You’ve decided to turn your property into a vacation rental. Now what? The difference between a smooth launch and a chaotic first guest often comes down to preparation.
This checklist covers everything you need to do before listing your property and welcoming your first guests.
Phase 1: Legal and Administrative Setup
Verify You Can Operate
Before investing time and money:
Check local regulations:
- Short-term rental permitted in your zone?
- Permits or licenses required?
- Any caps on rental days or licenses?
- Registration requirements?
Check property restrictions:
- HOA rules allow short-term rentals?
- Deed restrictions or covenants?
- Lease restrictions (if not owner)?
- Mortgage terms (some prohibit rentals)?
Don’t skip this step. Operating illegally can result in fines, forced closure, and legal problems.
Obtain Required Permits
Requirements vary by location, but commonly include:
- Business license
- Short-term rental permit
- Safety inspection (if required)
- Tax registration (lodging tax, sales tax)
Allow time—permit processes can take weeks or months in some areas.
Set Up Business Infrastructure
Legal structure:
- Consult accountant about business entity (LLC, etc.)
- Set up business entity if appropriate
- Obtain EIN if needed
Banking:
- Open dedicated bank account for rental income/expenses
- Set up credit card for rental expenses
- Establish payment processing if taking direct bookings
Insurance:
- Notify current insurer of rental plans
- Obtain proper short-term rental insurance
- Verify liability coverage amounts
- Understand what’s covered (and not)
Phase 2: Property Preparation
Safety First
Safety isn’t optional—it protects guests and you.
Fire safety:
- Smoke detectors in all bedrooms and hallways
- Carbon monoxide detectors (if any combustion sources)
- Fire extinguisher (kitchen at minimum)
- Clear exit routes identified
- Emergency instructions prepared
General safety:
- Handrails secure on stairs
- Non-slip surfaces in bathroom
- Pool/hot tub safety measures if applicable
- Outdoor lighting adequate
- Address any trip hazards
Document everything: Keep records of safety equipment installation and testing.
Essential Systems
Make sure everything works properly:
HVAC:
- System serviced and functioning
- Thermostat working (smart thermostat recommended)
- Filters new
- Temperature achievable in all seasons
Plumbing:
- All faucets working properly
- Toilets flush and fill correctly
- Water heater adequate and functioning
- No leaks anywhere
- Drains clear
Electrical:
- All outlets working
- GFCI outlets in wet areas
- No overloaded circuits
- Light fixtures functioning
- Consider surge protectors for electronics
Appliances:
- All kitchen appliances operational
- Washer/dryer working (if provided)
- TV and entertainment systems functional
- Any special amenities tested
Property Condition
Your property should be in excellent condition:
Deep clean:
- Professional deep clean recommended
- Carpets cleaned
- Windows washed
- Every surface addressed
Repairs and maintenance:
- Address any deferred maintenance
- Touch up paint
- Fix anything broken or worn
- Replace worn items (towels, linens, etc.)
Curb appeal:
- Landscaping maintained
- Exterior clean
- Entry welcoming
- Address visible and clear
Phase 3: Furnishing and Equipping
Furniture Essentials
Bedrooms:
- Quality mattress (don’t skimp here)
- Bed frame and headboard
- Nightstands with lamps
- Dresser or closet storage
- Luggage rack
- Mirror
Living areas:
- Comfortable seating
- Coffee table
- TV setup with entertainment
- Adequate lighting
- Dining table and chairs for capacity
Outdoor (if applicable):
- Patio furniture
- Grill (if offering)
- Outdoor dining setup
Kitchen Equipment
Guests expect a functional kitchen:
Appliances:
- Refrigerator
- Stove/oven
- Microwave
- Dishwasher (highly recommended)
- Coffee maker
- Toaster
- Blender (optional but appreciated)
Cookware:
- Pots and pans set
- Baking sheets and dishes
- Mixing bowls
- Cooking utensils
- Cutting boards
- Quality knives
Dinnerware:
- Plates (enough for max guests + extras)
- Bowls
- Glasses (water, wine)
- Mugs
- Flatware complete set
Extras:
- Can opener
- Corkscrew
- Measuring cups and spoons
- Colander
- Kitchen towels
Linens
Bedding (per bed):
- Mattress protector
- 2+ sheet sets (for turnover efficiency)
- Pillows (2 per person minimum)
- Pillow protectors
- Comforter or duvet with cover
- Extra blanket
Bathroom (per bathroom):
- Bath towels (2 per guest)
- Hand towels
- Washcloths
- Bath mat
Other:
- Kitchen towels
- Beach towels (if relevant)
- Extra blankets accessible to guests
Quality matters. White or neutral hotel-quality linens photograph well and clean easily.
Technology Setup
Internet (essential):
- Reliable, fast internet service
- Strong WiFi throughout property
- Network name and password simple
- Router accessible for reset if needed
Entertainment:
- Smart TV with streaming capability
- Streaming services set up (or guest login instructions)
- Simple instructions for use
Access:
- Smart lock installed and tested
- Backup access method
- Code management system established
Optional but valuable:
- Smart thermostat
- Noise monitor
- Exterior cameras (disclosed)
Phase 4: Guest Experience Setup
Create Your Welcome Book
Guests need information. Prepare:
- Welcome message
- WiFi information
- House rules
- How-to guides for systems
- Check-out procedures
- Emergency contacts
- Local recommendations
Digital, physical, or both—make it easy to find and use.
Stock Initial Supplies
Bathroom:
- Toilet paper (full roll + backup)
- Hand soap
- Shampoo, conditioner, body wash
- Hair dryer
Kitchen:
- Dish soap
- Dishwasher pods
- Sponge
- Paper towels
- Basic spices (salt, pepper)
- Coffee, tea, sugar
- Cooking oil
- Trash bags
Laundry:
- Laundry detergent
- Dryer sheets (optional)
Cleaning supplies:
- All-purpose cleaner
- Glass cleaner
- Toilet brush
- Plunger
- Vacuum accessible
- Broom and dustpan
Prepare Check-In Process
How will guests get in?
- Smart lock codes system established
- Check-in instructions written and tested
- Parking instructions clear
- Entry process photographed for clarity
- Backup access plan ready
Test your check-in process yourself—or have a friend try it.
Phase 5: Listing and Launch
Professional Photography
Photos sell your property. Invest in quality:
- Professional photographer (recommended) or quality DIY
- Property staged and styled
- All rooms photographed
- Details and amenities captured
- Exterior and surroundings included
See our photography guide for detailed tips.
Create Your Listing
Write compelling copy:
- Attention-grabbing title
- Accurate, appealing description
- Amenities listed completely
- House rules clear
- Location described helpfully
Set your pricing:
- Research comparable properties
- Set competitive initial rates
- Plan for seasonal adjustments
- Consider launch pricing (lower to get reviews)
Choose your platforms:
- Airbnb (largest audience)
- Vrbo (family travel focus)
- Direct booking option
- Other platforms as appropriate
Prepare for Operations
Cleaning:
- Cleaner identified and scheduled
- Cleaning checklist created
- Turnover process established
- Quality standards communicated
Maintenance:
- Handyman contact identified
- Emergency contacts ready
- Regular maintenance scheduled
Communication:
- Message templates prepared
- Response time expectations set
- Notification system tested
Phase 6: Final Checks Before First Guest
The Test Stay
Before your first paying guest:
- Stay overnight yourself (or have someone you trust)
- Test everything as a guest would
- Note any friction points
- Verify all instructions work
- Confirm supplies are adequate
- Check comfort factors (mattress, temperature, noise)
Final Walkthrough
- Everything clean and staged
- All supplies stocked
- Technology working
- Access system tested
- Welcome materials in place
- Nothing broken or missing
Go Live
- Activate your listing
- Set availability calendar
- Enable instant book (optional but helps early bookings)
- Monitor for inquiries
- Respond quickly to your first guests
Common New Host Mistakes
Avoid these:
- Skipping permits (gets expensive)
- Cheap mattresses (earns complaints)
- Incomplete kitchens (frustrates guests)
- Poor photography (kills bookings)
- Unclear instructions (generates messages)
- No backup plans (creates emergencies)
- Underpricing (leaves money on table)
- Overpricing (sits empty)
Take time to set up properly. First impressions—and first reviews—matter enormously.
Launching a vacation rental involves countless details. Learn how our management services can handle setup and ongoing operations for new property owners.
