How do I prepare my RV park’s reservation records for a buyer?

Begin by pulling reservations from every place they are taken: online booking, phone, walk-ins and any seasonal contracts. Put them in one format, with a column for site, dates, type of stay, how it was booked and how it was paid. Fill gaps now, because a buyer will ask about every blank.

Then reconcile. Match reservations to deposits and to the sales in your statements, and write down the reasons for any mismatch, like refunds, comps or cash. Seasonal and long-term guests deserve a clear explanation of their arrangements, including notice and renewal habits.

Mark future bookings and deposits held, since the buyer will need to honour them. Remove personal guest details from anything you share before a buyer has signed a confidentiality agreement, and ask your lawyer how to handle the rest. Note any sites held back for owners, staff or maintenance. Finally, write a short guide to how the records are kept, so a stranger could read them. Tidy, consistent records tell the buyer that the park is run carefully. Include a short note on how rates and discounts are applied, such as weekly stays or club groups, so the buyer does not mistake a deliberate practice for an error in the records.

Key takeaways

• Combine every booking source into one clean record.
• Reconcile reservations with deposits and your financial statements.
• Protect guest details until a confidentiality agreement is signed.