As a home exchange approaches, your perspective on your own home suddenly shifts. The chair with jackets draped over it, the drawer full of cables, the half-withered plant on the windowsill – all of it becomes noticeable. However, preparing a home for an exchange doesn't mean turning it into a glossy vacation apartment. It's about ensuring another family feels safe, welcome, and at home from the very first moment.
That is precisely one of the reasons why we like apartment swaps so muchYou don't travel anonymously; instead, you live in the everyday life of another family. This requires trust from both sides. With a little structure, preparation is much more relaxed than it sounds before the first exchange.
Prepare the apartment for a house exchange without pressure for perfection
Our most important takeaway: Guests don't expect a museum. When participating in a house swap, they book an inhabited apartment or house – with personality, quirks, and a genuine family life. What they need is cleanliness, enough space for their belongings, and clear information.
Trying to perfect every little thing before departure causes unnecessary stress. It's much more helpful to ask yourself: What would I wish for if I arrived here after a long drive with children? A free shelf in the bathroom, a made bed, understandable Wi-Fi, and a quick note on where the nearest supermarket is, make a bigger impact than a decoratively folded towel pyramid.
It also depends, of course, on how long the exchange lasts and who is coming. Less preparation is needed for a weekend stay for two adults than for a family with small children staying for two weeks. Therefore, take a close look at the profiles of your exchange guests and communicate openly with each other. A high chair, a travel cot, or space for bicycles can be crucial for the other family – and can often be organized quickly.
First clear the space, then clean.
The most common mistake is starting to clean before personal belongings are put away. Then you wipe down surfaces only to cover them again shortly after with travel documents, medications, and knick-knacks. Therefore, we always proceed in the same order: declutter, put away, clean, and finally prepare the apartment for arrival.
Store personal items securely
You don't have to lock away all of your belongings. But anything that is private, valuable, or irreplaceable should not be left lying around during the exchange. This includes personal documents, jewelry, spare keys, sensitive electronics, and medication. A lockable cabinet, a basement storage unit, or a clearly marked box in an unused room is usually sufficient.
Even clothes need a solution. Guests rarely travel with empty suitcases and appreciate closet compartments and hangers. For a quick change, a free dresser and some space in the wardrobe often suffice. For longer stays, we clear out about a third of the wardrobe. This is not only practical but also immediately makes the apartment feel more spacious.
A middle ground is worthwhile with children. Favorite books, a box of Legos, or a few toys may gladly remain if you wish. However, we take away very personal stuffed animals or items that could cause arguments. Our experience: A small selection of toys is worth its weight in gold for visiting children and a real relief for parents after arriving.
The areas that really count
No one checks upon arrival whether every book is standing upright. Bathrooms, kitchens, sleeping areas, and living spaces should primarily be clean and functional. In the kitchen, it's not about extensive equipment, but about clean countertops, a clear refrigerator space, and dishes that one enjoys using.
Fresh towels, enough toilet paper, and an empty closet section immediately make a bathroom feel inviting. Also check small details that get overlooked in everyday life: Do the lights work? Is there soap? Is the shower easy to use? Can the hairdryer be found?
For sleeping arrangements: Comfortable, freshly made beds are more important than a perfectly decorated guest room. Honestly say if a sofa bed is a bit firmer or if a room gets light early in the morning. Such tips prevent false expectations and are usually greatly appreciated.
A good guest folder saves many messages
The best preparation is not visible, but priceless during the exchange: a short, personalized guest folder. It doesn't need to be beautifully designed or printed. A digital document or a few clear pages on the kitchen table are perfectly sufficient.
Write like you're explaining it to friends. Where do you find the trash? How does the washing machine work? Which plants need water – and which ones, please, prefer not to? Where's the best place to park? Add an emergency number, the Wi-Fi details, and notes about pets if you have any.
Your very personal tips from the neighborhood are particularly valuable. The bakery that still has rolls on Sunday mornings. The playground that's shady in the summer. The bus stop that gets you to the city center really quickly. It's exactly this kind of information that turns a place to stay into a travel destination you fondly remember.
Nobody needs a long instruction manual for every device. If something is complicated, a photo with an arrow or a short sentence right next to it is helpful. For example, we mark important remote controls and only leave out the devices that guests are actually supposed to use. Less choice is often more pleasant here.
Before departure: communicate honestly
A good house swap begins long before the key handover. Clarify early on when the guests will arrive, how they will access the apartment, and if there are any special circumstances. If you meet in person, many things can be explained quickly. For late evening arrivals, a key safe can be useful – provided you explain it clearly and test it yourself beforehand.
Also talk about rules without making them a strict contract. For us, these include, for example: not smoking in the apartment, closing windows when leaving, and disposing of trash before departure. If certain rooms are to remain private or a balcony is not suitable for small children, state this clearly and kindly.
Honesty is particularly important when something isn't perfect. A construction site in front of the house, a cat that occasionally sleeps on the sofa, or a parking space that requires a bit of patience, are not reasons to cancel an exchange. However, they should be mentioned in advance. Those who communicate transparently experience unpleasant surprises far less often.
The last day before the house swap
On the day of departure, a short routine helps more than frantic checking. We go through all the rooms once, air them out, empty the organic waste, and make sure nothing perishable is left in the refrigerator. We intentionally leave a few basics like salt, oil, coffee, tea, and dish soap. This is not mandatory, but it's a very nice gesture after a trip.
We are still double-checking these four things:
- Are the beds made and are there enough towels?
- Are Wi-Fi access, key information, and emergency contacts available?
- Are personal documents, medications, and valuables stowed away?
- Do the guests know where to shop, park, and get help?
After that, you can let go. The apartment will never look exactly as you imagined it in your head. Maybe a crumb will remain in a drawer, maybe a plant won't be photogenically placed in the light. That's perfectly fine. What matters is that your guests feel: Someone was thinking of them here.
Why it's worth the effort
At first, I was surprised at how familiar it felt to entrust my own home to others. Of course, it's a small step of trust. At the same time, you get something back that a hotel rarely offers: accommodation with space, a kitchen, everyday usability, and often the very things that make family trips easier.
For us, HomeExchange is a particularly wonderful way to make travel affordable and more personal. Preparing the apartment isn't a tedious entry fee, but part of this idea: we give others a temporary home and in return, we get to experience the world in a much more authentic way.
Don't start by thinking about whether your apartment is nice enough. Start with a free cabinet compartment, fresh bed linen, and an honest message to your potential guests. The rest often falls into place surprisingly quickly – and perhaps you'll soon be planning the trip that would otherwise have remained just an idea due to high accommodation costs.
- About the Author
- Latest posts
On my travel blog Wandernotizen I'll take you along on our family trips around the globe. Between wanderlust and everyday chaos, you'll find honest travel reports, tips, and plenty of material to ignite your wanderlust. 🧭 ❤️ 🏝️