A Simple Homestay Booking Checklist for Owners and Staff
Work in five stages: enquiry, hold and advance, confirmation, check-in, check-out. At each stage there are a few things to ask, send or collect. Write them once and give the list to everyone who handles bookings.
1. When an enquiry arrives
- Ask for dates, number of adults and children, and the guest's name and phone number.
- Check the calendar before you say the dates are free.
- Quote the full price, what it includes and the advance amount.
- Say how long you will hold the dates.
2. Hold and advance
- Block the dates as a hold with an end time.
- Give one way to pay the advance.
- Record the advance with date, method and reference when it arrives.
- Release the dates if the hold ends without payment.
3. Confirmation
- Send a confirmation with dates, guests, total, advance paid and balance due.
- Add check-in and check-out times, house rules and the cancellation rule.
- Add the location link and the caretaker's number.
- Ask for the expected arrival time.
4. Check-in
- Welcome the guest and match the booking.
- Collect the balance and write it down.
- Take a photo of an ID proof if your rules ask for it.
- Show the rooms, the Wi-Fi and the rules. Note anything that is already damaged.
5. Check-out and after
- Walk through the rooms with the guest and note any damage.
- Close the booking and finish the housekeeping tasks.
- Thank the guest. If you give return-visit discounts, give the code now.
- Note any issue that needs repair and assign it to someone.
Make it a habit
A checklist only works if it is used every time. Print it, or keep it where staff already work. The most common failures are skipped steps, like forgetting to record the balance. Start with the double-booking guide if dates are your biggest worry.
How villatab helps
villatab follows this order: enquiry, hold, confirmed, checked in, checked out. It creates housekeeping checklists for each confirmed booking, supports ID proof photos at check-in, balance collection and a damages note at check-out. See staff tasks and check-in.