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Create my guideProperty Inspection Report: Vacation Rental & Airbnb
Free interactive tool to document your property condition at each guest check-in and check-out. Fill in, print and sign.
Property information
Entrance
Living room
Kitchen
Bedroom 1
Bathroom 1
Toilet
Exterior / Terrace
Meters
Keys
General observations
Tenant signature
Owner signature
Why create a property inspection report for vacation rentals?
A property inspection report is essential to protect both the owner and the tenant. For vacation rentals, it documents the exact condition of the property at check-in and check-out, preventing disputes over potential damage.
Unlike long-term rentals, property inspections are not legally required for vacation rentals. However, rental management professionals strongly recommend them: they are your best protection in case of damage and reassure guests about your professionalism.
A well-documented inspection report also helps you justify deductions from the security deposit on platforms like Airbnb or Booking.com. Without this document, it is very difficult to prove that damage was caused by a tenant.
How to use this free inspection tool?
Start by filling in the property and tenant information in the header. Select whether this is a check-in or check-out inspection. Then go through each room and rate each item: Good (new or very good condition), Normal wear (normal signs of use), or Damaged (damage requiring repair).
Add notes to detail important observations: size of a scratch, location of a stain, etc. Don't forget to record meter readings and note the number of keys handed over. Your data is automatically saved in your browser.
Once the inspection is complete, print two copies for signature by the tenant and the owner. This document serves as evidence in case of dispute and constitutes legally admissible proof.
Frequently asked questions
No, property inspections are not legally required for vacation rentals (unlike long-term leases). However, they are strongly recommended to protect both parties. They serve as evidence in case of disputes about the property condition.
If the tenant refuses to sign, note the refusal on the document with the date and stated reason. Take timestamped photos of the property as additional evidence. If renting through a platform, report the situation to their customer service.
Compare the check-in and check-out inspection reports. Items that changed from 'Good' to 'Damaged' constitute proof of damage. Supplement with dated photos and, if possible, repair quotes. On Airbnb, use the Resolution Center within 14 days after checkout.
Keep the inspection report for at least 1 year after the tenant's departure, the statute of limitations for vacation rental disputes. For added security, keep them for 3 years. Both paper and digital formats are legally valid.
Yes, this tool is 100% free with no registration required. Fill in your inspection report online, print it as PDF and have it signed. Your data stays in your browser and is never sent to any server.
It's possible but not recommended. Best practice is to conduct the inspection with the tenant present. If managing remotely (via a property management service for example), the person welcoming the tenant can use this tool, then print or email it for signature.
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