Questions to ask a host before a long stay

Most problems in a long stay start with a detail nobody discussed before the booking was confirmed. The check-in time was vague, the internet was described as fast without any figures, or nobody explained who to call when the water heater failed on a Sunday. A written list of questions, sent before you pay, closes most of those gaps.

The questions that matter most fall into four areas: arrival and access, the internet and utilities, repairs and emergencies, and check-out and deposits. Group them by topic, send them as one message and ask for each answer in writing. Vague replies are worth following up, because a host who avoids a question before the booking is unlikely to be clearer during the stay.

Arrival and access

Arrival is where small misunderstandings cause the most trouble, because you may be tired and far from the place you need to reach. Confirm these points before you travel:

• What is the check-in window, and what happens if your arrival is delayed?
• How will the keys or access code be provided, and what is the backup if it fails?
• Is there a staffed reception, and at what hours?
• Are parking, bicycle storage or a luggage room available, and are there restrictions on any of them?

Ask for directions from the nearest main road or station as well. Some buildings have side entrances that are hard to find after dark, and an address alone rarely shows which door to use.

Ask about the everyday basics nearby as well, such as the nearest grocery store, pharmacy and laundry facilities, and how far each is on foot. These answers show how much your stay will depend on transport, and whether everyday errands will be practical without a car.

Internet, utilities and supplies

If you plan to work from the apartment, internet questions need to be specific. Ask for the provider's name and the contracted speed, then ask whether the connection is shared with other units, whether the router sits near the room where you will work and whether a wired connection is available. A figure in a listing tells you very little about how the connection performs at your desk.

• Who holds the internet account, and who should you call if the connection drops?
• Are electricity, water, heating and gas included, and are there usage limits?
• Are basics such as toilet paper, cleaning supplies and kitchen essentials provided on arrival?
• Are linen changes and cleaning during the stay included, and is there a charge for them?

Utilities are a frequent source of disputes. Ask how meter readings are recorded at the start and end of the stay, and whether any usage is charged back to you afterward. Keep your own photographs of the meters on arrival and departure, so you can compare them with the final bill.

Repairs and emergencies

Ask how repairs are reported and how quickly the host usually responds. A reply within a working day may be normal for a minor fault, but a broken lock, a leak or a loss of heat needs a faster route. Ask for a named contact and a phone number that works outside office hours, and ask whether a maintenance company is used for urgent calls and who pays the call-out fee.

• What is the preferred way to report a fault: message, phone call or app?
• What counts as urgent, and which number should be called after hours?
• Who pays for repairs caused by normal wear, and who pays for damage caused by guests?
• Will you be told before anyone enters the apartment for an inspection or repair?
• Is there a written guide for the heating, hot water and appliances, and who can explain them?

For a fire, a medical problem, a break-in or any other threat to safety, call the local emergency number first and then tell the host. Ask the host to point out the nearest smoke alarm, the fire extinguisher, the first-aid kit and the route to the emergency exit, since these details are rarely obvious in an unfamiliar building.

Check-out and deposits

Check-out is often the point where a clear agreement pays off. Confirm the check-out time, the cleaning expected before you leave, and how keys or access codes should be returned. Then ask how the deposit is handled, when it is returned and which deductions are commonly made, such as charges for damage beyond normal wear.

• What time is check-out, and is a later departure possible for a fee?
• What cleaning is expected before you leave, and is there a cleaning fee?
• How and when is the deposit returned, and what deductions can apply?
• Is there a written inventory, and can you compare it with your arrival photographs?

Save the answers with your booking confirmation. If a reply differs from what was advertised, ask for a correction in writing before you arrive. A short exchange at the start is much easier than an argument over a deduction at the end. Where a deposit dispute or contract term remains unclear, a local tenancy adviser or a lawyer can explain how the rules work in that place, since requirements vary between countries and regions. Keep copies of every message that sets out an agreement, because a written trail is the strongest evidence if a dispute arises later.