How to Prepare for a Home Exchange and House Swap

The following summarises what is involved in getting ready for a home exchange to ensure you make that great first impression.

1. Declutter and Deep Clean
2. Create a House Guide
3. Outdoor and Garden Prep
4. Home Safety and Accessibility Checks
5. Make Space for Guests
6. Secure Valuables and Personal Items
7. Stock the Essentials
8. Prepare Beds and Linens
9. Final Touches to Impress

1. Declutter and Deep Clean

Before welcoming guests into your home, it’s essential to create a clean, uncluttered space that feels both comfortable and inviting.

Start by removing personal clutter this includes

• piles of paper
• overflowing wardrobes
• excess decor,
• anything that might make the home feel cramped or overly personal.

Aim for a fresh, neutral space that allows your guests to settle in without feeling like they’re intruding.

Next, focus on a deep clean, especially in high touch and high traffic areas. Pay close attention to:

• Kitchen countertops and appliances
• Fridge shelving and drawers
• Bathrooms, including showers, sinks, and toilets. Make sure no mould is present.
• Floors, windows, door handles, and light switches

If any appliances or fixtures are worn or near being replaced, be sure to make the home exchange guest aware.  For example, the handle on the bathroom door does not lock.

If time is short or if you want to ensure a hotel level standard, consider hiring professional cleaners. It’s a worthwhile investment that can help set your home apart and reassure guests of your attention to detail.

2. Create a House Guide

A clear, friendly welcome guide can transform your guests’ stay from good to exceptional. It reduces confusion, builds trust, and shows that you’ve thoughtfully prepared for their arrival.

Start by including essential home instructions, such as:

• Wi-Fi details
  Include the network name and password, as well as instructions for reconnecting if needed.
• Appliance and system instructions
  Cover anything that might be tricky or unfamiliar, such as the washing machine, heating/cooling, alarm system, garage door, or irrigation timer.
• Security info
  Alarm codes, how to lock windows or doors properly, and any sensors or camera systems (and whether the sitter is expected to monitor them).
• Garbage and recycling
  Include collection days, what goes in which bin, and where to place them for pickup.
• Emergency contacts
  • Your contact details (phone and email)
  • Trusted neighbour, friend, or family member
  • Local trades (plumber, electrician)
  • Vet (if pets are involved)
• House rules
  Be clear and respectful by covering topics such as no smoking, areas off-limits, whether guests are allowed, and pet-specific boundaries (e.g., not allowed on furniture).
• Local tips
  Include suggestions for cafes, supermarkets, walking trails, medical clinics, and public transport. Sitters new to your area will appreciate the insider info.

Place the manual in a visible location, like the kitchen bench, entry or lounge. 

You will find a sample House guide here Sample House Manual for Home Exchanges and House Swaps

You will find a template that can be used in the resources area, which you can get to from your dashboard or the menu bar if you are a member of Hombie.

3. Outdoor and Garden Prep

Your outdoor spaces are just as important as the inside when it comes to creating a polished, welcoming environment, especially if your guests will be spending time outside. Start by

• Mowing the lawns
• Trimming hedges,
• Sweeping paths, patios, or balconies
• Tidy up any outdoor furniture, check that it’s clean and in good condition. Even small outdoor areas benefit from a quick spruce-up.
• Make sure the pool is clean and crystal clear

If you have plants or a garden that needs attention during the exchange, leave simple, written instructions for watering or basic care in the house guide. Be realistic, only include tasks you’d feel comfortable doing yourself on holiday unless it’s a long term stay.

Lastly, make sure sheds, garages, and any tools or equipment are safely secured. This not only protects your belongings but also prevents guests (especially those with children) from accessing areas not meant for use.

A well maintained outdoor space adds to the overall experience and shows your home is cared for inside and out.

4. Home Safety and Accessibility Checks

Safety is a top priority when preparing your home for a successful exchange, especially when welcoming guests unfamiliar with your space.

Begin by checking

• smoke alarms
• fire extinguishers
• carbon monoxide detectors to ensure they’re fully functional. If your home has security systems, make sure they’re clearly explained and easy to operate.
• Identify and clearly mark emergency exits if in an apartment block or even a large multi storey home.
• Ensure torches/flashlights are working
• Clear any trip hazards

Don’t forget to leave key contact details in a visible place, include your mobile number, a local emergency contact (if possible), and numbers for nearby medical services or utilities.

Arrange Keys & Access

Smooth access to your home is crucial for a stress free exchange. Before your guests arrive, decide how you’ll hand over the keys and ensure they know exactly what to expect. Common options include:

• A lockbox with a secure code, placed in a discreet but accessible location
• Leaving keys with a trusted neighbour, friend, somewhere on site or a nearby contact
• If your home has a keyless entry system, provide clear instructions on how to use it, including any passcodes or apps required

Always have a backup plan in case something goes wrong. Leave a spare key with someone local who can assist if your guests get locked out or the main method fails. Include this contact in your home manual along with instructions on what to do if the lockbox or digital code doesn’t work.

If your front door or gate is electrical you definitely need a backup plan in case of power failure.

Reliable access is one of the easiest ways to start a home exchange on the right foot. A clear, well communicated plan helps your guests arrive feeling confident and cared for.

Lastly, if you know your guests have children or pets, walk through your home with safety in mind. Secure sharp objects, hide cords, and block access to areas that might be unsafe. A little foresight goes a long way in making your home feel secure and thoughtfully prepared.

Make Space for Guests

A welcoming home isn’t just clean, it’s functional. Your guests will appreciate having room to unpack and settle in, rather than living out of a suitcase.

• Clear some wardrobe and drawer space in the bedrooms your guests will use. Even a small section can make a big difference in comfort. If possible, leave at least a few empty drawers and half a wardrobe free.
• Empty a bathroom cabinet or shelf for their toiletries, and make sure there’s space around sinks and counters so guests can easily organize their essentials.
• Don’t overlook the small touches, provide plenty of coat hangers, luggage racks or floor space for bags, and a laundry hamper if they’ll be staying for more than a few days.
• Clear space in your fridge and freezer

These thoughtful details help guests feel like they truly belong, if only for a short while.

6. Secure Valuables and Personal Items

While home exchanges are built on trust, it’s still wise to take precautions to protect your privacy and peace of mind.

Lock away or remove any valuables before your guests arrive. This includes

• jewellery
• personal documents (like passports and financial records)
• expensive electronics, and small gadgets you won’t be using during your own travels
• sentimental or irreplaceable items

Not only does this protect your belongings, but it also helps guests feel more comfortable knowing they’re not surrounded by highly personal or delicate items.

Taking the time to secure your possessions creates a worry free environment for both parties, and ensures a smoother, more enjoyable exchange.

7. Stock the Essentials

Your guests may arrive after a long journey, so having a few basics on hand can make all the difference in helping them feel at home right away.

• Kitchen Staples: Provide tea, coffee, sugar, cooking oil, salt, and pepper. If possible, add milk, bread, butter, or snacks in the fridge — especially helpful for late arrivals when shops are closed.
• Cleaning Supplies: Keep dishwashing liquid, sponges, surface spray, laundry detergent, and a broom or vacuum clearly visible. Don’t forget toilet paper, spare bin liners, and paper towels in relevant areas.

For an extra touch, consider leaving a small welcome basket or handwritten note. A bottle of wine, some local snacks, or fresh flowers can instantly warm up the space and make your guests feel genuinely cared for. It’s these thoughtful details that often get mentioned in glowing reviews.

8. Prepare Beds and Linens

Comfort starts with a good night’s sleep and your guests will notice the effort you put into the details.

Begin by making all beds with freshly laundered sheets, ensuring there are clean towels available for each guest, plus a few extras. Include spare blankets or throws, especially if the climate is cooler or varies throughout the day.

For a welcoming touch, consider a hotel style presentation

• neatly folded towels on the bed
• a cushion arrangement
• a small welcome note.

These little gestures elevate the experience and reflect the standard of care you provide.

Be sure to leave simple laundry instructions, including how to use your washing machine and where to find detergent and drying racks in the house manual.

9. Insurances

Mistakes happen, and sometimes items or property in your home may be accidentally damaged. It’s important to check with your insurance provider to understand how your current policy covers such situations. You may need to adjust or add to your policy to ensure full protection.

Check all of your policies.

• home
• contents
• other
• vehicle (if allowing use of the vehicle)
• marine craft (if allowing usage)

10. Final Touches to Impress

Final touches improve the quality of the home exchange for your guest.

• Add candles, flowers, or calming scents
• Adjust lighting for a warm ambience
• Make the home feel personal but guest ready