Updated : Apr 9, 2025
Three simultaneous check-ins, a maintenance emergency, and a last-minute deep clean request, are the worst nightmares for any vacation rental property manager. That’s why a checklist for property management can help turn this operational chaos into clockwork.
Lydia Patel admits on her YouTube channel “how much she regrets not having a comprehensive practical maintenance checklist to keep track of every task initially.” Today, she creates a checklist and sets reminders using the Trello board to complete every maintenance job more efficiently.
Hence, the most successful property managers aren’t necessarily the ones who work harder but those who work smarter. Keep your vacation rental management checklist handy to operate your STR listings smoothly.
Downloadable Vacation Rental Management Checklist for Property Managers
Regular Operations Checklist for Property Managers
Follow this regular maintenance checklist for vacation rentals to avoid multiple turnovers while meeting guest expectations.
Cleaning
As Reddit user LompocianLady said, “Any owner cutting corners on cleaning is just creating problems for themselves.”
So, thoroughly vacuum furniture, mop floors, sanitize kitchen surfaces, and wash windows to create a pristine and inviting environment. Also, remember to include scrubbing and deep cleaning bathrooms in your Airbnb cleaning checklist.
Plumbing
Regularly cleaning plumbing systems prevents leaks and clogs. If necessary, replace faulty pipes, faucets, showerheads, sinks, and toilets to protect your property from severe water damage in the long run.
Electrical
According to reports, home electrical systems are the third common cause of home fires, accounting for around $1.3 billion in property damage. That said, run regular checks on large and small appliances, including a coffee maker, refrigerator, TV, washing machine, microwave, hair dryer, surround speakers, automatic black-out blinds, etc.
Ensure that qualified electricians meet the safety protocols through regular inspection for hazards and outdated wiring.
HVAC
Regular HVAC system maintenance creates a comfortable environment while ensuring energy efficiency for your property, promoting responsible tourism. So, protect your HVAC system from breaking down by cleaning air ducts, removing debris, checking leaks, replacing air filters, and maintaining the right refrigerant levels.
Pest Control
Keep your vacation rentals pest-free with quarterly pest control. It’ll help protect guests from any health concerns while saving you from getting bad reviews.
Other Regular Maintenance Jobs
Refresh or top up items such as towels, pillows, sheets, blankets, toiletries, and kitchen supplies. Further, ensure the Wi-Fi connection is reliable, especially for properties catering to digital nomads.
Seasonal Tasks
Some maintenance tasks and issues require extra attention based on the vacation rental seasonality and property type.
Winter: Ensure the heating system, furnace, and fireplace are fully functional before cold weather starts while regularly checking for snow damage on the roof throughout the winter season.
Summer: Regularly maintain air conditioning, outdoor generators, backup power systems, and swimming pools.
Spring and fall: At these times of the year, your backyard or garden will require fertilizers, mulching, tree pruning, or trimming.
Regular Safety Measures
Keeping vacation rentals safe should always be your priority. Indoor and outdoor security inspections create a comfortable experience for your guests throughout their stay.
Indoor safety measures help you identify potential hazards early. On the other hand, exterior upkeep will maintain the structural integrity and curb appeal of your vacation home.
Indoor Inspection Checklist
- Check smoke detectors, fire extinguishers, fire sprinklers, carbon monoxide detectors, and smart alarms are in good working condition.
- If you manage pet-friendly STR property, ensure there are no exposed wires or dangerous, chewable items.
- Look for damage, dampness, mold, or wear on your vacation rentals’ walls and floors to address these problems promptly.
- Inspect your furniture and inner kitchen shelves for terminates, mildew, and pests.
Outdoor Maintenance Checklist
- Regularly check for damage to railings, septic systems, gutters, roof garden lighting, walkways, playgrounds, and CCTVs.
- Ensure parking lots are clear of debris, free of tripping hazards, and properly lit.
- Keep hot tubs crystal clear and regularly check swimming pools’ pH and chlorine levels.
- If your STR is in a remote location, add proper signage boards to guide visitors.
Emergency Maintenance Planning
Preparedness is key to handling unforeseen circumstances without panicking. Based on your location, you’ll need a preventive maintenance checklist for floods, earthquakes, and other unexpected emergencies.
For example, STR manager Jason Kolinsky advises “to connect with a local agent for added support during emergencies.”
The proactive emergency plan will help you promptly spot and address potential issues. It also ensures that your vacation rentals have everything your guests need in an emergency.
- Inspect ventilation systems, roofs, and downspouts for damages to prevent future water infiltration and blockage issues.
- Weatherproof and prepare your vacation rental for winter conditions.
- Remove overgrown vegetation and dry brush that may pose risks in fire-prone locations.
- Install impact-resistant windows and storm shutters if your property is in a tornado-prone area.
- Replace rusted locks and doorknobs to prevent break-ins and forced entries.
- Check the property for any cracks, water stains, or structural damage.
- Strategically place fire extinguishers throughout the property.
- Make sure to mark emergency exit routes properly.
Technology Integration
Managing STR homes is hectic, but technology makes operations easier. Whether you’re performing routine cleaning, appliance repair, or seasonal upgrades, cleaning and maintenance automation platforms make it simple to assign specific tasks to the right team members.
Let’s say it’s a peak season in your region. This high turnover period leaves limited time for your cleaning team to clean and prepare the property for the next guest.
The vacation rental software will help you automate your housekeeping schedule, monitor task status, and restock supplies. Real-time tracking lets you delegate maintenance tasks for each property in your STR portfolio without timing overlaps.
However, be sure the platform you select integrates seamlessly with your existing tech stacks, including channel manager, PMS, and revenue management software like PriceLabs. PriceLabs’ Dynamic Pricing helps you fine-tune cleaning fees and revenue management strategies based on peak or off-peak operational expenses.
See how Rent Live Play Founders Jacob and Elissa streamlined operations and reduced manual efforts with PriceLabs.
Thus, tech integration will ensure more bookings and improved profit margins for your properties, allowing you to scale your STR portfolio more efficiently.
Frequently Asked Questions
1. What are the primary responsibilities of a property manager?
Key responsibilities of PMs include property maintenance, ensuring home repairs, handling emergencies, guest management, revenue optimization, and reporting to hosts.
2. How do property managers stay organized?
Property managers usually use property management software to track, delegate, and operate vacation rental operational tasks. These automated platforms allow PMs to manage multiple STR properties stress-free.
3. How many units can one property manager handle?
Generally, an STR property manager handles between 20 and 100 units, depending on the expertise, property location, and number of management responsibilities.
Follow the Checklist & Operate Your Vacation Rentals Hassle-free
The revenue of an STR depends on the efficiency of its property management. Thus, creating the ultimate vacation rental maintenance checklist for property managers makes perfect sense.
A properly maintained property reduces the risk of accidents and complaints by your guests. They will not only check out of the property satisfied but also become repeat customers. When guests leave good reviews for a well-maintained and sanitized vacation home, it also improves Airbnb rental income.
