Vacation Rental Guest Damage Claim Form

Managing a vacation rental property comes with its share of challenges, and guest-caused damage is an inevitable part of the business. When damage occurs, you need a fast, organized way to document incidents, calculate costs, and process insurance claims—all while maintaining professional communication with your guests.

This Vacation Rental Guest Damage Claim Form gives property managers and vacation rental hosts a comprehensive solution for submitting damage claims. Whether you're dealing with broken furniture, stained carpets, missing items, or cleaning issues beyond normal wear and tear, this template helps you capture every detail insurers and platforms need to process your claim quickly.

The form guides you through documenting the incident with property photos (both damage and pre-damage condition), itemizing cleaning and repair costs, recording security deposit offsets, and tracking guest communication. This structured approach ensures you don't miss critical information that could delay reimbursement or complicate dispute resolution.

Perfect for Airbnb hosts, Vrbo property managers, vacation rental agencies, and independent hosts who need to submit claims to rental insurance providers, platform protection programs, or process security deposit deductions with proper documentation.

With Paperform's image upload fields and calculation capabilities, you can attach unlimited photos, automatically total repair costs, and generate professional claim submissions that stand up to scrutiny. The form works seamlessly on mobile devices, so you can document damage immediately after guest checkout—right from the property.

Need to automate your claims workflow? Connect this form to Stepper to automatically notify your insurance provider, create follow-up tasks in your property management system, send guest communication templates, and track claim status across multiple properties. You can even trigger different workflows based on claim amounts or damage severity.

Built on Paperform's secure, SOC 2 Type II compliant platform, your sensitive claim information and guest details are protected. The form integrates with popular property management tools, accounting software, and communication platforms to keep your rental operations running smoothly even when incidents occur.