How to make an inventory of your vacation rental?

Easily and efficiently list the objects and furniture in your property with a vacation rental inventory.

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After the departure of travelers and before each new arrival, it is essential to verify that nothing has been damaged or stolen from your vacation rental. To simplify this task, you can create a list to help you keep track of your property’s belongings. In this guide, learn about the benefits of a vacation rental inventory, how to create an accurate and practical template, and much more!

The benefits of creating a vacation rental inventory

An inventory lists the items that are part of your short-term rental. It is possible that due to negligence, some of these items may be damaged by use, or even disappear, and you may never realize it after several travelers have stayed in your vacation rental.

An inventory of your vacation rental allows you to make sure very quickly, at a glance, that everything is in order. If this is not the case, you will be able to identify what is missing or damaged, and the associated stay.

In addition to checking the condition of the furnishings in your short-term rental, the inventory will also save you time when you are between stays. It often happens, especially in high season, that people stay one after another with just enough time to clean and prepare the accommodation. It’s a race against time to make sure everything is perfect when you receive your new reservation.

If you also have the support of an outside cleaning service or a team of vacation rental managers, the inventory will make it much easier for them to perform the necessary checks.

This list is also important for your travelers! That’s why it’s recommended that the inventory be attached to the short-term rental contract. This document will serve as proof in case of misunderstanding, dispute or damage.

Advantages of the short-term rental inventory for the guests

  • It allows you to ensure the presence of the obligatory furniture, especially when you are starting out in short-term rental.
  • It facilitates and accelerates the controls between two reservations of your rental.
  • In case of damage or theft, the inventory acts as a legal proof to claim the deposit paid.
  • It reinforces the professionalism of your vacation rental business.

Benefits of the inventory for travelers

  • It is a confirmation that the vacation rental has been checked and is in perfect condition.
  • Travelers can easily prove that the property is left in the same condition as it was received if no damage has been caused.

What to do if there is damage in your vacation rental?

If you notice that something is not as it should be after a traveler leaves, it is important that you report it as soon as possible. In such situations, it is important to have a signed rental agreement as well as a rental inventory.

Sometimes your guest may deny the damage or theft, and may even demand a refund of the deposit. So you may need to file a police report in the most extreme cases.

Booking platforms like Airbnb or are familiar with this type of situation and can give you some ideas for making your inventory. Airbnb has launched programs like AirCover to protect hosts and owners from this type of setback.

As a host, you should have peace of mind that the rental agreement, inventory, and security deposit protect you in case of a dispute with a traveler. It is also advisable to take out home insurance, comprehensive insurance or damage waiver to cover potential damages.

How do you draw up a seasonal rental inventory?

The inventory allows you to record in writing, or even with quality photos, the contents of each room in your short-term rental:

  • Objects that can be used by travelers such as kitchen utensils, bed and bathroom linens, decorations etc.
  • Personal items such as clothing, accessories, books, etc. We recommend that you store all personal items in a locked area.

When creating your short-term rental inventory, you should ideally go room by room, and include in your checklist all equipment present and likely to be damaged, especially if it is small items:

  • Kitchen and equipment.
  • Bathroom and equipment.
  • Living room and decoration.
  • Bedrooms and accessories.
  • Outdoor equipment.

For the list of furniture, including sofas, beds, tables, armchairs and others, it is good to take quality photos in order to have a better before/after picture. Also add a column to your inventory stating the condition of the items. Wear and tear of your furniture is inevitable after many guests have stayed.

After the traveler leaves and before returning the deposit, check with the inventory in hand that everything is in good condition (except, of course, for items such as the welcome pack, towels and bed linen that you must replace before the next stay).

Smoobu, your ally in managing your vacation rental

As mentioned earlier, including the vacation rental inventory in the rental agreement or within your Guest Guide will allow your travelers to better understand your own rules and the reason for the deposit. Transparency is key and will allow both the host and the traveler to move forward together in the right direction

With the Smoobu Channel Manager, in addition to synchronizing your reservation calendars in real time, you can facilitate and streamline your traveler communication: sending information to access your short-term rental, sending the rental contract with electronic signature and much more. You save time in the management of your rental activity while professionalizing it. Say goodbye to misunderstandings and ensure positive travel experiences are had by your guests!

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