What to Include in Your Vacation Rental Guest Manual About Maintenance

Can a Guest Manual Prevent Maintenance Problems?

Yes — and it is one of the most underused tools in a vacation rental host's toolkit. A significant percentage of "maintenance" calls from guests are not equipment failures at all — they are guests who do not know how to use the thermostat, cannot figure out the smart lock, or put the wrong things down the garbage disposal. A clear guest manual with visual instructions for these systems eliminates these calls before they happen.

What Maintenance-Related Information Should Your Manual Include?

Smart lock or keypad instructions. Step-by-step instructions with photos for entering the access code, including what to do if the lock does not respond (check batteries, try the physical key). This is the number one source of guest calls on check-in day.

Thermostat operation. Show how to adjust temperature, switch between heating and cooling, and explain your recommended settings. If you use a smart thermostat with geofencing or scheduling, explain how guests can override the schedule without disrupting it permanently.

Garbage disposal rules. Clearly list what should and should not go in the disposal. Most guests know the basics, but items like coffee grounds, pasta, rice, and fibrous vegetables catch many people off guard. Include the reset button location and instructions for what to do if it jams.

Shower and faucet instructions. If any fixture operates differently than a standard setup — a shower with a diverter valve, a two-handle system, or a touchless faucet — include photos and written instructions. Guests who cannot figure out the shower get frustrated quickly.

Pool and screen enclosure rules. If your property has a pool, explain the screen door latch mechanism, the pool safety rules, and who to call if there is a pool-related issue. Clarify that the pool service company handles water chemistry and the host handles structural or equipment concerns.

Washer and dryer operation. Include basic instructions and lint trap cleaning reminders. Mention maximum load sizes to prevent overloading. If your machines require HE detergent, state this clearly and provide a supply.

How Should You Format the Maintenance Section?

Keep it visual and scannable. Use photos of the actual equipment in your property — not stock photos. Number the steps. Use large, clear text. Laminate pages in a physical binder so they survive spills and handling. Place the binder in an obvious location — the kitchen counter or the entryway table — where guests will see it without searching.

For each system, include three things:

1. How to use it (step-by-step with photos)
2. What NOT to do (common mistakes to avoid)
3. Who to contact if it does not work (your phone number, not the handyman's)

What Emergency Information Should the Manual Include?

Include a dedicated emergency page with: your contact phone number, the property address (guests forget this when calling 911), the location of the water shut-off valve, the location of the electrical panel, the nearest hospital or urgent care, and local emergency services numbers.

Build a Manual That Protects Your Property

A great guest manual reduces calls, prevents damage, and improves reviews. For help setting up your vacation rental systems and maintaining them, call James Evans at Best Bay Services — (813) 416-8676.