Separate cleaning from inspection
List the rooms and the cleaning tasks within each one. Then add a distinct inspection pass for missing items, damage and equipment that is not working. This helps avoid treating every problem as a cleaning failure.
In the kitchen, include the fridge and frequently used cookware. In the bathroom, include visible residues and drainage concerns. For beds, specify the setup required for that booking and check that linen is clean and in suitable condition. Adapt the list to the materials and equipment in the property, following their care instructions.
Define what needs replenishing
Create a stock list with an agreed minimum and a named person responsible for reordering. Include the consumables you actually promise, rather than adding a long list of extras you cannot reliably maintain.
Decide where clean linen and supplies are stored, who can access them and how used linen leaves the property. For example, a low-stock message should identify the item and quantity remaining. "Running low on things" creates an unnecessary follow-up conversation.
Pass on the booking details that matter
The person preparing the property needs the departure and arrival times, guest count and agreed bed setup. Share relevant changes promptly. Keep guest personal information limited to what is needed for the job.
If an early arrival is requested, confirm readiness before agreeing. A scheduling request should not silently reduce the time allocated to prepare the apartment properly.
Close the handover
Ask for a simple completion message, plus any unresolved issues. "Ready for arrival" should mean the agreed checks are complete. If something is missing, state what it is, who is addressing it and whether the incoming guest needs to know.
A small set of completion photographs can document setup in an empty property, where appropriate. Avoid photographing guest belongings or sensitive documents. Photographs support a checklist; they do not prove that every cleaning task was done.
Prepare for exceptions
Agree what happens if someone is unavailable, laundry is delayed or a repair is needed. Identify who can authorise a replacement purchase and who contacts the guest. Keep routine instructions and urgent contacts together for the people doing the work.
Where cleaning is included in the rental price paid by the guest, the handover process remains just as important. Clear funding arrangements and clear responsibility are separate parts of the same operation.