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Templates / Holiday lets

Guest arrivals, changeovers and yearly checks, from one link.

Guests forget to say when they are arriving, new cleaners need the key code and the safety checks come round every year. Docsroom asks each person once, with their own link, and reminds whoever has not replied.

8 templates76 requestsWritten for holiday lets

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Eight templates for holiday lets

Open a template to see every request in the order it is asked, and watch it written in and answered.

Guest starter checklistfor guests with a booking · a week before arrival11 requests11 requests
Guest starter checklistHarper family · 4 nights, Rose Cottage9 of 11 back
  • Who is coming
  • FormGuest details6 questionsAssigned to JHJenny Harper, guestFrom Sophiein 2 daysComplete
  • TableNames of everyone stayingnames, children’s agesAssigned to JHJenny Harper, guestFrom Sophiein 3 daysComplete
  • QuestionAny children or babiesages, for cots and gatesAssigned to JHJenny Harper, guestFrom Sophiein 3 daysReady to check
  • QuestionDogs coming toobreed and numberAssigned to JHJenny Harper, guestFrom Sophiein 3 daysReady to check
  • Getting there
  • DecisionArrival timepick the nearest slotAssigned to JHJenny Harper, guestFrom Sophiein 3 daysComplete
  • QuestionParkinghow many carsAssigned to JHJenny Harper, guestFrom Sophiein 4 daysAwaiting reply
  • QuestionAccess needssteps, mobility or noiseAssigned to JHJenny Harper, guestFrom Sophiein 4 daysReminder sent
  • QuestionSpecial occasionbirthday or anniversaryAssigned to JHJenny Harper, guestFrom Sophiein 4 daysComplete
  • Before you arrive
  • ApprovalHouse rulesread and approveAssigned to JHJenny Harper, guestFrom Sophiein 5 daysReady to check
  • ApprovalDamage and deposit termsread and approveAssigned to JHJenny Harper, guestFrom Sophiein 5 daysReady to check
  • DecisionBed setupsuper king or twin bedsAssigned to JHJenny Harper, guestFrom Sophiein 5 daysComplete
Cleaner starter checklistfor new cleaners · before their first changeover10 requests10 requests
Cleaner starter checklistBeata Wisniewska · cleaner8 of 10 back
  • About you
  • FormYour details6 questionsAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 2 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 2 daysComplete
  • DecisionHow you work with usemployed or self-employedAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 3 daysReady to check
  • QuestionRight to work share codeif you are employedAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 3 daysReady to check
  • Cover and pay
  • UploadPublic liability insuranceif you are self-employedAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 4 daysComplete
  • FormBank and tax details6 questionsAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 4 daysAwaiting reply
  • TableRates by property sizeself-employed: beds, rateAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 4 daysReminder sent
  • Changeover days
  • DecisionChangeover dayspick the days you can doAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 5 daysComplete
  • ApprovalCleaning checklistread and approveAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 5 daysReady to check
  • ApprovalKey code and access rulesread and approveAssigned to BWBeata Wisniewska, cleanerFrom Sophiein 6 daysReady to check
Key holder starter checklistfor local key holders · before we hand over keys8 requests8 requests
Key holder starter checklistArthur Kemp · key holder, Rose Cottage6 of 8 back
  • About you
  • FormYour details5 questionsAssigned to AKArthur Kemp, key holderFrom Sophiein 2 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to AKArthur Kemp, key holderFrom Sophiein 2 daysComplete
  • QuestionEmergency contactname and numberAssigned to AKArthur Kemp, key holderFrom Sophiein 3 daysReady to check
  • Keys and cover
  • QuestionDistance from the propertyminutes by carAssigned to AKArthur Kemp, key holderFrom Sophiein 3 daysReady to check
  • DecisionCover daysweekdays, weekends or bothAssigned to AKArthur Kemp, key holderFrom Sophiein 3 daysComplete
  • QuestionWhere you keep the keyssafe, drawer or lockboxAssigned to AKArthur Kemp, key holderFrom Sophiein 4 daysAwaiting reply
  • The rules
  • ApprovalKey holder rulesread and approveAssigned to AKArthur Kemp, key holderFrom Sophiein 5 daysReminder sent
  • ApprovalLockout and emergency stepsread and approveAssigned to AKArthur Kemp, key holderFrom Sophiein 5 daysComplete
Owner statement packfor property owners · each month, after the last checkout8 requests8 requests
Owner statement packRose Cottage · August statement6 of 8 back
  • The statement
  • ApprovalOwner statementread and approveAssigned to RDRichard Dunn, ownerFrom Sophiein 5 daysComplete
  • QuestionQueries on the statementor say all is fineAssigned to RDRichard Dunn, ownerFrom Sophiein 7 daysComplete
  • UploadYour own receiptsfor costs you paidAssigned to RDRichard Dunn, ownerFrom Sophiein 7 days1 file sent
  • Money
  • QuestionChange of bank detailsor say no changeAssigned to RDRichard Dunn, ownerFrom Sophiein 7 daysReady to check
  • DecisionSpend without askingpick a limitAssigned to RDRichard Dunn, ownerFrom Sophiein 10 daysComplete
  • Stays and dates
  • TableYour own staysarrive, leave, guestsAssigned to RDRichard Dunn, ownerFrom Sophiein 10 daysAwaiting reply
  • TableDates to blockrepairs or family useAssigned to RDRichard Dunn, ownerFrom Sophiein 10 daysReminder sent
  • DecisionMinimum stay next seasontwo, three or seven nightsAssigned to RDRichard Dunn, ownerFrom Sophiein 14 daysComplete
Yearly safety checksfor each property, every year · before each check runs out11 requests11 requests
Yearly safety checksHeron Barn · yearly checks9 of 11 back
  • Gas and electric
  • UploadGas safety recordsigned and datedAssigned to FRFiona Reid, ownerFrom Sophiein 7 daysComplete
  • UploadElectrical safety reportthe EICRAssigned to FRFiona Reid, ownerFrom Sophiein 7 daysComplete
  • UploadPortable appliance testPAT, if you have oneAssigned to FRFiona Reid, ownerFrom Sophiein 10 days1 file sent
  • Fire and alarms
  • UploadFire risk assessmentwith the review dateAssigned to FRFiona Reid, ownerFrom Sophiein 10 days2 files sent
  • TableSmoke and CO alarm logroom, date, resultAssigned to FRFiona Reid, ownerFrom Sophiein 10 daysComplete
  • UploadFire extinguisher servicelatest visitAssigned to FRFiona Reid, ownerFrom Sophiein 12 daysAwaiting reply
  • Water
  • UploadLegionella risk assessmentwith the latest checksAssigned to FRFiona Reid, ownerFrom Sophiein 12 daysReminder sent
  • TableHot tub or pool checksdate, test, resultAssigned to FRFiona Reid, ownerFrom Sophiein 12 daysComplete
  • Cover and licence
  • UploadHoliday let insurancecurrent scheduleAssigned to FRFiona Reid, ownerFrom Sophiein 14 days1 file sent
  • UploadLocal licence or registrationif your area needs oneAssigned to FRFiona Reid, ownerFrom Sophiein 14 days2 files sent
  • QuestionWork done this yearrepairs and replacementsAssigned to FRFiona Reid, ownerFrom Sophiein 14 daysComplete
Damage follow-upfor guests after a stay · within a day of checkout6 requests6 requests
Damage follow-upHayes party · Rose Cottage, 3 nights5 of 6 back
  • What happened
  • QuestionWhat happenedin your own wordsAssigned to MHMartin Hayes, guestFrom Sophiein 2 daysComplete
  • QuestionWhen it happenedday and time, if knownAssigned to MHMartin Hayes, guestFrom Sophiein 2 daysComplete
  • UploadPhotos from your sideif you took anyAssigned to MHMartin Hayes, guestFrom Sophiein 3 days1 file sent
  • Next steps
  • QuestionBest number to reach youfor a quick callAssigned to MHMartin Hayes, guestFrom Sophiein 3 daysReady to check
  • DecisionDamage report and your replyagree, discuss or disputeAssigned to MHMartin Hayes, guestFrom Sophiein 5 daysComplete
  • FormBank details for a refund4 questionsAssigned to MHMartin Hayes, guestFrom Sophiein 7 daysAwaiting reply
New owner packfor owners joining us · before we list their property12 requests12 requests
New owner packPeter Lawson · Bluebell Cottage9 of 12 back
  • About you
  • FormOwner details7 questionsAssigned to PLPeter Lawson, ownerFrom Sophiein 2 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to PLPeter Lawson, ownerFrom Sophiein 2 daysComplete
  • UploadProof of addresslast three monthsAssigned to PLPeter Lawson, ownerFrom Sophiein 3 days1 file sent
  • The property
  • FormProperty details8 questionsAssigned to PLPeter Lawson, ownerFrom Sophiein 3 daysReady to check
  • UploadProof of ownershiptitle or completion pageAssigned to PLPeter Lawson, ownerFrom Sophiein 4 daysComplete
  • UploadMortgage lender consentif you have a mortgageAssigned to PLPeter Lawson, ownerFrom Sophiein 5 daysAwaiting reply
  • UploadHoliday let insurancecurrent scheduleAssigned to PLPeter Lawson, ownerFrom Sophiein 5 daysReminder sent
  • Safety papers
  • UploadGas safety recordthe latest oneAssigned to PLPeter Lawson, ownerFrom Sophiein 6 daysComplete
  • UploadFire risk assessmentwith the review dateAssigned to PLPeter Lawson, ownerFrom Sophiein 7 days1 file sent
  • Working together
  • ApprovalManagement agreementread and approveAssigned to PLPeter Lawson, ownerFrom Sophiein 7 daysReady to check
  • FormPayout details4 questionsAssigned to PLPeter Lawson, ownerFrom Sophiein 7 daysComplete
  • DecisionMinimum staytwo, three or seven nightsAssigned to PLPeter Lawson, ownerFrom Sophiein 8 daysAwaiting reply
Group and celebration packfor groups and celebrations · once the group booking is in10 requests10 requests
Group and celebration packKhan party · Heron Barn, 40th weekend8 of 10 back
  • Your group
  • FormLead booker details6 questionsAssigned to IKImran Khan, lead bookerFrom Sophiein 2 daysComplete
  • QuestionThe occasionbirthday, reunion or otherAssigned to IKImran Khan, lead bookerFrom Sophiein 3 daysComplete
  • TableGuest listname and age bandAssigned to IKImran Khan, lead bookerFrom Sophiein 5 daysReady to check
  • Visitors and hired help
  • QuestionDay visitorshow many and whenAssigned to IKImran Khan, lead bookerFrom Sophiein 5 daysReady to check
  • QuestionCaterers and hire firmswho is coming inAssigned to IKImran Khan, lead bookerFrom Sophiein 5 daysComplete
  • QuestionMusic and outdoor usewhat and until whenAssigned to IKImran Khan, lead bookerFrom Sophiein 5 daysAwaiting reply
  • Rules and cover
  • ApprovalGroup booking termsread and approveAssigned to IKImran Khan, lead bookerFrom Sophiein 6 daysReminder sent
  • ApprovalQuiet hours and party rulesread and approveAssigned to IKImran Khan, lead bookerFrom Sophiein 6 daysComplete
  • UploadPhoto IDfor the lead bookerAssigned to IKImran Khan, lead bookerFrom Sophiein 7 days1 file sent
  • DecisionArrival timepick the nearest slotAssigned to IKImran Khan, lead bookerFrom Sophiein 7 daysReady to check

Written for holiday lets. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

Arrival details before the key code

Guests send names, arrival time and the house rules before you send the key code, so check-in stays quiet.

Changeover people sorted early

Cleaners and key holders send their details, insurance and rules once, so a Friday changeover never depends on memory.

Yearly checks and statements on time

Send the yearly safety pack ahead of the renewal, and Docsroom chases whoever has not replied. Owners approve each monthly statement from their own link.

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