Complete Short-Term Rental Checklist for Hosts
Essential checklists for launching, managing, and maintaining your Airbnb or vacation rental property. From setup to daily operations, never miss a critical task again.
Whether you're a new host preparing your first listing or an experienced property manager streamlining operations, these detailed checklists cover everything from legal compliance and technology setup to guest communication and monthly maintenance.
Free Airbnb Listing Analysis
Get free analysis of your Airbnb or vacation rental listing. We evaluate your photos, headline, description and amenities to help you attract more guests and increase bookings.
Everything You Need to Run a Successful Short-Term Rental
Managing an Airbnb or vacation rental involves dozens of tasks across legal compliance, technology setup, guest communication, property maintenance, and financial management. These interactive checklists help you stay organized and ensure nothing falls through the cracks.
Pro Tip: Your progress is automatically saved in your browser. Come back anytime to pick up where you left off. Many checklist items link to our curated directory of tools to help you implement each task effectively.
New Host Setup Checklist
Essential steps to launch your first short-term rental property
Research local STR laws and obtain required permits/licenses
criticalGet short-term rental insurance coverage
criticalSelect and set up property management software
highInstall smart locks for keyless entry
highSet up dynamic pricing software
highCreate listings on Airbnb, Vrbo, and Booking.com
highHire photographer for professional listing photos
highWrite compelling listing descriptions with SEO keywords
mediumCreate digital guidebook with house rules and recommendations
highSet up automated guest messaging templates
mediumHire and train cleaning team or service
criticalBuild contact list for plumber, electrician, HVAC, handyman
highFurnish property with quality, durable furniture
criticalStock property with essentials (linens, toiletries, kitchen basics)
highInstall high-speed WiFi with clear network name/password
highInstall smoke detectors, CO detectors, fire extinguisher, first aid kit
criticalInstall exterior security cameras (not in private spaces)
mediumSet up separate business bank account
highChoose accounting software for expense tracking
mediumConsult with tax professional about STR income
highPre-Arrival Checklist
Tasks to complete before each guest arrives
Confirm booking details and guest count
highSend welcome message with check-in instructions
highGenerate smart lock access code for guest dates
criticalShare digital guidebook link
mediumConfirm cleaning is scheduled post-checkout
criticalReview guest profile and past reviews
mediumSet thermostat to comfortable temperature
mediumEnsure adequate supplies (toilet paper, paper towels, soap)
highVerify no outstanding maintenance issues
highOptional: Prepare welcome gift or local treats
lowPost-Checkout Checklist
Steps to take immediately after guests check out
Disable guest access code
criticalNotify cleaning team that property is ready
criticalReview cleaning photos/report for any damage
highVerify all items are present (remotes, keys, appliances)
highRequest post-clean photos from cleaning team
highRestock consumables (toiletries, coffee, etc.)
highEnsure all linens are washed and replaced
criticalAddress any maintenance issues immediately
criticalWrite honest review for guest
highSend thank you message to guest
mediumVerify calendar is synced across all platforms
highPrepare for next booking if same-day turnover
highMonthly Maintenance Checklist
Recurring tasks to keep your property in top condition
Replace HVAC filters
highSchedule deep cleaning (carpets, upholstery, windows)
mediumTest all appliances for proper function
mediumCheck for leaks under sinks and around toilets
highTest smoke and CO detectors, replace batteries if needed
criticalCheck all door locks and smart lock batteries
highReplace any burnt-out light bulbs
mediumMaintain landscaping and outdoor areas
mediumCheck for signs of pests and schedule treatment if needed
mediumTest WiFi speed and connection quality
mediumAudit inventory (linens, towels, dishes, supplies)
mediumReplace worn or damaged items
mediumUpdate listing photos if decor or amenities changed
lowReview competitor pricing and adjust strategy
mediumAnalyze performance metrics (occupancy, revenue, reviews)
highReview expenses and profitability
highTax Season Checklist
Annual tax preparation tasks for short-term rental hosts
Collect 1099 forms from Airbnb, Vrbo, and other platforms
criticalCompile all rental income records
criticalOrganize deductible expenses (mortgage interest, utilities, supplies)
criticalCalculate depreciation on property and furnishings
highCompile mileage log for property-related travel
mediumGather receipts for improvements and repairs
highSummarize cleaning and maintenance expenses
highDocument software/tool subscription costs
mediumVerify occupancy tax payments are current
criticalMeet with tax professional or CPA
highComplete Schedule E (or Schedule C if applicable)
criticalCalculate estimated taxes for next year
highNeed Help Implementing These Systems?
Checklists are great, but implementing the right tools and automation can save you 10+ hours per week. Browse our curated directory of essential short-term rental tools or get personalized guidance from STR Sage.
Take Your STR Business to the Next Level
STR Sage provides expert consulting, automation strategies, and proven systems to help short-term rental hosts maximize revenue and minimize operational headaches.
Frequently Asked Questions
What should be on a short-term rental checklist?
A comprehensive STR checklist should cover legal compliance (permits, insurance), technology setup (PMS, smart locks, pricing tools), property preparation (furnishings, safety equipment), guest communication systems, and ongoing maintenance tasks. Our checklists include over 90 specific action items across these categories.
How do I prepare my property for Airbnb guests?
Use our Pre-Arrival Checklist to prepare 1-2 days before guests arrive. Key tasks include: confirming booking details, sending check-in instructions, generating smart lock codes, sharing your digital guidebook, scheduling cleaning, setting the thermostat, and verifying all supplies are stocked.
What should I do after guests check out?
Our Post-Checkout Checklist covers 12 essential steps: disable access codes, notify cleaners, inspect for damage, verify inventory, request post-clean photos, restock supplies, check linens, address maintenance issues, write guest reviews, and prepare for the next booking if you have a same-day turnover.
How often should I maintain my vacation rental?
Monthly maintenance is recommended for most tasks like HVAC filter replacement, appliance testing, and inventory audits. Critical items like smoke detectors should be tested monthly. Deep cleaning should occur quarterly. Our Monthly Maintenance Checklist includes 16 recurring tasks to keep your property in top condition.
Do I need special software to use these checklists?
No! These checklists are interactive and work right in your browser. Your progress is automatically saved locally, so you can return anytime to continue. For even better organization, consider using a task management tool like Breezeway or Turno which integrate with your property management system.
What tools do I need to start hosting on Airbnb?
Essential tools for new hosts include: a property management system (PMS) to manage bookings, smart locks for keyless entry, dynamic pricing software to optimize revenue, and a cleaning management solution. Browse our directory of 22 curated tools to find the best options for hosts managing 1-5 properties.