You’ve got a confirmed booking! Your Guests are about to arrive and head off on their adventure. Before they depart, it’s required that you, as the Host, document the condition your RV is in before handing over the keys.
We strongly recommend you complete this documentation using the improved Outdoorsy key exchange process in the Host app. This process ensures all Outdoorsy claims have timestamped pre-trip photos and the necessary digital sign-offs (which fulfill the requirement for the RV Departure and Return Forms) should an accident happen on the road.
Before you take photos
Before you take RV photos, please note that the required way to document your rental photos for successful claims processing is by using your Outdoorsy Host app. Using the in-app camera ensures that we get to have:
- Trustworthy Evidence
- The in-app camera is designed to automatically record a non-editable timestamp, date, and location for every photo, providing verifiable evidence that protects both Hosts and Guests in the event of a claim.
Not just that! The new and improved in-app camera also provides:
- Offline Resilience
- The lack of strong internet connectivity is not a problem anymore! We’ve specifically designed the photo capture process to be fully operational even in areas with no Wi-Fi or cellular service. Your photos and data will be saved locally, and you can upload them later when you reconnect to reliable internet.
- Personalized Photo Descriptions
- After you snap a photo, you have the option to tag it to reflect if it's on the exterior or interior of the RV, as well as add a custom caption or flag the image to indicate pre-existing damage. This helps you and the claims team quickly identify and categorize photos.
When you take photos
To get you an easier time taking your RV photos before your Guest rolls out, here’s a handy list of the pics you need to take:
Exterior:
- Front of RV
- Back of RV
- Both sides
- Roof
- Undercarriage
- Any pre-existing damage
- Tires
Interior:
- Dashboard
- Tank Levels
- Odometer
- Each room or space
- Floors
- Beds
Snap some pictures, get them uploaded, and you’re ready to send your Guests on their merry way!
What photos do I need to take when a Guest returns my RV?
You’ll need to take the same photos (listed above) that you took when your Guest departed while completing the Post-Trip key exchange process. This ensures you have proof if the Guest caused damage to your RV during the rental period—just be sure you let us know if you need to file a claim as soon as possible so we can guide you through the claims process!
Had your photos taken outside the app?
Please note that photos are required to be taken with the in-app camera, in order to document your rental in case of an insurance claim. As of February 1st, 2026, it is now mandatory for both parties to use the app for their rental documentation and key exchange, in order to ensure a more reliable process.
Want to know more about the newly digitized key exchange process?
To help you visualize the process, we have created a video to walk you through the digital key exchange steps from a Host's perspective.
Feel free to also visit the Digital RV Departure Walkthrough Checklist for Hosts article for more information on the newly improved process.