How to complete a Pre-Arrival Inspection Form

COOPERATION STANDARDS

How to complete a Pre-Arrival Inspection Form

The aim of completing a Pre-Arrival Form is to confirm that the accommodation has been fully prepared for arrival of a new guest. Learn what it contains, how to complete it and above all – why it matters so much.

WHY IT MATTERS

A Pre-Arrival survey along with photographs of the specific unit is required to be completed prior to the start of any Exclusive Worldwide’s booking. The aim is to confirm both to us and our client that the apartment has been fully prepared for our mutual guest’s arrival. Additionally, they will also enable us to showcase your fantastic accommodation to our customers and reassure them of its good condition.

It is essential that you complete all sections accurately and honestly. In the event this form is uncompleted before our guests’ arrival, it will always be assumed that the apartment is maintained in its greatest condition, which leaves room for disputes regarding possible damages discovered during the stay.

Completing the form takes no more than 5 minutes and can be done in whichever format is most convenient for you. We can provide it as a fully interactive PDF that can be filled out directly on your mobile phone or computer, or you can print it if you prefer a paper version. Alternatively, we can share it as a secure online form via link. Just let us know which format works best for you!

WHAT THE PRE-ARRIVAL FORM CONTAINS

1. Introduction
Unit and reservation summary, name of guest and emergency contacts available for the specific booking.

2. Apartment and building – health and safety

We ask partners to confirm that all access systems (keys, codes, fobs), doors, locks and security features are working, and that the apartment is clean, undamaged and safe for new guests.
Safety essentials such as functioning smoke/CO detectors, fire extinguisher or fire blanket and a visible evacuation plan should be in place.
All electrical and household appliances should be operational, with no disruptive noise conditions around the property that may affect comfort.
Confirmation that guest information, local instructions and emergency contacts are provided, and that access items from previous guests have been returned.

Please pay attention to the requested real-time images, which play a valuable role in verifying the accuracy of the information provided in this form. You may use any photographic equipment, including your smartphone, to take the requested pictures.

3. On-site security measures
Features such as CCTV, gated access and controlled entry systems (like chips, remotes or access cards) provide peace of mind and help create a safe, professional environment.

4. Apartment essentials

Partners should ensure that the booked accommodation and all furnishings are clean, undamaged and ready for guests, with sufficient linens, bedding, towels, kitchenware and working appliances.
Safety features such as a visible evacuation plan, operational fire safety equipment, functioning detectors, and a 24/7 emergency contact must be guaranteed.
Internet access should be active and meet a minimum speed standard (we include a speed test channel) and all electrical systems, lighting, and sockets must be tested and safe.

5. Apartment and building photos
Please pay attention to the requested real-time images, which play a valuable role in verifying the accuracy of the information provided in this form. You may use any photographic equipment, including your smartphone, to take the requested pictures.

What the photos should show:

Fire safety equipment, including the extinguisher or fire blanket (with noted location), smoke/heat detector, or any other fire safety features in place (or purchased specifically for this stay).
General photos should include the building and apartment entryway, door, street view and the internet setup.
Each room should be documented: the kitchen (overview plus appliances), living/dining area (overview plus furnishings), bathroom (including shower, sink, and toilet), and bedrooms (bed/linens, floor, closet contents and TV, if present).

6. Additional information
Anything we missed or should be aware of? From noisy construction taking place in the area, limited access to building facilities during a specific period, planned power outages and other crucial information – please make sure to make us aware in this section, as it may influence the client’s willingness to proceed with the stay.

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We genuinely try to keep formalities and paperwork to a minimum, and we wouldn’t ask for your help with this if we didn’t truly believe it is key to ensuring the best possible experience for our guests. Your cooperation directly helps us look after the people who rely on these accommodations during demanding projects.

Join us in providing business travelers with safe and comfortable stays across the world!

Learn more about requirements in sections describing accommodation quality staples and required furnishing.

If you share our approach towards providing comfortable and safe stays, you’re the partner we’re looking for. Please reach out to us for collaboration opportunities.