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What is a Damage Report?
A damage report is a formal document created by a property owner or manager that details any harm or breakage to the property, its furnishings, or equipment discovered after a guest checks out. This report typically includes a written description of the damage, photographic or video evidence, and an estimated cost for repair or replacement.
It serves as the primary evidence when filing a claim against a security deposit, seeking direct reimbursement from the guest, or making an insurance claim.
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How it works
The process begins with a thorough post-departure inspection of the rental. If any damage beyond normal wear and tear is found, the host documents it with detailed notes and time-stamped photos or videos, comparing the property's condition to pre-arrival records.
The host then compiles this information into a formal report, often using a standardized template to ensure all necessary details are included. This completed report is submitted to the booking platform to initiate a security deposit claim, sent to the guest with an invoice, or used to file a claim with an insurance provider.
Acting quickly is essential, as most booking channels have strict deadlines for reporting damages.
Why it matters
A well-documented damage report is essential for protecting a host's assets and recovering financial losses. It transforms a potential dispute into a factual matter by providing objective, verifiable proof of damage, which strengthens a host's position when dealing with guests, booking channels, and insurance companies.
Without a formal report, it is significantly harder to successfully claim funds for repairs or replacements. Consistently creating reports for legitimate damages also helps uphold property standards and accountability.
Examples
- A guest's child draws on a living room wall with a permanent marker. The host photographs the markings, gets a quote from a painter, and includes both in a damage report submitted to the OTA to claim funds from the security deposit.
- Following a party at the rental, a host's post-stay inspection reveals a broken lamp and several deep scratches on the wooden dining table. The host documents everything with time-stamped images and creates a damage report to send to the platform's resolution center.
- A cleaning crew finds that a microwave is no longer functional due to apparent misuse. The host creates a damage report that includes the pre-arrival inventory checklist showing it was in working order, photos of the damage, and a receipt for a replacement model to seek reimbursement.
- During the post-departure walkthrough, a manager notices a large red wine stain on a new area rug. They create a damage report with close-up photos and an estimate from a professional cleaning service to submit to the guest for payment.
Frequently asked questions
What should be included in a vacation rental damage report?+
How soon after a guest checks out should I file a damage report?+
Can I file a damage report for normal wear and tear?+
How can I reduce the need to file damage reports?+
Related terms
Post-Departure Inspection
A post-departure inspection is the process of thoroughly checking a vacation rental property for damage, missing items, and cleanliness after a guest checks…
Security Deposit
A refundable sum collected from a guest before check-in to cover potential damages, excessive cleaning, or rule violations during their stay.
Guest Screening
Guest screening is the process of verifying a potential guest's identity and background to assess the risk of property damage, fraud, or rule violations.
House Rules
House rules are a set of guidelines and restrictions established by a host that guests must adhere to during their stay. They cover topics like parties, noise…