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Is Your Airbnb or VRBO Ready Before the Next Storm?

  • ArxHQ
  • Jun 5
  • 3 min read

Updated: Jul 2

What to Track Before the Next Storm


If you own an Airbnb, VRBO, or vacation rental, storm prep is crucial. It's not just about securing the property. It's about proving what you owned before disaster strikes.


When damage occurs—be it flooding, break-ins, or flying debris—you need quick access to photos, receipts, documents, serial numbers, warranties, and service records.


Most owners have that information scattered across camera rolls, emails, folders, drawers, and text messages. This checklist helps you get the important stuff organized before you need it.



1. Document Every Major Asset


Start with the big-ticket items. These are the things you want listed clearly for insurance claims or to prove what was inside the rental.


Interior Assets

Document:

  • Sofas, sectionals, chairs, and tables

  • Beds, mattresses, dressers, and nightstands

  • TVs and entertainment systems

  • Appliances

  • Washer and dryer

  • Kitchen equipment

  • Dining furniture

  • Rugs and decor

  • Window treatments

  • Smart home devices

  • Thermostats

  • Security cameras

  • Wi-Fi routers and networking gear


For each item, record:

  • Item name

  • Brand

  • Model number

  • Serial number

  • Purchase date

  • Purchase price

  • Current condition

  • Room or location

  • Receipt or invoice

  • Photos



2. Take Room-by-Room Photos


Before a storm, take clear photos of the entire property. Capture:

  • Each room from multiple angles

  • Furniture layout

  • Appliances

  • Electronics

  • Flooring

  • Walls and ceilings

  • Windows and doors

  • Bathrooms

  • Kitchen

  • Laundry area

  • Closets and storage

  • Outdoor areas


Also, take close-up photos of expensive items, serial numbers, and existing damage. The goal is simple: create a clear “before” record.



3. Save Key Documents


Keep digital copies of the documents you may need fast. Save:

  • Insurance policies

  • Flood insurance, if applicable

  • Policy declaration pages

  • Warranty documents

  • Receipts

  • Contractor invoices

  • Service records

  • STR permit or rental license

  • HOA documents

  • Property management agreement

  • Cleaning agreement

  • Inspection reports

  • Roof or repair reports


Do not rely on email search when something goes wrong.



4. Track Service and Repair History


Storm claims and repairs get easier when you know what was already serviced, replaced, or repaired. Track:

  • HVAC service

  • Plumbing repairs

  • Electrical repairs

  • Roof repairs

  • Appliance repairs

  • Pool service

  • Pest control

  • Landscaping

  • Generator service

  • Water damage repairs

  • Previous insurance claims


For each record, save:

  • Date

  • Vendor

  • Work performed

  • Cost

  • Invoice

  • Photos, if relevant



5. Keep Emergency Contacts Ready


After a storm, everyone is calling the same contractors. Don’t wait until then to find phone numbers. Track:

  • Insurance agent

  • Property manager

  • Cleaner

  • Handyman

  • Electrician

  • Plumber

  • HVAC company

  • Roofer

  • Pool company

  • Restoration company

  • Water mitigation company

  • Locksmith

  • Security company


Save phone numbers, emails, notes, and past invoices.



6. Know Your Utility Shutoffs


Every rental owner should know where the critical shutoffs are. Document:

  • Main water shutoff

  • Electrical panel

  • Gas shutoff

  • Breaker labels

  • Pool equipment controls

  • Generator setup

  • Wi-Fi/router location

  • Security system info


Take photos and add notes so you, a property manager, or a contractor can find them quickly.



7. Create a Simple Emergency Sheet


Build one quick-reference sheet for the property. Include:

  • Property address

  • Gate code

  • Smart lock code

  • Wi-Fi info

  • Alarm info

  • Insurance carrier

  • Policy number

  • Insurance agent

  • Main contractor contacts

  • Utility shutoff locations

  • Property manager contact


This should be easy to access from your phone.



How to Track It


You do not need to overcomplicate this. For each property, organize information by:


Property

The rental itself.

Example:

Beach House — Panama City Beach


Areas

Break the property into simple sections:

  • Exterior

  • Living Room

  • Kitchen

  • Bedroom 1

  • Bedroom 2

  • Bathrooms

  • Laundry

  • Garage / Storage

  • Pool / Patio

  • Utilities


Assets

Track major items inside each area.

Example:

Kitchen → Refrigerator

Save:

  • Photos

  • Brand

  • Model

  • Serial number

  • Receipt

  • Warranty

  • Service records


Documents

Keep important files attached to the property or asset.

Examples:

  • Insurance policy

  • Appliance receipt

  • Warranty PDF

  • Contractor invoice

  • Roof inspection

  • HVAC service record


Photos

Take and store photos by property and area.

Example:

Beach House → Living Room → Before-Storm Photos


Contacts

Keep service providers connected to the property.

Example:

Roofer, HVAC tech, plumber, cleaner, property manager



Keep It Organized with ArxHQ


ArxHQ gives property owners one place to track:

  • Properties

  • Assets

  • Photos

  • Documents

  • Receipts

  • Warranties

  • Service records

  • Contractors

  • Insurance-ready information


Instead of digging through emails, folders, texts, and camera rolls, each property gets its own command center. Get your rental documented before the next storm makes you wish you had.


Conclusion


Preparation is key. Don't wait for chaos to strike. Take control of your assets now. Organize your information. Use ArxHQ to keep everything in one place. Be ready for anything. Your peace of mind is worth it.

 
 
 

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