I have yet to double book (knock on wood).

Allow me to share some of my strategies that I use to keep myself and my vacation rental bookings organized.

First off, it's imperative that you have one centralized place that you keep all of your bookings. While it's tempting to just write down a booking on the little scrap of paper by your phone, or in your purse while on your cell phone, resist this temptation! This is the number one cause of double booking.

Instead, tell the caller that you would gladly take their booking however you will have to grab your book (as them to hold on and run and get it) or if you're away from home, take their number and call them back when you have your rental book in hand.

Sometime double bookings happen because of miscommunication. Perhaps the renter told you the “wrong” dates or you wrote down wrong dates, the best way to avoid miscommunication is to put everything in writing. Email your renters a contact with the dates of the rental and tell them it's imperative that they double check the dates. For added measure, ask them to sign and fax back the contract.

Another way that double bookings happen is when you have more than one person in the home taking the bookings. Again, have one centralized place where you keep all the bookings.

If you have a partnership program with your property manager, where both of you take bookings, be sure to have a centralized calendar that you both can view.

Remember double booking could be a nightmare for you, but just think about the poor renters who are left high and dry without a place to stay. Furthermore, in some states it is illegal to double book, which could result in some major fines or worse.

Be organized about your bookings and you'll divert your chances of double booking.