Guest Arrival Checklist: 30 Things to Prepare Before Every Vacation Rental Stay

If you manage a vacation rental, you know that knot in your stomach the night before an arrival: "Have I thought of everything?". After three years of back-to-back turnovers at my two cottages in Normandy, I've built a checklist that saves me every single time. 30 points, organised chronologically, so you never forget anything again.

This is the checklist I personally use. It covers everything from advance preparation through to the post-stay review. Print it out, stick it in your cleaning cupboard, or better yet — integrate it into your digital welcome book to automate part of the process.

Why a checklist is a game-changer for multi-stay hosts

The "I forgot to..." syndrome at 11 PM when the guest arrives at 8 AM — everyone has experienced it at least once. A key safe code not updated, missing towels, heating left off in the middle of winter.

With a systematic checklist, you move from amateur to professional without losing the warmth of your welcome. Every turnover becomes a well-oiled routine, and your mental load drops dramatically. That's what allowed me to scale from one to two cottages without losing sleep.

7 days before arrival — Advance preparation

• Check the guest's information: number of people, expected arrival time, special requests. A quick review of the booking avoids unpleasant surprises.
• Send the digital welcome book link: the guest receives all practical info in advance (address, code, Wi-Fi, recommendations). Fewer questions, more peace of mind on both sides.
• Confirm access codes: key safe, door code, smart lock. Check that the code is active and that you've communicated it to the guest.
• Check supplies to restock: toilet paper, soap, sponges, coffee capsules, bin bags. A quick inventory saves you a last-minute supermarket dash.
• Schedule the cleaning: confirm with your cleaner or block time in your diary if you're doing it yourself.
• Test sensitive equipment: Wi-Fi (the most important test!), heating or air conditioning, hot water. A guest arriving to no hot water is a guaranteed 3-star review.
• Update local recommendations: has a restaurant closed? Roadworks on the access route? A festival this weekend? Update your welcome book if needed.
• Prepare the welcome kit: optional but with a high impact on ratings. A bottle of local cider, some regional biscuits, a handwritten note. This is what takes your rating from 4.7 to 4.9.

Day before — Last-minute checks

• Complete walkthrough room by room: living room, kitchen, bedrooms, bathroom, exterior. A fresh eye to spot anything wrong (a blown bulb, a stain on the sofa).
• Check bedding and towels: clean and pressed sheets, duvets suited to the season, enough towels (at least 2 per person).
• Test the lock or key safe: nothing is worse than a guest locked out at 11 PM. Physically test the code — don't just rely on memory.
• Make sure the Wi-Fi works: connect using the password in the welcome book. If it doesn't work, NOW is the time to fix it.
• Check outdoor areas: terrace, garden, parking. Dead leaves, cobwebs, and forgotten bins ruin the first impression.
• Display mandatory documents: emergency numbers, house rules, owner's contact details. It's the law in many countries, and it's also reassuring for guests.
• Put up the welcome book QR code poster: in a visible spot right at the entrance. It's the modern guest's first reflex. If you use ScanStay, you can generate and print the poster directly from the tool.

Arrival day — Welcoming the guest

• Send a welcome message: with a reminder of the exact address, access code, and link to the digital welcome book. Short, warm, useful.
• Be reachable within 2 hours of arrival: even if you don't do in-person check-in, be available by phone or message. The first hours are critical.
• Check whether the guest has scanned the QR code: with a tool like ScanStay, you can see in real time whether the book has been consulted. If not after 2 hours, send a gentle reminder.
• Offer a quick tour if checking in personally: 5 minutes to show the 3 essential things (thermostat, washing machine, bins). No more — the guest wants to settle in.
• Point out the 3 critical pieces of info: Wi-Fi, heating/AC, bins. These are the three questions you'll receive within the hour otherwise.
• Make sure the property is at the right temperature: in winter, switch on the heating 2 hours early. In summer, close the shutters and start the AC. A property at the right temperature means a successful welcome.
• Leave a personalised note: even a sticky note saying "Welcome! Enjoy your stay!" makes an impact. The human touch remains irreplaceable.
• Activate welcome book notifications: if your tool allows it, turn on notifications to see which sections the guest reads. It's a goldmine for improving your welcome book.

After departure — Wrapping up the stay

• Property inspection: full walkthrough to spot any damage, forgotten items, or issues to flag. Take photos systematically.
• Review guest feedback: reread their departure message or review. Every comment is an opportunity to improve.
• Update the welcome book if a problem was flagged: a guest couldn't figure out the oven? Add an explanation. Continuous improvement.
• Leave a review for the guest within 24 hours: it's good for the algorithm and encourages the guest to leave theirs.
• Analyse welcome book consultation stats: which sections are most viewed? Are any sections being ignored? Adapt the content accordingly.
• Order missing supplies: don't put it off — order now. Your future self will thank you.
• Archive and prepare for the next stay: note the lessons learned, update your checklist if needed, and schedule the next turnover.

FAQ

How long does preparation between stays take?

With a well-practised checklist, allow around 2 to 3 hours all-in (cleaning included) for a standard property. Without a checklist, it's easily double — plus the stress.

Do you need a different protocol for long stays?

For stays longer than a week, add a mid-stay checkpoint: check supplies and offer optional cleaning. It's a valued service that can also generate extra revenue through a service catalogue.

How do you delegate these tasks to a management company?

Share your checklist with your provider and clearly define responsibilities. A shareable digital welcome book makes coordination far easier — everyone accesses the same information in real time.

Take action

This checklist is a great start, but the real game-changer is automating everything you can. With a digital welcome book, you send the link automatically, update in real time, and track consultations. Try ScanStay free for 7 days and discover how to simplify every turnover.