Property Management Tips

The old adage ‘prevention is better than cure’ has never been more true than in the vacation rental sector. Addressing last-minute repairs and correcting issues can be costly – both financially and for the reputation of your business. Disruption caused by maintenance issues can severely impact the experience of your guests. The added expense of reactive or emergency vacation rental maintenance is also not going to be popular with the property owners. 

Fortunately, it’s easy to stay one step ahead, with Breezeway’s preventive vacation rental maintenance checklist. Completing checks and tasks periodically and systematically can help to ensure that your maintenance is never an emergency – giving you control and your guests and property owners peace of mind. 

Your vacation home maintenance checklist also keeps standards high. Rather than approaching maintenance tasks afresh each time, automating processes make sure that nothing gets missed. 

To get started with preventive vacation rental maintenance, you’ll need to break down tasks by frequency and plan them across the year. Your maintenance checklist will vary from property to property, but here’s our template to give you a head start. 

Where to begin

Before diving into the checklist, set yourself up for success by ensuring your vacation rental business requires the minimal maintenance possible. 

Firstly make sure your vacation rental guest rules are designed to prevent damage. Make it clear to guests how to enjoy your property without causing unnecessary wear and tear. This will make your job much easier in the long run.

Your guest welcome book should also include guidance on how to look after and properly use the amenities of the house – from electrical appliances to pool rules. This is a simple and effective way to avoid breakages within your property. 

Avantio clients can benefit from our partnership with Breezeway, a comprehensive platform making preventive maintenance tasks a breeze with automated scheduling, operational management, and all tasks managed from one location. 

You can also manage all operational and maintenance tasks directly within the Avantio software, thanks to our operations module. 

Vacation rental maintenance after each check-out

After each guest checks out of the property, it’s important to conduct some routine maintenance. This extends beyond just cleaning, although your vacation rental cleaning checklist is a crucial part of preventive maintenance. 

• Check the property for any damaged or missing items as a result of the previous guests. 
• Survey the property for any other issues that may have arisen, checking plumbing and appliances for faults or breakages.
• Make sure all cupboards, closets, drawers, and doors open and close smoothly without sticking. 
• Check all windows and external doors open and close as intended. Check any smart locks. 
• See if the Wifi connection is still strong, and that any devices in the property are connecting properly. 
• Check all devices and tech (TV, sound systems etc) are working properly. Check remotes and replace batteries if necessary. 
• Check all light fittings and lamps. 
• Ensure security systems like cameras or alarms are working.
• Test smoke alarms and carbon monoxide detectors. 

Monthly preventive maintenance

At least once a month, make sure you check these preventive maintenance items off the list. 

• Check that any pest control units are present and correct.
• Make sure that first aid kits are fully stocked, and that any emergency information is still clear and accurate.
• Check fire extinguishers and any other fire safety equipment is present and correct. 
• Check all outlets appear to be in working order. 
• Maintain outside or garden areas by trimming lawns, plants, and shrubs where necessary. 
• Check gutters for any build up of leaves, ice, or other debris.

Seasonal or biannual preventive maintenance

There are certain tasks which may be necessary depending on the season, or need to be done more frequently than once a year, but not every month. Here are some of the seasonal or biannual preventive maintenance tasks to keep in mind. 

• If you change your property’s decor according to the season, be sure to schedule this as part of your maintenance.
• Change the filters in your furnace, air conditioner system, dryer, dishwasher, and ventilation systems. 
• Arrange for a general deep cleaning of your property at least every six months.
• Check for any areas of worn paint or wall marks and touch up if necessary.
• In warmer weather, ensure that garden sprinklers are working properly.
• Check all kitchen items and appliances, including utensils and tableware, replacing any as necessary. 
• Review the condition of all furniture in the property, and schedule repairs or replacements if required. 
• Every six months arrange a deep clean of any external amenities, such as barbecue, hot tub, or private pool.
• Check that any external spaces like balcony or decking are free from rot or damage.
• If your property is in a cooler climate, remember to inspect pipework to prevent cracking and leaks. 

Annual vacation rental maintenance

Some preventive maintenance tasks only need to be conducted annually, but it doesn’t make them any less important! Be sure to add these annual tasks to your vacation rental maintenance checklist. 

• Arrange for a professional service of fire extinguishers and any other fire safety equipment. 
• Get cooling and heating systems professionally serviced.
• Schedule a check-up of all plumbing and electrical systems. 
• Arrange a pest control review to ensure current systems are effective. 
• Get the roof and exterior of the property surveyed to detect any potential damage.
• Arrange a maintenance visit for any large trees or bushes on the property. 
• Maintain and fertilize any other plants on the property.
• Get pool, hot tub, and any other special amenities professionally inspected.
• Check all linens, towels, and soft furnishings in the property, replacing as necessary.
• Get hard flooring or carpets professionally cleaned. 
• Repair or replace caulk, and check grout in kitchen, bathrooms, and any other tiled areas. 
• Repaint and finish any high-traffic areas of the property. Repaint external walls or gates as necessary. 
• Review the decor of the property, consider making updates to stay current. Consider working with a professional vacation rental interior designer. 
• Upgrade technology and appliances as necessary, including review of internet speed and entertainment systems. 

A step ahead

Being proactive and strategic with your vacation rental maintenance saves time, money, and protects your business reputation. Start by using the operations tools available through Avantio and Breezeway, as well as creating your own version of this preventive vacation rental maintenance checklist. 

As the leading operations & services platform for short-term rentals, Breezeway helps Avantio users seamlessly sync reservation data to better automate operations, drive quality, and elevate the experience at every property. Their latest update to Auto-Scheduling tools helps you save time and customize property service down to the stay, guest, and property type. To learn more, book a customized demo to see how it works HERE.

Even with the most luxurious or unique vacation rental property, property managers know that it takes consistent hard work for the five star reviews to keep coming in. Guest expectations are high, and it doesn’t take much for satisfaction to be compromised and ratings to drop. One of the more common offending issues that crops up in negative reviews is cleanliness. Fortunately, this is relatively easy to address. Enter: the Airbnb cleaning checklist.

Whether you contract cleaning services out to an external team, or have your own in-company cleaning crew, it’s imperative that your Airbnb cleaning checklist is flawless. Here’s what you need to include in your vacation rental cleaning checklist.

Why do you need an Airbnb cleaning checklist?

Keep standards high

If the same cleaning team is coming into the property every few days, it can be easy for standards to start to slip. A cleaning checklist reminds the team what’s necessary for each visit, and ensures everyone knows where they stand. After all, if you’re setting guest expectations with your Airbnb house rules, it’s imperative that you set the standard!

Staff changes

If your outsource your cleaning, you may have a different team visiting each time. Or it may be that your usual cleaners are not available for a period. Your vacation rental cleaning checklist makes sure that anyone who’s cleaning the property knows what they need to include. 

Owner trust

Having a clear outline of cleaning expectations puts your clients, the property owners, at ease. They know that the upkeep of their property is being looked after. 

Streamline processes

If your property management system has an operations module, you can manage all cleaning tasks and communications from within the system. This makes it easy for all stakeholders to stay up to date on the cleaning of the property. 

What cleaning supplies should I have in my vacation rental?

For efficiency, it’s recommended to keep a full cleaning supply kit in each of your properties. This means the cleaning team can arrive and get to work without having to bring their own products. It also means guests can easily clear up after any incidents. Here’s what to include:

• An all-purpose cleaning spray for surfaces.
• Disinfectant suitable for bathroom and floors.
• A good-quality vacuum cleaner, suitable for carpets and hard floors. Make sure it has different shaped nozzles to make it easy to pick up dirt from awkward spaces. 
• A mop with appropriate heads for the different hard flooring in your property. 
• Glass cleaner for windows, mirrors, and shower screens. 
• Plenty of scrubbing pads and microfibre cloths.
• A toilet brush (plus a spare). 
• Wood polish.
• Different sized trash bags. 
• Any specific maintenance products eg barbecue cleaner, or long-handled duster for any properties with high ceilings. 

Living Area

Whether your property has a cozy lounge or a large open-plan living space, there are certain cleaning points that need to be on every checklist. 

• Wash all pillow covers and throws.
• Vacuum sofas, including under and between cushions.
• Vacuum under furniture, as well as around.
• Remove all items from shelves and storage racks and clean items, and well as shelves themselves.
• Clean any devices, like TV, air conditioning, digital entertainment systems. Don’t forget the remotes! No-one wants to touch sticky remotes. 
• Clean light switches and any other high-touch points like handles and knobs. 
• Clean any mirrors and picture frames.

Kitchen

As we know, one of the reasons vacation rentals are becoming the preferred choice over hotels is the freedom to prepare your own food and drinks. This enables guests to prepare meals according to their own dietary preferences, as well as sharing special moments with family and friends around the table. Here are the kitchen cleaning checklist items you need to include for a sparkling clean kitchen.

• Clean in the inside and outside of each appliance, cupboard, and drawer.
• Clean under the edges and rims of any worktops and the undersides of cabinets.
• Clean the inside and outside of the fridge, microwave, and dishwasher.
• Remove all items from drawers and clean thoroughly.
• Ensure all kitchenware, glassware, and cutlery and sparkling clean.
• Check that any pantry staples (cooking oils, herbs and spices etc) are in-date and looking presentable.
• Ensure that there are plenty of sponges, tea towels, and kitchen cleaning products available. 

Bathroom

One of the first rooms to show the dirt, and not somewhere you can afford to cut corners on. Here are the key areas to include in your bathroom cleaning checklist:

• Clean the entire toilet, including the base, behind, and any visible pipework.
• Make sure towels and bath mats are clean.
• Clean all mirrors, removing splash or smudge marks.
• Use an appropriate cleaner for the faucet, to remove any build up and leave it shiny.
• Clean around all drains, and make sure there are no blockages or build ups. 
• Check all tile and sealant for any signs of mold and replace the silicone if necessary. 
• Clean the shower curtain or screen thoroughly. 
• Make sure any toiletries are full and presentable.

Bedroom

It’s important that guests are able to get a good night’s sleep when staying at your vacation rental. Providing a clean and comfortable environment lays the foundation for well-rested guests. Here’s what you mustn’t overlook.

• Fresh bed linens are a must. If you often have quick turnovers and can’t wash the comforter or pillows between each guest, consider adding an additional dust sheet layer under the covers. 
• Remove the mattress and clean around and between all bed fixtures and fittings.
• Wipe down the bed frame and be sure to clean thoroughly under the bed.
• Dust all surfaces and furniture, including sides and base.
• Dust all light fittings, any wall art and decorations. 
• Thoroughly clean high touch points like switches, handles, and remotes.
• Clean out the insides of drawers and closets. 

Details are important

When cleaning a property, we tend to focus on the ‘big tasks’, like cleaning the toilet, or mopping the floors. This can mean that the little details can be missed, and over time build up dirt. If you’re regularly in a space, you can become blind to these dirt traps, only focusing on the main details. However, when your guests are laying fresh eyes on a property, these spots can stick out like a sore thumb. Here are the areas you must be sure to add to your cleaning list:

• Door knobs or handles.
• Light switches.
• Cupboard and drawer handles.
• Oven, refrigerator, and washing machine handles.
• Dust or cobwebs on ceiling lights.
• Dust and grime between couch cushions or in armchairs.

Don’t forget…

There are a few areas which may not fit neatly on a standard cleaning checklist, but it’s important to make sure they’re not forgotten.

• Make sure the laundry or utility area is cleaned between each guest. Be sure to clean out the washing machine detergent tray!
• Windows and doors should get an interior clean between guests, to remove any fingerprints. Make sure windows receive regular exterior cleans as well. 
• Scent is important, but also quite personal. Avoid using heavy scents or air fresheners in your property, but do make sure that it smells fresh and odor-free.
• If your property has an outside space, make sure it’s well maintained. Sweep down balconies or porches between guests, and be sure to pull weeds or rake leaves from any other outside areas.

Perfect first impressions

Stepping into a clean, fresh property is the ideal first impression for your guests. Take the time to perfect your Airbnb cleaning checklist, and the battle is already half won.

For more vacation rental property management tips, check out our other articles.

To find out how to get the most out of your property management business, get in touch with us.

If you’re setting up a vacation rental business, you’ll no doubt have come across the ‘house rules’ section of your property listings – whether on Airbnb or another site. This is a vital part of your vacation rental listing, as it sets the expectation for your guests and lets everyone know where they stand. 

So, where to begin with Airbnb house rules? As vacation rental properties can vary significantly, you’ll probably find that your rules evolve over time in response to experiences with different guests. However, to help you lay the foundations, we’ve put together this guide to Airbnb house rules.

What are Airbnb house rules?

As mentioned, the purpose of vacation rental house rules is to set the expectations between you and your guests, so that everyone knows where they stand and there are no misunderstandings. Setting house rules prevents property damage and protects your vacation rental business from issues ranging from noise complaints to legal issues. 

Depending on the platform you’re listing on, guests will likely see the full list of rules in your property listing. In many cases, they’ll have to read and agree to the rules before making a booking, so this is an opportunity to communicate with guests and set the tone right from the offset.

How to add house rules to your vacation rental listing?

The first thing you’ll need to do is log into your platform of choice and edit each listing individually. 

Of course, if you’re using Avantio’s software, you simply configure the rules per property, and they’ll be automatically synchronised with all your connected portals. 

If you have a welcome book or digital guide book you can add your house rules here too, so guests always have them to hand. 

Keep in mind…

It’s important not to leave anything open to interpretation. Rules should be written simply, without complicated language. They should also be as explicit as possible. Remember, you may have guests who aren’t native speakers of the language, and it’s easy for misunderstandings to happen. 

Try your new rule list out with a few guests and ask them if everything is clear. Your rule list should always be treated as a working document which you can update whenever necessary. 

Example Airbnb House Rules

Set Expectations

Start with a short introduction explaining why it’s necessary to have house rules in place, if necessary reminding guests that they’re in a residential area. Let them know that return of the security deposit may be depending upon whether rules have been followed. Also inform them of any noise-monitoring tech you have in place. 

Of course, guests are coming to enjoy your property, and it’s crucial that they feel welcome and comfortable. Try to strike the balance with the tone of your house rules, so they’re clear but not cold. 

Parking 

Make sure guests have this information in advance of their stay. If guests are able to park their vehicles at your property, state how many vehicles can be accommodated and where exactly they should park.

If there’s a parking garage, provide instructions about entry and which spaces are for use by your guests. 

Pets

As we’ve seen, the demand for pet-friendly vacation rentals is skyrocketing. While it’s important to weigh up the pros and cons of allowing pets in your property, the evidence suggests that it can be a smart business move, attracting more guests for longer stays. 

If you’ve decided to open your doors to furry friends, be sure to clarify which areas pets can access, and any other restrictions you’d prefer to have in place. 

Parties or events

We’ve all heard the horror stories from the early days of vacation rental, when properties were rented out as wild party venues, or worse…

Fortunately, with some clearly stated rules, this can be easily avoided. Let guests know what you define as a party (groups of people, loud music, etc). Also make sure you define how many guests (if any) are permitted at the property.

If you are happy for some events to take place in the property, discuss this with the guest in advance, so everyone is clear on what to expect. 

Additional guests

Related to the events and parties guidance, it’s a good idea to let your guests know of your expectations in relation to any other guests they might invite to the property. While you may have no issue with this in principle, be mindful of who will be liable if any damage is caused to the property. Also keep in mind that some local authorities require guest details to be registered with them, so having unregistered guests may compromise your ability to be compliant. 

Leisure Amenities

If your property has a pool or hot tub, inform guests of any specific access hours. Also clarify any safety points and if there’s anything they shouldn’t take in the pool (e.g. food or glassware). 

If you have a barbecue or firepit on site, let guests know how to operate it safely, and also how to clean it out after use. 

If there’s any other outside space like a garden, deck, or balcony, highlight any safety concerns and make sure guests know if they need to be conscious of noise when in these areas.

Smoking

It’s generally advised to make your vacation rental non-smoking. Allowing smoking in the property increases the risk of damage or even fire.  It’s also incredibly difficult to get rid of the smoke smell , which can be very off putting for future guests. 

It’s generally expected that vacation properties are non-smoking, but it’s better to state it clearly to avoid any misunderstandings. 

Food and Drinks

Although you want your vacation rental to feel like a home from home, you don’t want it to be treated like a college dorm. You can avoid stains and damage to the soft furnishings in the bedrooms by asking guests not to eat or drink in there. Although guests may not always play by rules by enjoying a cheeky coffee in bed, they’ll at least know what your expectations are in this respect. 

Laundry facilities

The option to do laundry is increasingly popular with vacation rental guests. It means they don’t need to pack so many clothes and can travel lighter. It’s particularly beneficial for families with small children. 

If you’re concerned about the energy or water consumption in your property, you might ask guests to limit their laundry to once or twice per visit. Be sure to let them know about any quirks of the machine too, to avoid blockages or breakdowns. 

Other appliances

If, like many other vacation rentals, you’re taking steps to be more sustainable, it’s good to remind guests of their energy consumption. Encourage them to switch off appliances when they leave a room or the apartment. Let them know of any energy-saving tech you have in place to help manage this. 

Transparency is key

However you choose to share your Airbnb house rules with your guests, being transparent will help your business in the long run. When guests are clear on the terms of the rental they can truly get the most of the experience, without any misunderstandings And of course, satisfied guests are repeat guests.

For more information on how to streamline your vacation rental processes and get the most out of your properties, get in touch with us at Avantio.