What to Do If Guests Damage Property in a Short-Term Rental

Property damage is something apartment owners face on a regular basis. After guests check out, landlords may discover burned linoleum, permanent stains on the sofa, a ruined frying pan, a leaking toilet tank, or even worse. What makes the situation especially frustrating is that some tenants try to avoid responsibility by claiming that “it was already like that” or that the damage was not caused by them.

In situations like these, property owners should avoid acting emotionally. The law can protect landlords, but only if they are able to prove the damage and properly document everything.

1. The First Rule — Document the Damage

The first step is to record all damage properly. Do not immediately call the guests and start arguing — stay calm and gather evidence. Inspect the apartment immediately after the tenants leave (or ask the cleaning staff to do it before cleaning begins).

Record the date and time, take photos and videos of all damaged items (scratches, cracks, torn upholstery, etc.). Create a list of damaged property and keep all receipts or documents related to replacement items.

An important expert recommendation: damage must be documented immediately — without evidence, recovering compensation becomes extremely difficult.

At the same time, review the rental agreement: does it specify house rules and guest responsibilities? Ideally, there should be a written contract (or at least message correspondence and booking system confirmations of the rules). Even without a formal agreement, Russian civil law still protects property owners. In particular, Article 1064 of the Civil Code of the Russian Federation states that the person who caused the damage is responsible for compensating it. In practice, this means the guest must prove they were not at fault; otherwise, they are required to pay for repairs or replacement of damaged items.

2. If There Is a Security Deposit — Don’t Rush to Return It

Damage should always be documented before returning the deposit. Security deposits are a common form of protection in short-term rentals. It is recommended to include a clause in the rental agreement stating that the deposit is returned only after inspection and cleaning.

This is standard practice: the owner first checks appliances, furniture, and textiles, and only afterward returns the deposit. If damage is discovered, the owner may deduct the cost of repairs or replacement from the deposit.

When calculating compensation, remain as transparent as possible: provide repair estimates or receipts so the guest clearly understands the amount and the basis for the deduction.

Article 15 of the Civil Code of the Russian Federation explains that damages include actual restoration costs as well as lost profits. This means compensation may also include lost rental income if the apartment remained vacant during repairs. However, in typical short-term rental disputes, lost profit is rarely pursued — proving the actual damage is usually the priority.

3. Written Claims and Legal Proceedings

If the guest refuses to compensate voluntarily, the next step is to send a written claim (via email or messenger with a visible timestamp). The claim should describe the identified damage, include evidence, and request compensation within a reasonable deadline.

This formal notice serves as an official record of your position.

If the claim does not resolve the issue, the next step is court proceedings. As mentioned earlier, these disputes in Russia are handled by courts of general jurisdiction. The amount of the claim determines the procedure: if the claim is below 250,000 RUB, the case is usually handled under a simplified process and resolved within approximately 2–3 months. Larger claims may take up to six months.

The court will evaluate the landlord’s evidence (inspection reports, photos, receipts, contracts), while the defendant carries the burden of proving they were not responsible for the damage.

4. Preventive Measures

Preventing problems is always better than resolving them afterward. Experienced landlords recommend paying attention to tenant behavior even during the booking stage.

Delayed payments, requests to “pay later”, or suspicious communication may be warning signs. In such situations, owners may reject the booking or request a larger deposit in advance.

Clear agreements and regulations also help significantly:

• Short-Term Rental Agreement Include all terms and conditions: maximum number of guests, smoking rules, pet policies, parties, checkout requirements, and more. This reduces the likelihood of disputes later, especially if penalties were agreed upon in advance.
• House Rules Discuss restrictions verbally during check-in or through written messages.
• Property Insurance Insurance can shift financial responsibility to the insurer: the insurance company pays for repairs first and later seeks reimbursement from the responsible party.
• Security Systems Installing alarm systems (motion detectors, smoke sensors, water leak sensors) allows owners to respond quickly to emergencies or unauthorized access. However, legal restrictions still apply: cameras inside apartments without explicit guest consent are prohibited under Article 137 of the Criminal Code. Cameras may only be installed in shared building areas with proper notice.

Conclusions and Recommendations

Managing short-term rental property means being prepared for risks. The key principles of property protection are systematic processes, proper evidence, and compliance with the law.

If guests do cause damage, follow a clear action plan:

1. Document the damage in writing with photo and video evidence.
2. Contact the guests in writing with a formal claim, damage assessment, and payment deadline.
3. Use security deposits and insurance wisely. Hold the deposit until the final inspection is complete and never return it prematurely.
4. If necessary, take legal action. Russian civil law is generally on the landlord’s side when sufficient evidence exists (inspection reports, photos, correspondence, agreements).
5. Focus on prevention. Detailed agreements, house rules, and insurance policies help reduce conflicts. Clearly explain any penalties to guests in advance.

Modern technologies such as NKSecure smart locks can further reduce risks: remote access control, entry logs, and flexible access codes help property owners identify suspicious situations quickly. However, technology does not replace basic protective measures — it simply makes them more efficient and convenient.

By combining proper documentation, legal tools, and modern technologies, landlords can significantly improve property protection in short-term rentals. Acting within the law and using all available resources allows property owners not only to recover losses, but also to greatly reduce the likelihood of similar incidents in the future.