When Is It Time to Replace That? A Host’s Guide to Refreshing Essential Short-Term Rental Items

As a short-term rental host, your space is under constant use. Unlike a typical household, your furniture, linens, and everyday essentials are put through more wear and tear, often with less care. But how often should you replace key items to maintain guest satisfaction and avoid negative reviews? Below is a helpful guide on what to replace, how often, and the signs that it’s time for an upgrade.

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Mattresses – Every 7–10 Years

Even with mattress protectors, your rental’s mattress is one of the most heavily used items in your home. While the general rule is to replace a mattress every 10 years, short-term rentals may need more frequent updates—every 6–8 years—depending on guest turnover.

Also consider the climate and prevalence of unwanted guests: bugs. If you’re not already using a mattress protector, get one ASAP. There are few things worse than finding out from a guest you have an infestation. This Zippered Mattress Encasement is bug proof, waterproof, and machine washable.

Signs it’s time to replace:

Guests mention sagging or discomfort
You see visible dips or lumps
Noise or creaking from the springs

Tip: Consider rotating your mattress every 3–6 months to extend its life, and invest in a high-quality mattress protector.

Couches and Upholstered Furniture – Every 7–10 Years

Couches are big-ticket items, but they make a strong impression. In rentals, stains, flattened cushions, and odors can accumulate quickly. Even high-quality sofas can start to look tired after years of constant use. We stayed in an Airbnb in Galveston earlier this year and were hesitant to sit on the very tired and mis-shapen couch. It was gross. But what was maybe even worse, was the home slept 16 guests, our party had 9, and only 7 of us could fit on the couch at once (like totally shoulder to shoulder). No side chairs, not even a dining table or dining chairs!

When to replace:

Seat cushions lose firmness
Fabric is stained, faded, or torn
There are persistent smells that don’t come out with cleaning

Pro tip: Consider slipcovers to protect the upholstery and make interim refreshes easier.

Pillows – Every 1–2 Years

Pillows can harbor dust mites, bacteria, and body oils, even with pillow protectors. A good rule of thumb is to replace pillows annually, or every two years at most.

Signs they need replacing:

Lumpy or flat with no fluff
Yellowing despite washing
Guests complain of neck discomfort

Maintenance tip: Use pillow protectors and launder pillows every 3–6 months to prolong their lifespan. These Zippered Pillow Protectors are waterproof and machine washable.

Bath Towels – Every 1–2 Years

Towels lose their softness and absorbency with frequent washing. In a rental, where they’re washed after every guest, they wear out even faster.

Replace when:

They feel rough or stiff
Fraying edges or discoloration
Stains that won’t wash out

Best practice: Rotate your towel sets and keep extras on hand for last-minute swaps. As they wear out and/or become too stained for guest use, consider donating to your local humane society or pet shelter.

Kitchen Essentials – As Needed (Inspect Quarterly)

Kitchen tools like spatulas, pans, and utensils get nicked, melted, or broken. Run a quarterly inventory check and replace:

Chipped dishes
Warped pans
Melted utensils
Stained cutting boards
Dull knives

Bonus tip: Guests appreciate a clean sponge. Leave a new one with each stay and toss used ones. Yes, this creates additional waste and items going to the landfill – consider purchasing these Biodegradable and Compostable Natural Sponges, and I also cut them in half, which gives me twice as many sponges.

Broom, Mop, and Cleaning Tools – Every 6–12 Months

If you provide cleaning tools for guests or use them during turnover, they degrade faster than in a normal home. Replace them when:

Bristles are bent or frayed
Mop heads smell or look dirty even after washing
Handles are loose or cracked

Keeping these in good shape shows you value cleanliness and upkeep.

Décor and Accents – Every 3–5 Years (or as trends change)

While not strictly functional, dated or worn decor can make your rental feel tired. Replace:

Faded or outdated artwork
Scuffed lampshades
Rugs that are stained or curling at the corners
Stained or worn decorative pillow covers

A refreshed look can increase guest satisfaction, and your nightly rate. Another article you may enjoy is “Design Tips: How to Furnish and Decorate Your Short-Term Vacation Rental Like a Pro,” where I talk about building a foundation in neutrals, then adding pops of color and decor that can easily (and inexpensively!) be updated as trends change.

Final Thoughts: Replace Smart, Not Just Often

The goal isn’t to constantly spend, but to proactively maintain a standard of comfort and cleanliness that supports 5-star reviews. Create a replacement calendar, monitor guest feedback, and look at your items through fresh eyes. If you wouldn’t sleep on it, dry off with it, or cook with it, neither should your guests.

– KP