Part of the Short-Term Rental Management Guide, step 3: decide
Why a Handover Pack Matters
Every house has things only the owner knows: the breaker that trips when the hot tub and the dryer run together, the well pump that needs a reset after a power cut, the neighbor who plows the end of the shared driveway. In New England those details are not small. A frozen pipe, an empty oil tank or an unplowed driveway on a February arrival day costs far more than the time it takes to write them down.
A good pack also protects you. Dated photos of the condition on day one, a written inventory and a clear owner closet make it easy to tell later what changed and when.
Use the lists below as a working checklist. Keep one copy for yourself (a shared folder works well) and give the manager the same version. If you are listing for the first time, work through the owner launch checklist first, then come back here.
1. Documents
- Deed or proof of ownership, and the names of every owner who should be able to make decisions.
- Town permits or registrations for short-term rental use, with renewal dates. If your town has no published rule, note who you spoke to at the planning, zoning or code office and when.
- State tax registrations and account numbers, and a note on who files which return.
- Insurance declarations page, the agent's name and phone number, and anything in writing about short-term rental coverage. Our insurance and safety guide covers what to ask your insurer.
- Condo or HOA documents: declaration, bylaws, current rules, the manager's contact, parking and trash rules, and any rental restrictions. See HOA and condo rules.
- Mortgage or lender notes if your loan has any rule about renting.
- Warranties and manuals for the furnace or boiler, water heater, hot tub, appliances, generator and smart devices.
2. Access
- Keys: every door, garage, shed, mailbox, boathouse and owner closet. Label them and count them.
- Smart lock: admin access for the manager, and a plan for changing codes between guests and cleaners.
- Garage remotes and gate codes.
- Alarm system: company, account number, codes, and who the monitoring company should call.
- Wifi: network name, password and router admin login, plus the internet provider's account number.
- Thermostats and sensors: app logins for smart thermostats, water leak and low-temperature sensors.
- Platform access: if the listing is on your account, plan how you will add the manager. On Airbnb you can add up to 10 co-hosts per listing and choose a permission level for each: full access, calendar and messaging, or calendar only (as listed on Airbnb's help center in October 2026). See Airbnb co-hosting.
3. How the House Works
This is the section owners most often skip, and the one managers most need.
Heat and Fuel
- Heating system type (oil, propane, natural gas, electric, heat pump, wood or pellet stove) and where the controls are.
- Fuel supplier, account number, whether delivery is automatic, and the tank size.
- Lowest safe thermostat setting for vacant weeks.
- Who services the boiler or furnace, and when it was last cleaned.
- Generator: model, fuel, where it sits, how it starts, and the transfer switch.
Water and Septic
- Town water or a private well. For a well: pump location, pressure tank, filter or treatment system, and the reset steps after a power cut.
- Main water shutoff location, with a photo.
- Town sewer or septic. For septic: tank location, last pumping date, the pumper's name, and any notes on how many guests the system handles comfortably.
- Hot tub: service company, chemical routine, cover lock.
Electrical
- Breaker panel location and a labeled map.
- Anything that trips a breaker, and what not to run at the same time.
Outside and Seasonal
- Plow contractor, what they cover (driveway, walk, roof rake), and their trigger (how many inches before they come).
- Who shovels steps and salts walkways.
- Trash and recycling days, where bins go, and any transfer station sticker.
- Lawn, leaves and gutters.
- For lake houses: dock and boat lift in and out dates, who does them, any lake association rules.
- Winter shutdown or startup steps if the house closes for part of the year. Our page on winter rental management covers the cold-weather side.
4. Vendor List
One table, one line per vendor, with name, phone, what they do and any account number.
| Vendor | What they do | Keep note of |
|---|---|---|
| Fuel supplier | Oil or propane delivery | Account number, automatic delivery yes or no |
| Plow contractor | Driveway and walk | Trigger depth, roof rake |
| Septic pumper | Pumping and inspection | Last pumping date |
| Plumber | Repairs, winterizing | Who to call after hours |
| Electrician | Repairs | Generator work |
| HVAC | Boiler or furnace service | Last service date |
| Hot tub service | Water care, repairs | Schedule |
| Pest control | Mice, insects | Contract terms |
| Dock or boat service | Seasonal in and out | Dates |
Tell each vendor, in writing, that the manager now calls them and what spending you have approved. Agree a repair approval threshold with the manager so small fixes happen without waiting for you and large ones never happen without you.
5. Inventory and Owner Closet
- Room-by-room photos on handover day, including the inside of cabinets and closets, so the condition is on record.
- A furnishings list for anything valuable or hard to replace: art, rugs, a piano, outdoor furniture, kayaks, paddleboards, bikes.
- Linens and towels: how many sets per bed, and where spares live.
- Consumables on hand: paper goods, soaps, coffee, cleaning supplies.
- Owner closet: what is in it, how it locks, and who has the key. Lock away anything you do not want guests to use.
6. House Rules and Guest Information
- Your house rules: maximum guests, quiet hours, pets, parking limits, smoking, events, fire pit and hot tub rules. Our guest house rules template is a starting point.
- Devices: list every camera, doorbell camera and noise monitor and where it is. Airbnb's help center says, as of October 2026 (rules in effect since April 30, 2024), that hosts may not have security cameras or recording devices that monitor any part of a home's interior; exterior cameras must be disclosed in the listing description; and noise decibel monitors are allowed inside if disclosed and not located in bedrooms, bathrooms or sleeping areas.
- Local tips you would tell a friend: the best breakfast in town, the trailhead, the general store, the nearest urgent care.
- Things guests always ask: how the TV works, where the extra blankets are, how to light the gas fireplace.
7. Owner-Use Dates
Give the manager your own dates for the next 12 months, as best you know them: holiday weeks, the family's lake week, a ski weekend. Block them on the calendar before pricing goes live. Agree how much notice you will give for new owner stays, and remember that some costs, such as cleaning after your own stay, may be yours.
8. The First Walk-Through
Walk the house with the manager before the first guest. Go room by room with the pack in hand, test every lock code, run the hot tub, check the smoke and carbon monoxide detectors and find the shutoffs together. The manager's own inspection list will add to yours; our property inspection checklist shows what a thorough one covers.
How This Works with New England Host Co
If New England Host Co manages your home, this pack is what helps the local crew get to know the house. Housekeeping and an inspection happen after every stay, at the same visit, and repairs are coordinated with local vendors within an approval threshold agreed with you. You keep paying license and permit fees, consumables (rebilled at cost), utilities, owner stays and repairs. Read our short-term rental management guide for the full picture, or ask for a free property analysis.
Back to the owner hub.
FAQ
How Long Does a Handover Pack Take to Put Together?
For most homes, an afternoon, plus a walk-through with the manager. The vendor list and the "how the house works" notes take the longest, and they are the most valuable parts.
Should I Give the Manager My Insurance Documents?
Give them the declarations page and your agent's contact. They need to know what is covered and who to call if something happens.
What Should Go in the Owner Closet?
Anything personal or valuable you do not want guests to use: clothing, tools, wine, documents, spare electronics. Lock it and list what is inside.
Do I Need to Tell the Manager About My Cameras?
Yes. Airbnb bans cameras that monitor any part of the interior and requires exterior cameras to be disclosed in the listing. Your manager needs to know every device to keep the listing within the rules.
