We’ve been house sitters for 2 years, and we’ve really enjoyed it. We’ve always had great house/dog owners, and we believe it has less to do with luck and more with very good communication. And by that, we don’t necessarily mean messaging skills, but rather good preparation, communicating our own expectations, matching the expectations of others with our own ability to fulfill these expectations. It’s about the honest communication of things that we can and cannot provide and also the ability to do ourselves the favor of not accepting a sit if we deal with it honestly and know that we cannot or do not want to meet the other person’s expectations.
I’ve been browsing this forum more in the past few days, something I’ve rarely done before, and I’ve come across instances where communication simply wasn’t good upfront. Of course, there are cases where people intentionally lie or even cause harm, but we think such instances are absolutely exceptional. However, I often thought that many issues could have been avoided if they had been discussed beforehand, as we do. Some time ago, we created a checklist for ourselves that we usually go through with the homeowners during the first video call. This has always been very well received. And I’ve modified this checklist a bit and thought I could share it here, as it might serve the community and make it even better than it already is.
I have this checklist in a word file. Unfortunately I am not able to upload a word file so I hope it’s okay that I just copied it in.
Checklist to get to know the house, owners and animals
- General Information
Homeowner(s) Name(s):
Location of Home:
Number and Type of Pets:
Names of Pets:
Pets on Medication: Details (Who, What, How Often):
Additional Information Not Mentioned in the Listing:
-
Arrival and Departure Times
2a) Respecting Time Commitments
Make clear agreements with the home owner.
For example: “We truly value clear communication and the agreements we make together, especially regarding arrival and departure dates and times. We understand that sometimes unexpected events occur, and while we’re all adaptable, our primary goal is to ensure your pets and home receive the utmost care and attention. A consistent and predictable schedule is essential for us to meet this commitment effectively.
We kindly ask for your support in honoring our mutual agreement, with the understanding that early returns should be reserved for truly exceptional situations. Should there be a need for any changes, we greatly appreciate as much notice as possible. This will allow us to collaboratively find the best solution and ensure we also manage our accommodations without undue inconvenience or expense.” -
Living Conditions & Environment
3a) Clarify the homeowner’s expectations regarding cleanliness and orderliness
If cleanliness is important to you, we recommend that you emphasize this in your own profile!
We tend to say that a clean and tidy environment allows us to concentrate fully on caring for their pets and looking after their home, that we are fully aware of the importance of treating their home with respect and care, and that we would also like to be welcomed to a clean environment so that we do not have to start cleaning as soon as we arrive (maybe the last part with a twinkle in the eye).
3b) Non-House Sitting Tasks: Ask if there are any additional responsibilities beyond house sitting and pet care
God knows what it could be.
Different things are ok for different people, you have to find out for yourself, but at least you have to find out beforehand so that there are no misunderstandings during the sit.
If the additional tasks require significant time or expertise, it may be appropriate to discuss compensation or adjustments to the agreement; it’s important to be honest about their limitations, especially for tasks that require special skills or physical effort, to avoid any potential problems or dissatisfaction.
• Plant maintenance: Yes No
• Mail collection: Yes No
• Pool maintenance: Yes No
• Rubbish and recycling: Yes No
• Security maintenance such as setting alarms or monitoring security cameras: Yes No
• Vehicle maintenance: Yes No
• Grooming appointments: Yes No
• Hosting duties (in rare cases, homeowners may ask sitters to supervise the guest house for short-term rentals, or to welcome and orient guests when the property is used as a holiday rental). Always ask if there are any apartments or rooms in the house that are being used as an Airbnb during your sit). Yes No
3c) Utilities and Appliances: Ask about any restrictions on temperature settings or water usage to ensure comfortable living conditions.
Walk-Through Video: Would it be possible to get one once the sit is agreed?
We’ve genuinely appreciated when homeowners took the time to create a walk-through video of their home and send it to us in advance. There are instances where it’s not feasible to visit the property before the homeowners depart, making these videos an invaluable resource for preparation. They not only help us acclimate more swiftly but also serve as a handy reference, especially for those moments when our memory might fail us. Having a visual guide on how things should be around the house has proven to be incredibly beneficial for ensuring that we meet the homeowners’ expectations right from the start.
- Professional Needs & Privacy
4a) Environmental Changes: Are there any known construction activities or loud noises expected in the vicinity during the stay?
Yes No
4b) Work Environment: Discuss the need for a quiet, distraction-free environment for work.
For example: “Our work requires concentration and occasionally dealing with confidential information. How quiet is the environment usually and can we count on a disturbance-free working environment?"
4c) Wi-Fi and Connectivity: Confirm the reliability of internet service
Ask about any limitations or issues with connectivity that might impact your ability to work remotely. You could suggest, “For our work, it’s essential to have reliable internet. Could you please use a site like Speedtest.net or Fast.com to test your Wi-Fi speed and share the results with us? This would help us ensure we can meet our work obligations during our stay.”
4d) Expected visitors:
For example, we do not like to have any kind of visitors as they disturb our work schedule: “As we need to have confidential client conversations and a need to work concentrated during working hours, it is important for us to be informed about planned visits. This helps us to plan our work and protect everyone’s privacy and of course enjoy our stay without having to worry about visitors.”
Gardener: Yes No
Plumber: Yes No
Handyman/Repair Workers: Yes No
Cleaning Service: Yes No
Pet Care Professionals (This could include dog walkers, pet groomers, or even a vet visit that was arranged beforehand): Yes No
Utility Services (Occasionally, utility companies may need access to the property for meter readings, installations, or repairs): Yes No
Family Members or Friends (Homeowners might arrange for family members or friends to stop by, either to check on the property or for other reasons): Yes No
4e) Freedom & space:
For example: “For our work, we occasionally need peace and quiet and a place to retreat. Can we move freely around the building and use our own work areas?”
- Security
5a) Surveillance Cameras:
Clarify the presence and use of surveillance cameras within the home. For example, this is what we usually say (sometimes write beforehand): “"One of the aspects we always discuss before confirming a housesit is the presence and use of surveillance cameras within the home. We fully understand the importance of security and peace of mind for homeowners, especially when entrusting your home and beloved pets to someone else. However, it’s also crucial for us to work in a space where we feel comfortable and maintain the confidentiality of our client conversations.
We want to respectfully highlight that while we’re comfortable with security measures, it is essential for us to be informed about any active surveillance cameras inside the home. More importantly, we need to clarify that recording us without our knowledge is not only a breach of our privacy but also, in many jurisdictions, it’s illegal to record someone in a private setting without their consent.
Transparency regarding this matter is greatly appreciated, and we believe it’s an essential part of building a trusting and respectful relationship between homeowners and sitters. If there are any cameras inside the home, we kindly ask to be informed about their locations and whether they will be active during our stay. This ensures we can all enjoy a comfortable and worry-free arrangement, respecting both our privacy and your security concerns.”
5b) History of Break-ins:
Ask about past incidents and the measures taken if there were any.
- Communication & Updates
6a) Preferred Communication Method: Establish the preferred method and frequency of updates about the pets and home.
6b) Emergency Contacts: Ask if there will be any contact information for emergencies, including a local vet, a neighbor, or a family member.
Yes No
6c) Household Operations: Ask about the operation of household appliances, alarm systems, and any quirks of the home that should be known.
If something is very important to you that it is there or works, then ask about it explicitly. It happened to us that we came to the sit and the washing machine all of a sudden didn’t work. That’s obviously a shame if you haven’t done the washing 3 weeks before. I would recommend clarifying everything beforehand.
- Financial and legal aspects
7a) Household budget for expenses:
“Is there a petty cash for expenses that may arise during our stay, such as dog food or necessary visits to the vet? How would you like us to deal with such expenses?”
7b) Appliances and tools:
“Are there any special appliances or tools in the household that may or should be used, and how should they be handled in the event of damage?"
7c) Termination of the sit:
Find an agreement on what happens in the event of early termination of the housesit by one of the parties. At least talk about it!
Possible “Red flags”:
There are different red flags and no gos for everyone. You need to know clearly what is important to you and what is not, and if in doubt, if something feels off beforehand, then don’t do it.
• Unclear or contradictory information:
If the homeowner provides unclear or contradictory information about the house, pets, or expectations, this could indicate communication issues or unclear responsibilities.
• Reluctance to discuss security measures:
If homeowners hesitate to discuss security within the house, including the use of surveillance cameras, this could be a sign of a lack of transparency or respect for privacy.
• Excessive expectations:
If the expectations for duties far exceed the normal scope of pet care and house maintenance without appropriate agreements or compensation, caution is advised.
• No clear agreements on arrival and departure times:
A lack of clarity regarding arrival and departure times can indicate organizational problems and potentially lead to unexpected costs or inconveniences.
• Poor or no reviews:
The absence of reviews or predominantly negative reviews from previous sitters can be an indicator of problematic housesits.
• Lack of communication willingness:
If the homeowner is difficult to reach or hesitant to provide detailed information and answers to important questions in advance, this could lead to problems during the sit.
• Untidy or poorly maintained living conditions:
If photos or descriptions suggest an untidy or poorly maintained house, this could mean additional, unagreed work. I would be a little cautious when the home owner is sitting anywhere but at home during the video call. Of course, also if they are sitting at home and the place looks completely different from the pictures.
• Reservations against written agreements:
A homeowner who hesitates to put agreements in writing (via chat for example) may not intend to adhere to verbal promises.
• If the homeowner does not agree to a video call:
The homeowner’s refusal to participate in a video call may indicate a lack of openness or transparency about living conditions or expectations of the host.
• If the homeowner has a blurred background during the video call:
A homeowner who intentionally uses a blurry background during a video call may be trying to hide the true condition of the home or other relevant details that could influence your decision.
• Multiple homeowners, but only one is visible and the other is unavoidably absent for no particular reason
• Homeowner does not show the pets during the video call:
If the homeowner avoids showing the pets during the video call, it may raise concerns about the pets’ health, behavior, or the overall transparency regarding the pet care responsibilities that will be expected of you during the housesit.
• Pressure to make a quick decision:
Being pressured to commit without sufficient information or time to think should be seen as a red flag.
• Unexpected costs:
If sitters are required to cover unexpected costs, such as for pet care or house maintenance, without prior discussion, caution is warranted.
• Deposit:
If deposits are required for the duration of the housesit.
