Checklist
- Please ensure that you have enough sets of keys cut and that the keys are clearly marked if needed. Each occupied room will need a set of access keys, i.e. if you have 5 bedrooms then 5 sets of keys will be required. This includes remote access. Please ensure that the keys/remotes are ready and checked prior to the tenants’ arrival. There should also be a bunch of keys which has all the necessary keys for inside the house i.e. back door, sliding doors, security gates, etc unless the keys are left in the doors. Replace all remote batteries with fresh ones.
- Please ensure that the house is clean, neat and in a presentable state. Personal items and pictures etc to please be taken down and stored away. Please keep in mind that simple is better – clutter looks messy.
- We suggest that you draw up an inventory list to be signed by the tenant upon arrival, to avoid any complications after the booking has been completed.
- Please ensure that all appliances, lights, remotes, intercoms, electric gates / garages, locks, keys, etc. have been checked and are in working order. Please ensure you leave a list of the names and contact numbers of your preferred companies for repairs/maintenance.
- Please make sure there is ample cupboard space in all bedrooms, bathrooms and in the kitchen.
- Please advise the guests if there is internet connection on the premises, with the relevant usernames and passwords.
- Please provide a contact number for the duration of the booking or the number of a friend/relative close by in case of emergency.
- You are required to ensure that a basic WELCOME PACK is provided for the guests upon arrival, i.e. Milk, Coffee, Tea, Sugar and Mineral Water and Fresh Fruit / Biscuits. Please ensure there are flowers in the house, at least one bunch. The majority of our owners supply some cold drinks, a few beers and a bottle of sparkling wine – but this is up to you.
- Please ensure that you have enough hangers, adapters (universal preferred), towels and outside sun loungers.
- Armed Response / Insurance company: Notify your armed response (and insurance) company that you will be away and if required, ensure that the emergency contact details are correct and updated. We recommend that you allocate the tenants with their own unique pass code.
Welcome Book, Property Instruction List:
We strongly recommend that you create a Welcome Book, with a detailed instruction list of all services and / or functions of the property and go through this with the guest upon check-in.
For a detailed guide on creating a Vacation Rental Welcome Book, please view the following :
This List Should Include Details Of The Following:
- Domestic service:
A domestic service will be required at the property. Please give details of the domestic’s name, the exact days / dates she works and her working hours. Please also ensure that she has her own keys for access. - Garden Service:
Please give details of when the garden service / gardener will be at the house, how the gardener / company gains access to the property and the name of the company / gardener etc. - Pool:
If you have a pool, please give details of when the pool maintenance people will be at the house and the name of the company / contact person. - Alarm / Security:
Please give precise details on how to activate / deactivate the alarm with all relevant codes / panic buttons etc. If you have armed response, please furnish details of the name of the company, a contact person and the passwords / codes needed. Please also inform the armed response / alarm company that there will be tenants in the house. If there are electric gates / garages, please leave details on how to use them (i.e. which buttons to press on the remotes etc). We also recommend that you notify your insurance company of the booking, as certain companies would require this information as part of your policy terms. We also suggest that you opt for an “alarm waiver” for the duration – i.e. that your content is still covered, even in the event of the alarm not being activated. - Garbage Collection:
Please give details of what day / time the garbage is collected and where the black bags must be put to be collected. - Appliances:
Please leave detailed instructions on how to use any of the appliances in / outside the house. (i.e. washing machine, microwave, stove etc.) - Parking:
If there is an allocated parking bay / garage, please leave details of where it is. - Safes:
Provide codes, instructions, ensure fresh batteries and provide the tenants with a master key (override key). - Do’s and Don’ts:
We leave this up to your own discretion. - Any extra information:
As mentioned, the above is a very basic guideline. We kindly request you add as much information as possible. If you have specific requests (i.e. no smoking inside, beware of the wind etc), please include these.
General Guidelines And Recommendations:
- Bedrooms and Bathrooms
- Please consider the composition of your guests’ group, for example if you have a child’s room in the house, but you have only adults coming to stay – please ensure that the child’s room is “converted” and all the “child things” are put away and that the bed is suitable for adults.
- Please make sure that the linen is clean and ironed and that there are 2 sets of linen for every bed. Linen should not be more than 2 years old. White linen work best otherwise plain colours.
- Please make sure that there are side tables on each side of the double / king / queen beds. Bedside lamps are also necessary.
- Please ensure there are universal plugs.
- Please clear out cupboard space for clothes.
- Please ensure that there is a set of towels for every person. A set normally includes a bath sheet, hand towel and a face cloth. It always looks nice if these sets are placed at the foot of every bed.
- When thinking of linen and towels, please keep in mind the kind of towels, etc you would expect from a Hotel – white, clean and fluffy
- Please make sure the bathrooms are clean and empty of all personal items.
- Kindly arrange that there is body wash, hand wash, toilet paper and air freshener / diffusers in each bathroom – even if it is just enough to last a day or so.
- There should be extra hand towels in family bathrooms and guest toilets.
- Kitchen
- Please make sure that the kitchen is clean, especially ovens / microwaves / hobs – at times, this is often overlooked by the cleaning staff.
- Please make sure that there is enough cutlery and crockery for each guest plus enough for an additional 4 persons.
- Please ensure there are ample matching glasses i.e. Wine Glasses, Tumblers, etc
- Make sure all cupboards are clean and that everything in the cupboards has been wiped down and cleaned i.e. crockery, glasses, chinaware, etc
- Kindly ensure that all appliances are clean, and in working order i.e. Stove, Oven, Fridge, Microwave, etc and that instructions are left (where we can find them) for the tenants to refer to.
- A coffee machine is preferred if this is not possible then a large plunger
- Please make sure all foodstuffs are removed from the fridge, freezer and food cupboards.
- If you want to you can leave spices and condiments for the tenants to use.
- Dining Room
- Kindly make sure that seating is provided for all guests.
- Please ensure that all placemats, etc are accessible.
- Please put personal items / pictures away
- Again, simple is better.
- Lounge / Family Room / TV Room
- Kindly ensure that the carpets and upholstery are clean.
- Please make sure that personal items are put away.
- Please make sure all the remote controls are put out and the relevant TV / DSTV guides are available. If the system is complicated, then please be sure to leave instructions.
- Magazines / Books laid out to make a nice touch.
- Replace all battery-operated remotes with fresh batteries.
- Outside
- If there is a pool on the premises, please ensure that the pump, creepy-crawly etc.are all in good order. We suggest having the pool cleaned on the morning of the rental.
- Please make sure that the garden has been attended to and that it is neat and tidy.
- Please make sure that any patios / balconies / decks are clean and swept on the day of arrival.
- Garden Furniture must be clean and the cushions, etc easily accessible.
- Please note that enough garden furniture is required if you have a patio / garden or pool, and also if your balcony is of a reasonable size.
- If you have a pool then please make sure there are ample Pool “loungers” and cushions for the tenants, i.e. a minimum of 1 lounger per bedroom is recommended.
- Prior to Arrival
- Capsol would have sent the guest all the relevant arrival information prior the guest’s arrival, inclusive of the contact number you provided, for the guests to call when they are on their way.
- You would have been sent the clients ETA (flight number), however, this is merely a guideline of when the guest’s flight lands in Cape Town.
- We request that all clients contact the number you have provided us with, when they leave the airport and / or on their way to the property.
Once you’ve received the call from the guest, you can safely assume that the guest will be at the property within 30 to 40 minutes. - You can also make contact with the guest a day or so prior to arrival to reconfirm their arrival time etc.
- Upon arrival
- Please do a thorough walkthrough of the property
- Introduce the guests to the staff etc
- Go through the instruction list, keys etc
- Ensure that the guests understand the alarm and workings thereof.
- Re-confirm the number(s) of whoever will be available during the course of the letting period
- Departure
- Contact the guests at least one day before departure to reconfirm the necessary arrangements (times etc)
- On the day of departure, contact them again prior to being on your way to ensure that the guests are ready and packed for check-out.
- Facilitate check-out, confirm if there are any damages.
