Declaration of Property Condition: Protect Your Vacation Rental
A valuable document to protect the owner of a holiday home in case of damage to the property.
April 2026
An incredibly important tool to protect your holiday flat is the Inventory and Condition Report. This document allows the host to prove the actual condition of the flat upon the guest’s arrival, proving crucial in case of disputes over any damage to the property, its fittings, or furnishings. If you’re a host, discover all the benefits of this tool and how to properly prepare the official document.
How to protect your holiday rental with an Inventory and Condition Report
This document details the condition of the property, its fittings, and furnishings, including any defects or damage. The Report is presented to the guest during the check-in phase and becomes official once both parties sign it. At check-out, the apartment manager and the guest inspect the apartment’s condition to assess any damage that occurred during the stay.
Importance of the Report for a holiday property
The Report protects the holiday home owner once the guest has signed the document. Once the conditions of the apartment’s state are accepted, for the host it serves as concrete and objective proof of the initial condition in which the property was taken possession of by the tenant. In the event that the accommodation has sustained damage, it becomes very simple for the host to demonstrate what happened precisely thanks to the Report. In the absence of a property condition report for short-term lets, it would be very complicated for the holiday home manager to prove the damage that actually occurred.
A tool for transparency
Presenting the Inventory and Condition Report for a holiday home demonstrates your good faith and protects the guest from unverified claims. A well-prepared, clear, and detailed document is an indicator of professionalism, transparency, and a willingness to establish a clear relationship free from misunderstandings. Before signing it, the guest has the right to report any discrepancies found, for example, by noting a window that is difficult to open, or a non-functioning appliance.
An excellent resource for managing your flat
A good host must ensure they rent out a holiday apartment in perfect condition, also from a maintenance perspective. Regularly recording the property’s condition, as is done for short-term lets, allows you to monitor the wear and tear of items and plan maintenance interventions more carefully, ensuring high quality standards for guests.
What’s the point of preparing the Report?
The document offers several advantages, including:
- Preventing disputes: The Report contains an objective assessment accepted by both parties, making it easier for both the host and the guest to put forward their arguments.
- Accessing a quick refund: If damage occurs due to the guest’s fault, thanks to the Report, it’s very easy to determine the amount of the refund, with corresponding protection for both parties. To obtain adequate compensation, you’ll simply need to present the relevant documentation of the damage to the rented property.
- Complying with regulations: In certain countries, presenting the Report is mandatory in case of inspections carried out by the competent authorities.
- Demonstrating responsibility towards the property: A holiday rental is an investment in every sense. Precisely for this reason, it’s necessary to try and maintain its value, so that you can derive the desired profit from it.
How to complete the Report
To be legitimate and have legal as well as practical value, the Inventory and Condition Report must be completed according to the following guidelines:
- Detailed list: In the declaration, you must individually list the furniture, appliances, and systems you make available to guests, as well as decorations, tableware, and all utensils present inside the house. If you want to be even more precise, try to be as concrete as possible in describing the elements, including even minor existing damages, such as cracks on the walls and scratches on the tiles.
- Photographs: To add more value to the document, attach clear photographs that include the date they were taken.
- Signatures: In the absence of signatures from the parties, the Declaration has no legal validity, so make sure the document is signed and accepted by the guest after the inspection.
- Update: Periodically update the document to include any changes and damages.
Is it mandatory in the UK?
No, in the UK, it’s not legally mandatory to provide an Inventory and Condition Report for holiday lets. However, once signed by both parties, the document does hold full legal value. While not strictly required by law, many property managers and agencies that list holiday accommodations do request one. It’s an excellent tool to avoid disputes over potential damage and provides clarity and protection for both the owner and the guest.
How to manage the Inventory and Condition Report?
As soon as the document is prepared and signed by the interested parties, it can be immediately handed over to the guest. Naturally, it’s a good idea for the host to keep a copy for themselves. The Report can be included in any tenancy agreement or drawn up as a separate document.
In what areas can the Report be used?
The document is often prepared in the following cases:
- Professional holiday lets, where the host operates as an entrepreneur.
- Short-term rentals, i.e., those lasting from 1 to 18 months. In this case, it’s usually the letting agencies that complete it.
- Presence of a deposit: The deposit is used by hosts to quickly access a refund in case of damage. Thanks to the Inventory and Condition Report, the process becomes even smoother, as the deposit could be used to cover all or part of the damage incurred.
- Properties with high-end finishes and furnishings: To protect prestigious homes from significant damage, the Inventory and Condition Report is often used, generally with detailed photos of the building and furnishings attached.
Can I complete it if I use OTAs to rent out my holiday home?
Managing an apartment through a holiday rental portal is perfectly compatible with the Inventory and Condition Report. In this case, since there’s no tenancy agreement to be handed to the guest, the only document you need to draw up is the Report itself. For greater effectiveness, remember to be as precise as possible about the furnishings, fittings, and decorations, and attach as many recent photos as possible to the document. The Report can also be very useful for activating the guarantees and insurances that the holiday rental website provides to protect you from damage caused by guests during their stay.