Report what was agreed
Define cadence, format and content in the agreement. Common items include payment status, property condition, inspections, maintenance, incidents, complaints, approvals and decisions required. If commercial performance is included, define each metric and source. Avoid vanity figures that hide fees, discounts or costs.
Privacy and relevance
Provide the owner information needed to protect the property and exercise contractual rights, not an unnecessary profile of each guest. Redact personal information and share only on an authorised basis. Store reports securely and keep a distribution record. Correct errors promptly.
Decision-led reporting
Highlight decisions, risk, due dates and recommendations at the front. Attach detailed evidence separately. A long report that hides an urgent issue is ineffective. Use the report history during renewal to demonstrate process, identify recurring property costs and agree improvements.