Holiday let inventory: a room-by-room checklist

Do you own a holiday let and wonder what it needs? It is normal to have plenty of questions about what to provide when starting out.

This guide helps organise the accommodation’s inventory and distinguish assets, consumables and checks between bookings. Match the provision to capacity, your advertised offer and the property’s applicable requirements.

An inventory for your holiday let

An inventory describes what is in the property, where it is and its condition. It helps prepare for arrivals and organise maintenance and replacements, and should be updated when equipment changes.

It also helps document missing items or damage, although it does not alone prove who caused them or guarantee compensation. Keep photographs, invoices and inspection records where appropriate.

We recommend listing everything in your apartment, including at least the following categories:

• Kitchen: coffee machine, toaster, cutlery, crockery and utensils. List napkins, bin bags and cleaning products separately; consumables need replenishment tracking.

• Dining room: tables, chairs and other furniture.

• Bedrooms: pillows, sheets, blankets, lamps, rugs and other items.

• Living room: sofa, lamps, television, remote controls and other advertised items. Do not treat open-flame candles as an accommodation essential; use flameless decorative lighting instead.

• Bathroom: towels, toilet, shower mat, toiletries and other items.

• Other: plants, pictures, radiators, air conditioning, decorative objects and any other valuable items.

Add property-specific spaces, such as a terrace, garage or workspace. Record furniture, keys and remote controls, and check which items need maintenance or instructions.

Reviewing the list helps detect missing items before arrival. Assign responsibility and distinguish checks after every stay from periodic maintenance.

Record the expected quantity, actual quantity and condition. If something is missing, note the action required, who will handle it and when; a list without follow-up does not prevent incidents.

If you need help coordinating preparation, cleaning and maintenance, ask Alehost which tasks can be included in the service.

An inventory worksheet to copy and complete

Use one record for each item or group. Set quantities according to capacity, advertised services and applicable obligations; the examples below are not a statutory minimum inventory.

Room and item

Identify the room and object, including make or model where useful.

Expected and checked quantities

Record both to spot differences without relying on memory.

Condition and photograph

Record wear, faults or breakages and a photograph reference. Avoid including guests’ personal information or belongings.

Last check and responsible person

Include the date and the person who checked the item.

Action and next review

Replacement, repair or removal; responsible person and planned date.

Illustrative example: kitchenware

Kitchen · glasses · expected: 6 · checked: 5 · condition: one with a broken rim, removed · photo: kitchen-glasses · review: record date and responsible person · action: replace 2 before the next arrival.

Keep three separate lists

• Asset inventory: furniture, appliances, linen, keys and equipment.
• Consumables: stock levels, reorder points and product storage.
• Between-stay checklist: cleaning, functionality, prepared supplies and recorded issues.

Safety equipment and installations also need their own inspections and maintenance; including them in the inventory does not replace those checks.

Coordinate the inventory with operations

Share an up-to-date list with everyone preparing and maintaining the accommodation. Discover full management.