The Ultimate Checklist for Running a Successful Short-Term Rental

Managing a short-term rental is more than just listing a property online—it requires careful planning, excellent hospitality, and efficient operations. To help you stay organized, here’s the ultimate checklist for running a successful short-term rental.

1. Setting Up Your Listing

✅ Choose the Right Platform (Airbnb, VRBO, Booking.com, etc.)Start with Airbnb, as it has a user-friendly interface and a strong guest base. Once you are familiar with the setup, replicate your listing on VRBO, which is similar in functionality but caters more to family and vacation rentals. Booking.com has a different user interface and policies, so take time to understand its structure before listing.

✅ Write a Compelling Listing Title & DescriptionYour title and description play a crucial role in attracting guests. Highlight your property’s best features, such as:

• Location: "Downtown Apartment – Walk to Shops & Restaurants!"

• Unique amenities: "Luxury Condo with Hot Tub & Skyline View!"

• Convenience: "Family-Friendly Home with Free Parking & Fast WiFi!"

When writing your listing description, be clear and engaging. Answer key guest questions upfront:

• What makes your place special?

• What amenities do you provide?

• What’s nearby?

✅ Upload High-Quality Photos (Natural Lighting Works Best!)Great photos can significantly increase bookings. Hire a professional photographer to showcase your property in the best light. If possible, record a walkthrough video—video listings tend to attract more attention and give guests a better sense of the space.

✅ Set Competitive Pricing Using Dynamic Pricing ToolsMost booking platforms offer discounts and basic dynamic pricing features. However, for the best revenue optimization, consider using third-party pricing tools like:

• PriceLabs

• Beyond Pricing

• Wheelhouse

These tools analyze market trends and automatically adjust prices to maximize your bookings and revenue.

2. Guest Communication & Bookings

✅ Set Up Automated Messaging for Inquiries & Check-In DetailsAutomation is key to efficiency! Pre-schedule messages for:

• Booking confirmation (sent immediately after booking)

• Check-in instructions (sent the morning of arrival)

• Mid-stay check-in ("Hope you're enjoying your stay!")

• Check-out instructions & review request

✅ Be Responsive—Fast Replies Can Increase BookingsGuests expect quick responses, especially for urgent questions about parking, check-in, WiFi, and keyless access. A fast response time can lead to higher rankings on Airbnb and VRBO, which means more bookings!

✅ Provide Clear Check-In & Check-Out InstructionsMake check-in seamless by providing:

• Step-by-step instructions (including photos if needed)

• Smart lock codes or key pickup details

• Check-out steps (trash disposal, thermostat settings, etc.)

✅ Confirm Guest Details & Special RequestsCheck with guests on any special requests, such as:

• Early check-in or late check-out (coordinate with your cleaning crew)

• High chair, crib, or pet accommodations

• Parking instructions (especially if there are restrictions)

3. Cleaning & Maintenance

✅ Schedule Professional Cleaning Between GuestsA spotless rental leads to great reviews and repeat guests. Partner with a reliable cleaning service and create a checklist to ensure consistency.

✅ Stock Up on Essentials (Toiletries, Towels, Extra Linens)Guests expect hotel-level essentials, such as:

• Shampoo, conditioner, body wash

• Fresh towels and linens

• Toilet paper, paper towels, and cleaning supplies

✅ Check for Damages After Every StayTake before-and-after photos of key areas to track damages. Address any issues before the next guest arrives.

✅ Ensure All Appliances & Utilities Are in Working OrderRegularly check that:

• WiFi is working properly

• The thermostat, A/C, and heater are functional

• Kitchen appliances are clean and operational

4. Guest Experience & Hospitality

✅ Offer a Welcome Guide with WiFi Info, House Rules & Local RecommendationsA digital or printed welcome book should include:

• WiFi network & password

• House rules (quiet hours, smoking policy, pet policy)

• Local recommendations (restaurants, grocery stores, attractions)

✅ Consider Leaving a Small Welcome GiftA personal touch can lead to better reviews and repeat guests. Some ideas:

• A bottle of wine or locally sourced snacks

• A handwritten welcome note

• A discount code for their next stay

✅ Make Sure the Home is Well-Stocked with EssentialsGuests appreciate extra conveniences, such as:

• Coffee, tea, and sugar

• Cooking essentials (salt, pepper, oil)

• Extra blankets and pillows

✅ Provide Easy Self-Check-In Options (Smart Lock, Keypad)Self-check-in is a game-changer for hosts and guests alike. Install a smart lock or keypad to allow contactless access at any time.

5. Legal & Compliance

✅ Understand Your Local Short-Term Rental Laws & PermitsCheck city and county regulations on:

• Rental permits & licenses

• Maximum rental days per year

• Noise and occupancy rules

✅ Collect & Pay the Required TaxesVisit your local county or city website to understand short-term rental tax requirements. Platforms like Airbnb & VRBO often collect and remit taxes on behalf of hosts, but Booking.com requires hosts to handle tax remittance themselves.

✅ Get Short-Term Rental Insurance for ProtectionStandard homeowner’s insurance may not cover short-term rentals. Consider specialized STR insurance providers like:

• Proper Insurance

• Safely

• Allstate HostAdvantage

✅ Create a Rental Agreement if NecessaryA rental agreement is especially useful for direct bookings. Many templates are available online—choose one that fits your needs and protects your property.

Running a successful short-term rental is all about efficiency, great hospitality, and staying organized. By following this ultimate checklist, you can create an exceptional guest experience, increase bookings, and maximize your rental income.

Remember, success in short-term rentals comes from continuous improvement—stay updated on industry trends, listen to guest feedback, and always look for ways to enhance your property. The more you refine your process, the better your results will be!

Now it's your turn! What strategies have worked best for your short-term rental? Let us know in the comments!