Free Airbnb Damage Report Form – Guest Damage Incident Report Template with Photo List, Word, Letter + A4, No Canva

Free Guest Damage Report Form for vacation rentals: a two-page Word incident report you fill in the moment you find damage. Page one records the guest and booking, what was damaged, an estimate, a description and the condition before the stay. Page two holds a numbered photo list with room for two photos, a next-steps checklist and a sign-off block.

A clear, dated record is the first thing a platform, an insurer or the guest will ask for. Filling in one form while the details are fresh keeps your claim organized and your message to the guest calm and factual.

What's inside

• 2-page damage incident report, US Letter and A4
• Guest, booking, check-in, check-out and discovery details
• Damage table with item, spot, what happened and estimate
• Damage type tick boxes and a description box
• Photo list with 2 photo frames and a 6-step next-steps checklist
• Sign-off block and a template-only note
• Editable Word files (.docx) + print-ready PDFs
• START-HERE guide (how to edit and print)

How to edit (No Canva needed)

Open the file in Word, Google Docs (free) or Pages. Click into the [brackets] and type your own details. Tables and lines stay neat as you type. Save as PDF and print, or share it digitally. A one-page START-HERE guide in the ZIP walks you through editing and printing step by step.

Formats

• Free-Guest-Damage-Report-Form-Letter.docx + .pdf (US Letter, 2 pages)
• Free-Guest-Damage-Report-Form-A4.docx + .pdf (A4, 2 pages)
• START-HERE-How-to-Edit.pdf

How to use it

Keep a printed copy in the cleaning closet and one on your phone. Fill in page one at the check-out inspection, add the photos to page two and file it with the booking. Replace the sample items with your own.

Want the full version?

This free template is a small sample of our paid Damage Claim and Resolution Pack. The full version adds a claim letter, a photo evidence log, a repair cost sheet, a guest notification message, a claim timeline checklist and a dispute follow-up letter. Same look, same easy editing, so everything matches.

Running more than one property, or want everything at once? The Host Mega Bundle includes every paid Welcome Desk Co. template in one download: welcome books, signs, guest messages, forms and spreadsheets.

FAQ

Is it really free? Yes. Add it to your cart, check out with no payment and download the ZIP right away.

Do I need Canva? No. It opens in Word, Google Docs (free) or Pages. No Canva account and no subscription.

Can I change the wording? Yes. Every word is real, editable text. Delete what you do not need and add your own lines.

Will it print on A4? Yes. Use the A4 file where one is included, or choose “Fit to page” when you print.

Is this legal advice? No. It is a template only. Platforms, insurers and local rules differ, so check the current policy for your booking.

License: free for personal use on your own rental property. You may print the finished pages and share them with your guests. Please do not resell, share or redistribute the template files. This is a template only, not legal or tax advice. Airbnb, VRBO and Booking.com are trademarks of their respective owners; Welcome Desk Co. is not affiliated with Airbnb or endorsed by it.