Airbnb Maintenance 101: The Ultimate Checklist for Airbnb Hosts

Airbnb Maintenance 101 The Ultimate Checklist for Airbnb Hosts

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Here is the situation many inexperienced Airbnb hosts relate to:

"The first time I listed my property on Airbnb, I thought I had everything covered. But within a few months, I was dealing with a clogged drain, missing towels, and a kitchen that must have been a shock to my guest. I quickly realized that having a solid maintenance plan wasn’t optional."

With frequent guest turnover, you need a maintenance system that operates smoothly whether you're actively involved or not. Now, we'll guide you through the ultimate checklist for your Airbnb maintenance.

DIY vs. Hiring Property Managers

When you sign up for Airbnb, routine maintenance must be performed regularly after each guest checks out.

A property owner has two options for handling maintenance.

1. DIY
2. Hire a Property Manager

For the first option, the financial benefits are clear. You won’t have to pay property management fees, but you will need to invest your own time being available to guests around the clock. If you choose a hands-on approach, you'll control the guest experience, pricing, and maintenance.

However, going the DIY route doesn't mean you won't need help from others. You might handle the organizational tasks, but you'll still need professionals like plumbers and cleaners to take care of repairs and maintenance.

Many DIY hosts still prefer to outsource cleaning tasks to a professional service that is ready to jump in on a schedule. We'll explain how to work with vendors shortly. 

The second option is to hire property managers. A property management company brings professional expertise and established relationships with maintenance and cleaning services. This approach is ideal for scaling portfolios and for property owners who prefer hands-off maintenance. Typically, a property management company takes 15-30% of the rental income.

Vacation Rental Property Maintenance Checklist: Routine Checkups

Preventative maintenance will save you from costly repairs and ensure you keep a well-maintained property.

Cleaning Crew Checklist

Here's an extensive Airbnb maintenance checklist for cleaning tasks.

General Preparation

• Open windows or use air fresheners to ventilate the property.
• Check inventory of supplies (soap, paper towels, cleaning solutions, etc.).
• Dust all surfaces.
• Sweep and mop floors, vacuum carpets and rugs.
• Empty trash and replace liners.

Living Room

• Disinfect light switches, door knobs and tv remote.
• Check for damage or missing items.

Bedrooms

• Change bed linens.
• Check under the bed for debris or lost items.
• Organize any clutter (pillows, blankets).

Kitchen

• Clean all kitchenware and appliances (fridge, microwave, oven, dishwasher).
• Clean the kitchen sink and countertop.
• Sanitize high-touch areas (handles, knobs, faucets).
• Check for expired food or any leftover items in the fridge.

Bathrooms

• Disinfect sink, countertop, and faucet.
• Clean mirror and glass surfaces.
• Scrub the toilet inside and out.
• Wipe down shower/tub, remove soap scum and mildew.
• Replace toiletries (soap, shampoo, toilet paper).
• Sanitize high-touch areas.

Final Touches

• Replace any used or missing amenities (towels, coffee, toiletries).
• Ensure all lights are working, replace any burned-out bulbs.
• Ensure that all windows and doors are locked.

Post-Cleaning

• Verify cleanliness by walking through the property one last time.
• Ensure the space is guest-ready—check if everything is tidy and well-arranged.

Extra Amenities Maintenance

If you have a hot tube, pool, or pickleball court, you want to make sure it is properly maintained. It often means hiring professionals. In the case of hot tubes, regular cleaning, safety checks, and filter replacement are handled by professionals to ensure comfort and safety.

Listing Optimization Reminder

Sometimes we put a lot of effort into decorating and maintaining a property, but overlook how we present it on Airbnb. Listing optimization may need some adjustments, especially when making on-the-spot changes. First, your listing should accurately reflect the reality of your space. Second, optimizing it helps attract more views.

Weekly Inspection Checklist

Even if you hire a cleaning crew, you will perform inspection weekly or biweekly, ideally:

• Walkthrough the entire property for any visible damage or issues.
• Ensure door and window locks are secured.
• Check for pests.
• Check furniture for damage or stains.
• Ensure electronics, appliances, and lights are working.
• Inspect bedding for cleanliness and condition.
• Check under furniture and beds for dust or debris.
• Ensure stock and supply are filled and not expired.
• Inspect counters and sink for cleanliness.
• Inspect the bathroom for cleanliness.
• Check plumbing (sinks, toilets, shower) for leaks.
• Test smoke and carbon monoxide detectors.
• Verify that fire extinguishers are in place and functional.

Seasonal Checklist

As the seasons change, some work needs to be done:

Spring

• Clean windows.
• Check for any water damage from winter (walls, ceilings, foundation).
• Test the HVAC system (cooling) and clean filters.
• Inspect outdoor furniture and storage for wear.
• Clean gutters and downspouts.
• Touch up paint on walls if needed.

Summer

• Ensure air conditioning units are working and serviced.
• Check for pest activity.
• Clean and inspect ceiling fans and window units.
• Ensure outdoor lighting is working.
• Maintain outdoor landscaping.

Fall

• Inspect and clean gutters for leaves.
• Test heating system.
• Winterize outdoor faucets and sprinklers (if applicable).
• Inspect the roof for damage from summer storms.
• Check the insulation in the attic and around the windows.

Winter

• Check pipes for signs of freezing or leaks.
• Ensure space heaters and heating systems are in working condition.
• Test water pressure and ensure no frozen pipes.
• De-ice walkways and driveways for safety.
• Inspect the fireplace for safety and cleanliness.
• Ensure snow removal equipment is functional (snow shovel, salt, etc.).

Communication with Guests and Contractors Regarding Property Maintenance

In hospitality, providing a five-star experience for your guests should be your north star. Clear and effective communication with both guests and contractors is key. One important aspect to focus on is how to handle communication when issues arise during a guest's stay.

How to Handle Guest Complaints About Maintenance Issues

Handling complaints doesn’t have to be an unpleasant experience. Hosts simply need to be available and responsive. Quickly addressing issues and being solution-oriented really goes a long way in ensuring guest satisfaction.

Display emergency contact numbers in prominent places, such as the house rules, welcome guide, and automated welcome message. This way, if a guest notices a leaking pipe late at night, they can easily reach out to you or your property manager.

Maintain a calm and professional attitude while informing guests of the next steps (e.g., shutting off the water until the plumber arrives). If the issue isn’t urgent, try scheduling maintenance at a time that minimizes disruption to the guest’s stay.

Guests may bring up the issue in their review, but they’ll also highlight your quick response and problem-solving approach. Addressing concerns promptly not only helps secure positive reviews but also keeps your listing ranked highly on Airbnb.

Inform Guests about Scheduled Maintenance in Advance

Consider such a scenario: you've got routine HVAC maintenance booked, and then a guest reserves your property for those exact dates. Even though we try to plan around guest stays, things don't always line up perfectly. Scheduled maintenance, seasonal updates, and safety checks can definitely impact a guest's experience, so it's important to handle it well.

Sometimes, you want to send cleaners intentionally to your Airbnb. Guest stays of over 7 days, and especially monthly stays, could be problematic. Therefore, some hosts decide to send cleaners periodically.

Giving guests a heads-up beforehand is key. It allows them to plan accordingly. Messaging automation and reaching out to all guests from a unified inbox speed up the process. (Read more about Maintenance Management Automation later in the text.)

Establish Good Relationships with Contractors

Even if you're a DIY host, you likely won't have the necessary experience or expertise to handle electrical installations or resolve plumbing problems. You would need professional assistance to get things done.

Work with local professionals who can provide service on demand and are within reasonable distance to respond quickly to requests. Look to build a strong relationship with your contractors based on trust and referrals to find complementary vendors.

If you own multiple properties, some vendors offer discounted rates for repeat business. Inquire about service agreements and consider including emergency contacts that provide 24/7 service. Often, smaller local businesses tend to offer better pricing.

You can also set up maintenance schedules for your appliances and systems, such as HVAC tune-ups and plumbing inspections, and check off dates so guests can't schedule them.

The Importance of Your Cleaning Crew

Airbnb property maintenance relies heavily on deep cleaning and regular upkeep. Create a cleaning checklist for your cleaners to help them consistently meet your standards.

Until you establish trust, you will occasionally need to perform a quality check of their work. Cleaners are the first to notice maintenance issues, so it is in the best interest of a host to pay them reasonable fees and work on the trust factor.

Contractor List for Emergency Protocol and Regular Maintenance

Have a list of all vendors and their contact info at hand. An Airbnb host will hire:

• Cleaning Crew
• Plumber
• Electrician
• HVAC Technician
• Pest Control
• Handyman
• Appliance repair specialist
• Roofing Specialist
• Carpet and upholstery cleaning service
• Hot tub service (if applicable)

Budgeting for Maintenace Costs

Regular maintenance, wear and tear, and occasional repair are expenses you can predict and plan ahead. Costs such as:

• Cleaning fees
• Emergency repairs/unexpected issues
• Monthly pest control
• Landscaping/gardening
• Minor repairs and wear-and-tear
• Restocking supplies
• HVAC servicing

How much money do I need to set aside for maintenance expenses?

It's hard to tell because it depends on the property. You can start by allocating around 10% of your monthly income to a special maintenance fund, which you or your property managers can access instantly. Note that you set a cleaning fee on Airbnb, so it will cover your cleaning expenses.

Regular inspections can help you avoid costly repairs down the road, so take a proactive approach rather than just reacting to issues as they arise.

Maintenance Management Automation for Vacation Rental Owners

Technology has become an integral part of the way we do Airbnb business. It is not always necessary, but it can make life much easier.

Think of implementing:

Smart Devices to Monitor a Property Remotely

Preventive maintenance requires monitoring systems based on technology. Any of these devices will give you peace of mind and a high level of control over your property: smart locks, security cameras, smoke detectors, and water leak sensors.

Smart home devices cost upfront (even though the overall price of these technologies has been reduced over the years), but they save you a lot of time, effort, and money along the road by reacting on time to a range of issues and by providing check-in/checkout automation.

Smoke detectors are essential safety devices that alert you immediately to potential fire hazards, even when you're miles away from your property. Modern smart smoke detectors send notifications directly to your phone.

Automating Turnovers and Task Management

There’s a technology that serves guests directly and technology that operates behind the scenes. We have tools for task execution and booking management with minimal human input.

Turnover scheduling, for instance, is a grind if done manually. Integrate your booking management system with your cleaning crew's calendar to automate the process, ensuring cleaners arrive right after guest departures and complete their tasks before new guests check in.

Additionally, much of the guest communication can be successfully automated. The more you automate Airbnb maintenance, the more freedom you gain. On top of that, you reduce the risk of oversights and operational conflicts.

What Kind of Maintenance Management Software Do Hosts Need?

Let’s suppose you own one or more properties and decide to hire cleaners to handle the turnover. Will you text them every time a guest checks in or out? Guests can book at the last minute or change their reservations, so you need a system that seamlessly connects your Airbnb listing with your cleaning crew.

When choosing the right maintenance management tool, you must look at features and capabilities to decide if they match your needs. On one hand, tools such as Turno specialize exclusively in cleaning management for short-term rentals. This tool automatically schedules cleanings and connects you with cleaning service providers.

On the other hand, there are tools that include cleaning management plus multiple property management functions.

Channel management is one of the most sought-after features in maintenance management software. Why do hosts need a channel manager? Manually responding to guests and tracking bookings across multiple channels (especially checking off dates already booked on another platform) can take up more time than you’d expect. What seemed like passive income can quickly turn into a daily grind.

The same goes for sending messages to guests. Having a unified inbox to oversee guest communication and automated messages that are triggered by events such as booking, check-in, check-out, etc., drastically cuts the time spent on maintenance.

Because all these little tasks add up, most hosts use all-in-one property management software like iGMS. It streamlines many aspects of Airbnb management, from assigning tasks to cleaners to channel managers and message automation, allowing you to stay on top of your rental business with an easy-to-use mobile app. See why iPhone users have given the iGMS app an impressive 4.8-star rating.

About the Author
Zorica Milinkovic is a B2B SaaS writer who is passionate about psychology, marketing, and, when inspiration strikes, cooking. You can find her on LinkedIn.