A one-time digital download for short-term rental hosts: six printable PDF pages (start-here guide, incident report, damage and repair cost estimate, photo log, timeline and communication log, evidence checklist and outcome) in A4 and US Letter, plus a TXT file with 12 neutral, factual message templates for the guest, your cleaning staff and suppliers. BLANK and fictional EXAMPLE PDFs are included in English, Italian, Spanish, French and German.

The problem it solves

When something is broken or missing, notes are scattered, photos are not numbered and messages written in a hurry sound accusing. A clear record and a neutral tone keep the conversation fair and easier to follow.

Who it is for

Hosts, B&B and guesthouse owners and small property managers who want a calm, consistent way to document damage or missing items and to write to guests in a factual tone.

What you get

• Six printable pages: guide, incident report, repair cost estimate, photo log, timeline and communication log, evidence checklist
• One line per damaged item with photo number, estimated cost and actual cost once you have a quote or receipt
• 12 message templates in a neutral, factual tone: notice, photos, estimate, reminder, thank-you, missing item, agreement, closing, plus staff and supplier requests
• A fictional EXAMPLE of every page, so you can see how a completed record looks
• Honest notes throughout: adapt to your local law and platform rules, no promises about deposits or claims

How you use it

1. Download and unzip, then open the folder of your language and read START-HERE.txt.
2. Photograph the issue first, before cleaning or repairing, and number the photos in the photo log.
3. Print the BLANK PDF at actual size and fill in the report, cost estimate and timeline by hand.
4. Open the TXT file, copy a template, replace the {placeholders} and send it in writing.

Questions