Before you hand over the keys.

Agree on a visit schedule and what gets checked. Ask how you’ll hear about a problem, and what photos or notes you’ll receive after a visit.

• Rooms, water leaks and signs of damage
• Pool, garden and regular service visits

Put a spending limit in writing before work begins. Decide who can approve an estimate and what happens if a leak or another urgent problem needs attention before you can reply.

• Approval limit for each repair
• Estimates, receipts and emergency notification

Make a list of electricity, water, internet and other recurring payments. Be clear about who pays each bill, how funds are provided and where you’ll see the receipts. Bill payment should be agreed as part of the scope.

• Payment responsibilities and due dates
• Service-provider contacts and existing arrangements

If you rent the home, agree on who handles guest messages, arrivals, cleaning and the checks after departure. Leave room in the schedule for a checkout that changes or a cleaner who becomes unavailable.

• Cleaning, linen and supplies
• Access arrangements and reporting damage

Know who handles routine questions and who to contact for an urgent issue. Agree on response expectations, the best way to send an update and what needs a call outside normal hours.

• Routine updates and your preferred contact method
• An emergency contact and a backup arrangement

Walk through the home together when possible. Note existing issues, upcoming visits and anything that needs special care. Keep access codes and private documents out of a website enquiry; arrange a suitable way to share them directly.

• An inventory, known issues and appliance information
• Owner visits, existing bookings and the agreed fees