Short Term Rental Checklist Every New Host Must Have
Looking for a short term rental checklist that actually covers what real hosts need? You’re in the right place! I’m breaking it all down, step by step.
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If you’ve ever searched “short term rental checklist” and felt even more confused after, don’t worry, I’ve got you!
Whether you’re just setting up your first rental or you’re already hosting and trying to stay more organized, this post gives you the ultimate short term rental checklist I personally use across my own properties. I’m talking Airbnb inventory checklists, guest communication scripts, you name it.
This post is your go-to short term rental checklist guide.
Now, I know this post is all about “short term rental checklist” but I talk about Airbnb A LOT because it’s the most common platform. But everything I cover here applies to Vrbo, Booking.com, Furnished Finder, or even if you’re managing your own direct booking site. It’s the foundation of every well organized short term rental.
First Time Hosts, Here’s Your Setup Blueprint
I remember when I started, the amount of things I had to keep track of was wild. That’s why I created full blown short term rental checklist, just for first time hosts. You don’t want to be figuring this out while a guest is texting you asking where the wine opener is.
If you’re new, I get it, it’s exciting, but also overwhelming. You’re probably asking yourself:
- What exactly do I need to buy?
- How do I prepare the home?
- What if I forget something guests expect?
Trust me, you will forget things if you don’t use a checklist. Which is why I made one. Actually…I made several!
Your Cleaning Checklist Is Your First Line of Defense
I created a Hospitality Cleaning Checklist that my cleaners must use before and after every guest. This isn’t just a wipe the counters kind of list. It includes:
- Room by room breakdowns
- What to check for: damage, smells, missing items
- A place to write notes if guests broke something or if a rule was violated
You can literally print it, laminate it, and reuse it. And it’s so worth it. Not only does it keep your property spotless, it also helps you win Airbnb disputes because everything is documented.
The Restock List You Didn’t Know You Needed
People forget that Airbnb isn’t a one time setup and needs constant upkeep. That’s where my Inventory Restock Checklist comes in.
This list helps you keep track of:
- Linens and how many of each you need
- Toiletries and what needs to be replenished after each stay
- Kitchen staples, salt, sugar, dish soap, oil, etc.
- Home maintenance supplies, lightbulbs, filters, batteries…
Let’s take a moment for… smoke detector batteries!
I swear, every host forgets these until one starts chirping during someone’s stay. Not only is it annoying, it’s also a safety and liability issue. My restock checklist has these little reminders baked in, so you’re never caught slipping.
Save For Later:
The Ultimate Guide to Airbnb Messages to Host: Pre-Booking, Welcome & Checkout Templates That Get 5-Star Reviews
How To Run An Airbnb remotely and Still Get 5-Star Reviews
How to Clean an Airbnb Fast: Expert Tips Real Hosts Swear By
Here’s My Biggest Tip For All New Vacation Rental Hosts:
You NEED to stay in your own airbnb, or short term rental. Yes, seriously.
Before you ever let a paying guest walk through the door, you need to do one thing. Book your own short term rental and stay there like a guest.
Pack a small bag, show up like a traveler, and don’t cheat. Don’t grab anything from another place if you live close by or on sight. Just stay as if you were visiting a city. This is how you’ll find out:
- If the bed creaks or feels weird
- If the hot water doesn’t work properly
- If you forgot to buy a dish sponge
- If the towel hook in the bathroom is missing
You will learn so much about your space this way. I promise, no checklist can replace experiencing your own space through your guest’s eyes.
Now, The Welcome Basket That Gets You 5-Star Reviews
This is optional, but it makes a huge impact. A great welcome basket shows your guest you care and gives them a great first impression.
Here’s my go to formula:
- Bottled water – Especially important if they’re flying in.
- Light snacks – Granola bars, crackers, fruit snacks. Avoid junk or messy food.
- Cheap hotel slippers – Buy these in bulk. I get them from Amazon or Ikea. They cost cents and feel like luxury.
- A nice welcome sign, nothing fancy, just friendly.
And honestly, I think this is extra important if you’re new and trying to build up reviews. Guests love thoughtful details, and this is one they’ll remember.
Next, Make a Beautiful Guide – Without Designing a Thing
Guests need clear instructions and recommendations. If they don’t get that info easily, they’ll message you constantly or worse, leave confused reviews.
I recommend two things:
- Make a visual guide for your short term rental using Canva, they have easy drag and drop templates. Just go to Canva, and search “Airbnb guide.” – Your Welcome! 😊
Include:
- WiFi info
- Emergency contacts
- House rules
Frame the key info inside your property. People won’t always go back to your listing to review the rules.
2. Use Airbnb’s built in guidebook: It’s searchable, and guests actually read it before booking!
Include:
- Favorite nearby restaurants, grocery stores, and bars
Smart Devices Every Host Should Be Using by Now
If you’ve hosted even once, you already know that tech can make or break a stay. Here are the things I recommend every host gets:
Smart Lock
My personal favorit: Yale Wi-Fi Lock
Use one with code generation like August, Yale, or Schlage. Skip keys, they’ll get lost.
Smart Thermostat
I personally love Google Nest and Ecobee.
Here’s why: Guests don’t know how thermostats work. They’ll turn it to 90° thinking it’ll heat faster. These smart systems let you control ranges and schedules to avoid spikes, damage, or wear.
Lockbox Backup
Even if you use a smart lock, have a backup key in a lockbox. Trust me!
Optional but also great:
- Smart plugs
- Noise monitors
- Motion lights
Now I know, I know, this post is all about the short term rental checklist, but these extras are so important they seriously deserve a shoutout.
Legal Stuff You Can’t Skip
Here’s the thing no one tells new hosts: you can’t just list and forget. You need to know your city or county’s laws.
Every location is different, but here’s the simplest way to check:
- Google: Airbnb rules + your city
- Look for permit applications, zoning restrictions, or registration requirements
In Philadelphia, for example, I couldn’t rent short term in my zip code. I had to wait until my lease ended and move to a nearby area that allowed it. If I hadn’t done that research, I could’ve been fined or shut down.
What to Look For:
- Is STR hosting allowed in your zone?
- Do you need to register or pay a local tax?
- Are there limits on how many nights you can host?
If your city is strict, consider hosting somewhere more flexible. It’s not always worth the fight.
The Insurance You Actually Need
Airbnb gives you their Host Guarantee but let me be clear, it’s not enough.
Here’s the trifecta I recommend:
- Standard property insurance: Liberty Mutual, Allstate, etc.
- STR specific insurance: like Proper Insurance
- Airbnb’s Host Protection
The STR specific policy is key, they cover things like guest injury, liability claims, or damage Airbnb might not. I go way deeper on this in my course, but just know that relying on Airbnb alone isn’t the move.
All the Hosting Templates in One Place
If you want to skip the trial and error and just grab everything that works, check out my Host Goods page. I’ve put together all the templates I personally use to run my short term rental business, including the Airbnb lease addendum, (which is a must if you’re renting your properties and need a solid agreement with your landlord).
You’ll find message scripts, cleaning checklists, restock trackers, basically everything I’ve learned the hard way.
Hosting Is a Business Not a Gamble
Look, you don’t need to be perfect but you do need to be prepared. When you treat your vacation rental like a business from day one, it grows like one. This isn’t about guessing or winging it. It’s about having systems, checklists, and a plan.
Start with the short term rental checklist in this post. Download the templates I’ve linked. And when you’re ready to scale, my full toolkit and course are here to help you do it the right way.
Hopefully, I was able to make things a little easier for you. You’ve got this!
This post is your go-to short term rental checklist guide.
