Should you do a vacation rental inventory?

What is a vacation rental inventory?

The inventory checklist in seasonal rental is a written document that details each room of a dwelling rented to a traveler, indicating the furniture present and the equipment made available to the tenant travelers. It can also be used to carry out the inventory of the accommodation.

Unlike the inventory checklist performed for a long-term rental lease, the seasonal rental inventory checklist is much more concise. It generally includes:

• The list of furniture and equipment.
• Their condition at the time of the traveler's arrival.

The inventory checklist can be done upon entry and exit and must be dated and signed by the owner (or their representative, such as an Airbnb concierge service) and the tenant. Both parties are present and can add their observations, each party can add their own remarks.

In the event of observed damage or a deposit deduction, this document will be your reference document to rely on.

The seasonal rental inventory checklist therefore fulfills 3 roles:

• Securing the accommodation.
• Ensuring a follow-up on the general condition of the accommodation.
• Maintaining a good level of quality for the accommodation and the customer experience.

Is the inventory mandatory in vacation rental?

While the inventory check is mandatory in the context of long-term rental, it is not mandatory for vacation rental. Clearly, there is no legal obligation to perform an inventory checklist for short-term rentals.

However, in France, the Civil Code establishes a principle of presumption of "good condition" of the accommodation in the absence of an inventory check, via Article 1731.

In practice, this means that without an entry inventory checklist, the tenant is presumed to have received the accommodation in good condition and must return it in the same condition.

On paper, this might seem relatively advantageous for short-term rental professionals. Any damage could legitimately be attributed to the tenant.

In reality, nothing is less certain. This legal ambiguity tends to create a legal no man's land. In case of disagreement, each party will try to prove their version of the facts (photos, email exchanges, Airbnb messages...). And this is where the seasonal rental inventory checklist can defuse the situation, clarify it, and avoid costly and time-consuming disputes.

It is for this reason that the use of an inventory checklist is widely recommended by seasonal rental professionals, even if it is not mandatory.

Why perform an inventory check in vacation rental?

Protect your security deposit

Imagine you recover a property after your guest’s departure. Bad surprise: you notice that the almost-new washing machine, purchased by your owner-client a few months earlier, is unusable.

Without an entry inventory checklist, it's difficult to make a deduction from the security deposit. It’s your word against your guest's. The inventory check, signed by your tenant traveler, will allow you to justify any potential deduction from the security deposit and thus avoid prolonged litigious situations.

Justification in case of damage

A complete and documented inventory checklist can serve as proof to your insurers or Airbnb Cover to demonstrate damage and request financial compensation.

By documenting the equipment, its condition, and adding photos, you will have a precise and well-documented inventory check, easily usable in case of a claim.

Limit disputes with guests

A precise inventory checklist with photos will help prevent conflicts and frustrations such as:

• Endless discussions with your tenants: "The stain was already there when I arrived."
• Tense situations during departures.
• Negative reviews left in the heat of the moment at the end of the stay.

Since the inventory checklist is signed by the tenant, it will be difficult for them to contest damage not noted upon entry into the accommodation.

Professionalize your activity

It hasn't escaped your notice: seasonal rental is becoming increasingly regulated. Using a well-structured and defined process like the inventory checklist will allow you to highlight your professionalism in this ultra-competitive sector.

Build a relationship of trust with your owners or guest clients

Whether on the owner's side or the guest's side, implementing an inventory check for short-term rentals can be a real asset.

• Owner side: They are reassured about the maintenance and condition of their property. You can provide them with all the inventory checks and prove that their accommodation is being monitored over time.
• Guest side: The inventory check also provides reassurance. No misunderstandings; everything is logged. The guest confirms the condition of the accommodation upon arrival and departure. No bad surprises; everything is documented, and stressful situations are avoided.

How to conduct an effective STR inventory checklist?

A good seasonal rental inventory checklist does not need to be as precise as one for a long-term rental lease. Above all, it must be complete, contradictory (agreed upon by both parties), and signed by both parties. Here is the information to include in your inventory checklist:

• Identity of the host and the guest
• Address of the accommodation
• Date and type of the inventory checklist
• Description of the accommodation room by room with the condition of the items
• Inventory of furniture and equipment with quantity and condition
• Photos to visually attest to the condition

For each item or piece of equipment, remember to always add a condition and a photo.

The ideal is to perform an inventory check upon entry and exit. The comparison between these two statuses will justify any deduction from the security deposit.

How to save time with a digital inventory checklist in vacation rental?

Say goodbye to paper inventory checklists

The first solution that comes to mind for performing an inventory checklist is to use a simple printable inventory checklist template and fill it out with the tenant. But limitations quickly arise:

• You cannot integrate photos: this is problematic for proving damage.
• The paper itself: there is an increased risk of loss and complicated archiving (binders, folders, storage).
• Complicated and time-consuming sharing: it requires scanning the document and sending it by email to your clients. These tasks can quickly become time-consuming and low-value.

In summary, this is clearly not the right option for managing your seasonal rental inventory checklists on a large scale.

The good old Excel or Google Sheets

When considering the digitalization of a property management service, some people think of Excel or Google Sheets spreadsheets to manage inventory checklists more easily.

While the Excel or Google Sheets spreadsheet is quite suitable for its customizable and easily modifiable aspect, you will quickly realize that it is unfortunately not the best solution. Managing Excel on a smartphone or tablet is clearly an obstacle course. This solution is not very ergonomic and does not adapt well to mobile devices.

You will also not be able to integrate photos into this type of format, let alone signatures!

The inventory App: the most modern solution

Today, the most suitable solution for performing a seasonal rental inventory remains the digital application, on a smartphone or via a web app.

These applications allow you to perform an inventory directly from a smartphone with the possibility of adding photos, comments, having the traveler sign directly...

A vacation rental inventory application like Key To Check for example allows you to easily perform your inventory checks and:

• Perform a digital check-in
• Perform a guided room-by-room follow-up
• Add photos from your phone
• Have the guest sign remotely
• Automatically generate a professional-looking PDF
• Keep a complete follow-up and history of the properties in a single place
• Save valuable time (no need to prepare everything beforehand or to scan and re-enter data)
• Improve your relationship with guests and your owners by gaining their trust and offering serious monitoring of their property.
• Strengthen your professionalism with clear, structured reports automatically sent to travelers and owners.

In summary, while the inventory checklist is not mandatory in seasonal rental, it is highly recommended by the majority of sector players. Indeed, it will allow you to:

• Protect the deposit,
• Limit disputes,
• Professionalize your activity and your image,
• Adapt to an increasingly strict regulatory framework for furnished tourist rentals.

If done well, this document can become a central piece and a good selling point for both your traveler clients and your owner clients. And thanks to digital tools (like Key to Check, Ziiimo, Check Easy...) you can automate a large part of the process simply and effectively, perfectly aligned with the modern expectations of travelers... and owners.