Establish an inventory for your seasonal rentals: when, how, why
Although not mandatory for short-term rentals, establishing an inventory is highly recommended and is therefore becoming increasingly popular. Indeed, some recurring damage to accommodations can have catastrophic consequences, especially financial ones. They can thus jeopardize the development of such an activity. This is why some owners, concierges, and other managers try to impose it on travelers, even if they are far from accustomed to it. To achieve this, it is necessary to be able to present this process in the best possible way. Here are some elements that will allow you to understand the mechanisms, implementation, and above all the benefits of an Airbnb inventory, both for hosts and tenants.
1. Put this system in place at the arrival and departure of travelers
It is carried out at the time when travelers enter the premises. Accompanied by the person in charge of managing the accommodation or their representative, they go around and establish a detailed inventory of each room and all the equipment made available during their stay. It is a contradictory document, which means that both parties can add mentions or observations and then jointly initial, date and sign it.
Managers and concierges, especially with the development of self-check-in, rarely set up this entry inventory. It can be very useful for accommodations with a high value of stay. However, with its digital version, it is now entirely possible to reconcile self-check-in and entry inventory.
It can be carried out even if no entry inventory has been done. However, it is much easier to establish a comparison to identify any damage suffered if an entry inventory has been made. If no problems are found, then the procedure for refunding the security deposit (or caution) put in place and paid at the time of booking can be triggered.
The exit inventory is more commonly set up for villas, which contain more sensitive assets and where it is possible to spend 30 minutes with travelers to complete this step.
For small accommodations, where the departure can be self-check-out, the exit inventory is often carried out during the cleaning of the Airbnb accommodation, which can also use Yaago to take photos, videos and leave a comment on the condition of the accommodation.
2. Establish a proper Airbnb inventory
This real inventory, usually done in the presence of the host or their representative, follows certain recommendations in terms of procedure and content, and must be annexed to the rental agreement.
The most common way to do it, both for check-in and check-out, is to:
- Go through all the interior and exterior spaces (if applicable) and highlight any remarks for each one (cleanliness, wear and tear, etc.).
- Use the list of all the equipment available to note the condition and operation of each item.
This can be done on paper or electronically, but it can become tedious over time.
But don’t worry, Yaago provides solutions to digitalize this step. This means that travelers can report any issues they notice upon arrival through their traveler’s space, by sharing a text comment and/or photos corroborating their remarks directly from their smartphone. This saves considerable time for property managers and is a great way to provide an optimal customer experience.
Wondering how to integrate this step into your guest communication?
You can include a link to this feature in the automatic messages sent by Yaago to travelers. For example, in an email about pre-check-in or the day after arrival.
This will maximize the use of the feature by travelers. You can also make the feature available to travelers in their Yaago welcome booklet without necessarily highlighting it.
3. The benefits of an inventory
Winning your case with booking platforms
If a platform like Airbnb offers a host guarantee for damages caused by the tenant, arbitration of the dispute can be complicated in the absence of an inventory. If the tenant disputes the facts, it is solid proof of your good faith.
Take full advantage of your insurance
If you use an insurance solution to cover potential damage caused by travelers, in this case, the inventory will be requested by the insurance company in order to hope for compensation in the event of a claim.
Avoid theft and other unpleasant surprises
By having photos taken upon arrival and departure, it is much easier to realize if something is missing during the stay. This joint inventory will also highlight the condition of furniture, walls, and other parts of the accommodation that may be damaged by travelers.
Note that with its digital welcome booklet, Yaago allows you to provide travelers with as many guides in photos or videos as possible about the equipment available in your accommodation. This is an additional way to prevent their deterioration by ensuring their proper use.
Guarantee expected services to travelers
By conducting an inventory with your tenant or allowing them to do it independently (as Yaago offers you the opportunity to do through its platform), you give them the opportunity to realize that what you promised in your listing corresponds to reality. The fact that they can notify you of any remarks will give them the feeling that they will be heard in case of a problem, that any pre-existing damage will not be attributed to them, and that they will be able to recover their entire security deposit.
Yaago supports rental professionals who want to generalize the Airbnb inventory by providing them with dedicated tools.
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