Establishing an inventory for your vacation rentals: when, how, why

While this practice is not mandatory for short-term rentals, it is strongly recommended and is therefore tending to develop more and more. Indeed, some damage caused to homes on a recurring basis can have catastrophic consequences, especially financial ones. They can thus endanger the development of such an activity. This is why some owners, concierge services and other managers try to impose it on travelers, even if they are far from being used to it. To achieve this, you still need to be able to present this process to them in the best possible way. Here are some elements that will allow you to understand the mechanisms, the implementation and especially the advantages of a Airbnb status, both for the hosts and for the tenants.

1. Put this system in place at the arrival and departure of travelers

Entry status

It is carried out when travelers enter the premises. Accompanied by the person in charge of managing the accommodation or his agent, they go around by establishing a detailed inventory of each room and all the equipment made available during the stay. It is a contradictory document, that is, one that can see the addition of mentions or observations from each of the two parties who initialize, date and sign it jointly.

Managers and concierge services, especially with the development of autonomous arrivals, quite rarely implement this entry inventory. It can be very useful on homes with a high stay value. But thanks to its digital version, it is now entirely possible to reconcile autonomous arrival and state of affairs.

Exit status

It can be done, even if no entry inventory has been carried out. However, it is much easier to be able to draw up a comparison to see the possible damage suffered. If no problem is found, then the procedure for refunding the security deposit (or deposit) set up and paid at the time of booking can be initiated.

The exit inventory is more generally set up on villas, which contain more sensitive goods and where it is possible to consider spending 30 minutes with travelers to complete this stage.

In small homes, where the departure can be autonomous, the exit inventory is often carried out during the Airbnb cleaning, who can again, thanks to Yaago, take photos, videos and leave you a comment concerning the condition of the accommodation.

2. Establishing a proper Airbnb inventory

This real review, which is generally done in the presence of the host or his representative, complies with certain recommendations in terms of procedure and content. It must be attached to the rental contract.

The most classical way to do it, both for the entrance and the exit, is therefore:

• To go around all the indoor and outdoor spaces (if applicable) and to highlight the smallest remarks for everyone (cleanliness, dilapidated condition).
• Using the list of all the equipment available, it is worth noting the state of wear and functioning of the equipment.

This can be done on paper or in electronic form, but it is clear that this way of proceeding can be tedious in the long run.

But rest assured, Yaago provides solutions to allow you to digitize this stage. In other words, the possibility for travelers, via their passenger area, to report any problem found as soon as they arrive. They can share a text comment and/or photos corroborating their remarks directly from their smartphone. It is a considerable time saver for managers and a great way to offer an optimal customer experience.

Are you wondering how to integrate this step into your travel relationship?

In the automatic messages sent by Yaago to travelers, you can include a link to this feature. For example in an email about pre-check-in or the day after arrival.

This is in order to maximize the use of functionality by travelers. You can also, if you wish, not necessarily highlight this feature and simply leave it available to travelers, in their Yaago welcome booklet.

3. The benefits of an inventory

Get your way with booking platforms

If a platform like Airbnb offers a host guarantee for damage caused by the tenant, arbitration of the dispute can be complicated in the absence of an inventory. If the tenant disputes the facts, this is a solid proof of your good faith.

Take full advantage of your insurance

If you use an insurance solution to cover possible damage caused by travelers, the inventory will, in this case, be requested by the insurance company, in order to hope for compensation in the event of a claim.

Avoid thefts and other unpleasant surprises

By having photos taken upon arrival and upon departure, it is much easier to notice the disappearance of one of its elements during the stay. This contradictory inventory will also make it possible to highlight the condition of furniture, walls and other parts of the accommodation that could be damaged by travelers.

Note that thanks to its digital welcome booklet, Yaago allows you to provide travelers with as many photo or video guides, equipment present in your accommodation. An additional way to prevent their deterioration by ensuring their proper use.

Guarantee travelers the services expected

By carrying out an inventory with your tenant or by allowing him to do the tour independently (as Yaago gives you the opportunity, via its platform), you give him the opportunity to realize that what you promised him in your ad corresponds to reality. Being able to notify you of any remark will give him the feeling that he will be heard in the event of a problem, that potential damage that already exists will not be affected to him and that he will be able to recover all of his deposit.

Yaago supports rental professionals who want to generalize the Airbnb inventory by providing them with dedicated tools.