Vacation Rental Maintenance Checklist

Check for wear and tear

• Is any of the furniture starting to show its age?

• Is there any unusual damage that may have been overlooked in previous inspections?

• Are there any maintenance issues that should be flagged for attention in the new year?

• What preventative measures can you advise the property’s owner to employ?

Change the decor for the season

• You don’t need to swap the artwork, but in addition to warmer sheets and heavier blankets, adjusting decorations to reflect the upcoming season can be a thoughtful touch.

Work through seasonal cleaning and maintenance tasks

• As any property manager can tell you, a seasonal deep clean of the rental property is a must. While some tasks like cleaning clogged gutters are obvious, others like updating the weather stripping on windows and doors and checking your heating and cooling units are easily forgotten.

• Crossing off your maintenance checklist doesn’t mean a property manager has to get their own toolkit out, but having reliable service providers lined up is an important step.

• Confirm services with any seasonal providers you rely on, so you can ensure everyone is on the same page and avoid the surprise of finding out they don't have the bandwidth to support your properties.

• As you wrap up your on-site activities, don’t forget about the maintenance work that can be done without leaving your office.

Double-check the paperwork

• Take advantage of this downtime and keep the budget tight by reviewing bills and invoices from the last quarter and organizing paperwork that may have piled up.

• Are there any unexpected expenses or unusual spikes?

• Looking into variations in a property’s water bill, for example, could help you catch a growing leak.

• This review can also help you assess whether rates should be adjusted to account for increasing base expenses. And you may find some extra room in your budget to invest back into the property or direct toward your next marketing campaign.

Review new feedback and take action as needed

• Contact recent guests to thank them for their visit and their feedback; make it simple for them by including a link in case they haven’t yet had a chance to leave a review. Then, compile a list of any suggestions you’ve received.

• Are there any you should act on now or address for future guests?

• Reviews are like currency and many guests base their decision on the number and quality of reviews available. Once you’re up-to-speed on the latest feedback, take note of the best comments - you can refer back to them as you take stock of your current marketing and advertising efforts.

Is it time to update your photos or property details?

• If any improvements have been made to to your units over the past year, confirm that your property descriptions are updated to match.

• And if those improvements changed the property’s aesthetic — whether through new furniture or a newly landscaped garden — consider updating your marketing to ensure the photos match the reality.

Did any of the property’s recent reviews stand out?

• Repurpose the best feedback by publishing it to your property's direct channel or sharing it through social media channels.

• Be sure to keep reviews relevant. Current reviews emphasize what guests can expect now. You could even highlight top reviews by including them in your property description.

Review any paid ads you’ve been running

• Are your ads still delivering good return on investment? You may find that some listing channels' ads struggle to convert while others get good visibility and plenty of new bookings.

• Compare performance and evaluate what works and what doesn’t, then use that information to fine-tune your ad copy, images and targeting.

• Cut any ad campaigns that consistently fail to perform.

Optimize property info and autoresponders

• Are all your property details current and on brand?

• Are there strategic autoresponders you could add to improve customer service or encourage repeat bookings?