Complete Short-Term Rental Management Checklist for New Investors

So, you’ve bought your first short-term rental — congrats! But now comes the real work: getting the property ready, creating seamless systems, and delivering 5-star guest experiences consistently.

Whether you’re self-managing or using a co-host or full-service manager, this checklist will help you ensure that nothing slips through the cracks. Let’s break it down into pre-launch setup, ongoing operations, and performance optimization.

🏁 Part 1: Pre-Launch Setup

These are the essentials to nail before your first guest ever walks through the door.

✅ Legal & Compliance

• ☐ Register your business entity (LLC recommended)

• ☐ Apply for local STR permits or licenses

• ☐ Understand city/county zoning rules and occupancy limits

• ☐ Collect and remit local lodging taxes (or work with a service like Avalara)

✅ Financial Systems

• ☐ Open a dedicated STR bank account

• ☐ Set up accounting software (e.g., QuickBooks, Stessa)

• ☐ Track startup costs for tax deduction purposes

• ☐ Hire a tax pro familiar with STR-specific deductions

✅ Insurance

• ☐ Get a short-term rental insurance policy (not just homeowners)

• ☐ Consider umbrella coverage for liability protection

• ☐ Ensure your cleaner/maintenance vendors are insured

✅ Property Prep

• ☐ Deep clean and declutter the entire home

• ☐ Stock essential items (linens, towels, toiletries, kitchen gear)

• ☐ Invest in quality mattresses, pillows, and blackout curtains

• ☐ Install smart locks (Schlage Encode or August), smoke/CO detectors, and fire extinguishers

• ☐ Create a guest manual (digital and printed)

• ☐ Take high-quality photos — ideally by a professional

🛠️ Part 2: Systems and Operations

This is what keeps your property running like a well-oiled machine.

✅ Listing & Booking Setup

• ☐ Create listings on Airbnb, VRBO, and direct booking platforms

• ☐ Sync calendars across all platforms (use a channel manager if needed)

• ☐ Set up dynamic pricing tools (PriceLabs, Wheelhouse, Beyond)

• ☐ Set a minimum and maximum stay policy

• ☐ Write clear house rules and check-in instructions

✅ Guest Communication

• ☐ Pre-booking: Answer questions and screen guests

• ☐ Booking confirmation: Send a welcome message with details

• ☐ Pre-arrival: Send access codes, check-in info, and parking instructions

• ☐ During stay: Be available for questions and maintenance issues

• ☐ Post-checkout: Thank guest and request a review

✅ Cleaning & Turnover

• ☐ Hire a reliable cleaner or team

• ☐ Create a detailed turnover checklist

• ☐ Use turnover scheduling software (Turno, Breezeway)

• ☐ Keep backup linens and consumables stocked

• ☐ Schedule quarterly deep cleans

✅ Maintenance

• ☐ Establish a handyman or maintenance vendor relationship

• ☐ Set up a system for guests or cleaners to report issues

• ☐ Keep basic tools and replacement items on-site

• ☐ Schedule preventative maintenance monthly or quarterly

✅ Inventory Management

• ☐ Create a replenishment list (toilet paper, soap, K-cups, etc.)

• ☐ Do a monthly restock run or schedule delivery

• ☐ Track items prone to breakage or theft (wine glasses, remotes)

📈 Part 3: Optimization & Growth

Once the basics are humming, it’s time to go from good to great.

✅ Guest Experience

• ☐ Offer local recommendations via guidebook or QR code

• ☐ Include a welcome gift or personalized note

• ☐ Respond to guest messages within 1 hour

• ☐ Proactively solve problems before they escalate

✅ Review Management

• ☐ Monitor all reviews and guest feedback

• ☐ Respond to every review (positive and negative)

• ☐ Implement changes based on consistent themes

✅ Revenue Management

• ☐ Adjust pricing seasonally and for local events

• ☐ Track occupancy, average daily rate (ADR), and RevPAR

• ☐ Experiment with discounts for longer stays, last-minute bookings, etc.

• ☐ Monitor competitors’ performance in your area

✅ Cleaning and Quality Audits

• ☐ Conduct random inspections monthly

• ☐ Review photo evidence from cleaning teams (if remote)

• ☐ Score your cleans and re-train as needed

• ☐ Offer bonuses for consistent quality

✅ Technology Upgrades

• ☐ Add a Ring camera (at front door only)

• ☐ Use noise monitoring tools (Minut, NoiseAware)

• ☐ Set up smart thermostats (Nest, Ecobee)

• ☐ Automate guest messaging via property management system (PMS)

🧠 Bonus: Create a “Property Binder”

For in-person teams, a physical binder with:

• Home systems instructions (WiFi, thermostat, fuse box)

• Cleaning checklist

• Local emergency contacts

• Troubleshooting guide (TV, HVAC, water shutoff)

It reduces calls and keeps your property functioning smoothly.

🧮 Metrics to Track from Day One

💬 Final Thoughts

Managing a short-term rental is like running a boutique hotel — with all the moving parts and none of the staff unless you build the system. This checklist helps you stay organized, proactive, and focused on what really matters: guest experience, operational excellence, and profitability.

Starting off strong now means fewer headaches (and higher returns) later.