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Damage & Inventory Report Form

A damage report template — item, extent and photos captured, so breakages and missing items are logged for the host after each stay.

Description

Things get broken, stained and taken — and a host needs to know fast so they can claim, replace or charge before the next guests. This form logs damage and inventory issues found at changeover, so breakages and missing items are reported with photos rather than discovered later. It captures what a damage report needs to be actionable: the item and where it is, the type of issue (broken, stained, missing, excessive mess), the severity, whether it affects the next booking, photos as evidence, and whether a replacement or deposit claim is needed. It gives the host what they need to act — a security-deposit or AirCover claim often hinges on a prompt, documented report. Put it in your changeover process. Free, brandable, and it turns a quietly broken lamp into a documented, claimable report before the next guests check in.

Form fields

Everything the Damage & Inventory Report Form above collects — 10 fields across 2 pages, so you can see exactly what it captures before you make it your own.

Damage & Inventory Report

  • Property name / listing

    Short Answer Icon
    Short Answer

  • Date found

    Date Icon
    Date

  • Item & location

    Short Answer Icon
    Short Answer

  • Issue type

    Single-Select Icon
    Single-Select

  • Severity

    Single-Select Icon
    Single-Select

  • Does it affect the next booking?

    Yes/No Icon
    Yes/No

  • Photos of the damage

    Upload Icon
    Upload

  • Action needed

    Single-Select Icon
    Single-Select

Reported by

  • Your name

    Name Icon
    Name

  • Email address

    Email Icon
    Email
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Template FAQs

Common questions about the Damage & Inventory Report Form — what it captures, when to use it, and how to make it your own.

What should I report with this?

Anything damaged, stained, missing or left in an excessive state at changeover — with photos. It gives the host the evidence to replace the item, charge a guest, or make a platform claim before the next booking.

Why photos?

Because claims and guest charges need evidence. A clear photo at changeover, dated and tied to the stay, is what supports a security-deposit deduction or a platform claim — a description alone rarely does.

Does it affect the next booking?

Sometimes — a broken bed or a stained sofa might need fixing before new guests. The form flags whether an issue affects the next check-in so the host can prioritize and, if needed, delay or move the booking.

Who reports it?

The changeover cleaner or manager, as they find it during the turnaround. Catching and logging it at changeover is what makes a claim possible — once new guests are in, it’s too late to attribute.

Can it link to a deposit claim?

It gives the host the documented evidence to make one — the item, the severity and the photos. The claim itself goes through the booking platform or deposit scheme, but this report is what supports it.

Is the form free?

Yes — free with a Fun Forms account, fully customizable, and it embeds on your site or shares as a link.

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