How to Write Clear Property Notes for a Vacation-Rental Cleaner

Start With the Basics

Every property note should include the property address, check-in and check-out dates and times, and the cleaner’s name.

Add the property type (e.g., condo, townhouse, cabin) and the number of bedrooms and bathrooms. This helps the cleaner plan the right supplies and time allocation.

• Write the address, dates, times, cleaner name, property type, bedroom count, and bathroom count at the top of every note.
• Double-check that all dates and times match the booking calendar.

List Known Issues and Special Requests

Note any damage, odors, pest sightings, or maintenance requests that the host has already identified.

Include special requests such as ‘leave extra towels,’ ‘do not use bleach,’ or ‘pet present – please clean thoroughly.’

• Add a separate “Known Issues” section for anything the cleaner needs to address beyond normal cleaning.
• Use bullet points for easy scanning.

Be Specific About Cleaning Expectations

Avoid vague terms like ‘clean’ or ‘tidy.’ Instead, specify tasks such as ‘vacuum all floors,’ ‘wipe down all kitchen surfaces,’ or ‘change all bed linens.’

If a property has high traffic or pets, note that extra attention may be needed in certain areas.

• Replace general words with exact tasks.
• Prioritize tasks by importance if needed (e.g., ‘Top priority: clean oven interior’).

Include Logistics and Access Details

Tell the cleaner where to enter, where to park, and whether a key is in a lockbox or with a neighbor.

Add any gate codes, Wi-Fi passwords, or thermostat settings the cleaner may need.

• Write step-by-step access instructions.
• Include photos or screenshots if the entrance is unusual.

Highlight Post-Cleaning Instructions

Specify where to leave the cleaning supplies, whether to stage items, or if the host will handle linen exchange.

Note any follow-up tasks such as ‘Leave a note for guests about trash disposal’ or ‘Return key to management office.’

• Add a short “After Cleaning” section with 2–3 bullet points.
• Check that these steps match your usual process to avoid confusion.

Common Failure Modes and How to Avoid Them

Missing or incomplete notes often cause delays or missed tasks. Always assume the cleaner has no prior knowledge of the property.

Confusing language or contradictory instructions can lead to arguments or incomplete cleaning. Use plain language and double-check for consistency.

Last-minute changes made only in the PMS may not reach the cleaner. If a change is urgent, call or message the cleaner directly.

• Review each note before sending it.
• Keep a master checklist of required information and tick it off for every property.
• Set a reminder to verify iCal syncs and manually check for urgent updates.

Review and Update Notes Regularly

Properties change – new furniture, updated layouts, or different access points. Update notes each season or after major changes.

If a cleaner repeatedly asks the same question, revise the note to include that information proactively.

• Schedule a quarterly review of all property notes.
• Add a ‘Last Updated’ date at the top of each note.