Pre-Application Research Checklist
Complete these before spending time on the application itself. Skipping these steps is the most common cause of wasted effort.
- Confirm your property's actual jurisdiction using the county GIS parcel viewer (not your mailing address)
- Identify the correct permit office — city planning/zoning, county planning/zoning, or state DBPR (Florida)
- Check whether your zone is eligible for the permit type you need (especially non-owner-occupied)
- Verify no HOA or condo association restrictions prohibit short-term rentals at your property
- Confirm permit availability if your jurisdiction uses caps or waitlists
- Note the current permit fee, renewal fee, and any separate inspection fee
- Ask whether a business license is required separately from the STR permit
- Identify the local lodging/occupancy tax rate and registration office
Document Preparation Checklist
Gather all of these before submitting your application. Missing documents are the #1 cause of application processing delays.
- Current deed or title showing your ownership of the property
- Most recent property tax statement (with parcel number)
- Completed permit application form (download from the county/city website)
- Certificate of insurance naming the property as short-term rental / vacation rental — minimum $300,000 liability is typical, though requirements vary
- Floor plan or sketch showing bedroom count and sleeping areas (required by many jurisdictions)
- Maximum occupancy calculation (typically 2 persons per bedroom, but verify locally)
- Designated local contact name and phone number (24/7 availability required in some markets)
- For owner-occupied permits: proof of primary residency (driver's license, voter registration, or recent utility bill at property address)
- Parking plan or diagram (required in some Florida and California counties)
- Pool/hot tub safety documentation if applicable (fencing, locking cover, depth signage)
Fire Safety Inspection Prep Checklist
Use this before scheduling your inspection — not after you fail it. Most inspection failures are preventable.
- Smoke detector installed in every bedroom
- Smoke detector installed outside every sleeping area (hallway)
- Smoke detector installed on every floor of the property
- Carbon monoxide detector installed near sleeping areas (required if any gas appliances, attached garage, or fireplace)
- Fire extinguisher in kitchen area — current inspection tag, not expired
- Additional fire extinguisher(s) on each additional floor if multi-story
- All bedroom windows meet egress requirements (openable area ≥5.7 sq ft; note: loft "bedrooms" commonly fail this)
- All exit doors open freely from inside without tools or keys
- Emergency contact information posted visibly inside property
- Property's physical street address posted visibly inside for emergency responders
- Pool gate self-closes and self-latches if property has a pool (where required)
- No blocked or obstructed emergency egress paths
- For California fire areas: defensible space cleared per PRC 4291 (100-foot clearance or to property line)
Tax Registration Checklist
Your STR permit does not handle tax registration — that's a separate step with a different office.
- Register with your state revenue department for sales tax on rental income (if applicable in your state)
- Register with your county tax collector or assessor for local Transient Occupancy Tax (TOT) or Tourist Development Tax (TDT)
- Confirm whether your booking platform (Airbnb, VRBO) remits state and local taxes automatically in your jurisdiction — this varies by county
- Set up a system for recording gross rental income by month for tax filing purposes
- Note your local tax filing frequency — quarterly is most common, but monthly is required in some high-volume jurisdictions
- Register for a Tennessee business tax account if operating in Tennessee (free, but required)
- Obtain Florida DBPR license before local registration if operating in Florida
Annual Renewal Checklist
Set calendar reminders 60 days before your permit expiration date. Use this at T-60.
- Note exact expiration date from your permit certificate
- Set calendar reminder 60 days before expiration
- Download current renewal application form (forms sometimes change year to year)
- Request updated certificate of insurance from your insurer — allow 5–10 business days
- Check for any outstanding code violations against the property
- Review whether a reinspection is required for this renewal cycle (typically every 1–2 years in inspection jurisdictions)
- If reinspection required: schedule inspection appointment immediately at T-60 (slots fill quickly)
- Walk the property using the fire safety inspection checklist above before any reinspection
- Submit renewal application and fee at T-45 or earlier
- Confirm receipt of renewal application by the county
- When renewed permit certificate arrives: update permit number in all Airbnb/VRBO listing settings if the number has changed
- File copy of renewed permit in your property records folder
Recommended Tool
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Use your browser's print function (Ctrl+P or Cmd+P). Select "Print backgrounds" for best results. The checklist boxes print clearly on standard letter paper. This checklist covers the most common requirements across U.S. jurisdictions — your specific county may require additional steps. Always verify locally.
This checklist provides general guidance based on common STR permit requirements. Requirements vary by jurisdiction. Always verify current requirements with your specific county or city permit office before submitting any application.