Sample Vacation Rental Agreements & Contracts
Whether you own a beach condo, mountain chalet, country cottage, or lake cabin, you should always send a copy of your booking confirmation, invoice, and vacation rental contract to your guests upon confirming their reservations. Your vacation rental agreement outlines what is expected of each party and should help you and your guests feel more comfortable entering into this transaction.Remember: Do not accept a payment without the completed and signed short-term rental agreement. These forms are equally as important as payment.
You should use these forms only as a model. Download our printable and editable versions of the sample booking confirmation, invoice and vacation rental contract to add information regarding your specific vacation rental property and its hazards.
It is very important to have your attorney review your rental rules agreement/contract to ensure that the terms and conditions of your contract comply with the state and local laws, as well as with the rules and covenants specific to your vacation rental property's location.
Booking Confirmation
Dear Mr. Guest,
Thank you for choosing our cabin for your vacation. We hope that you have a pleasant stay.
The cabin is located at:
2009 Log Cabin Drive
Sevierville, TN 12345
Phone 555-123-4567
Your confirmation is as follows:
Check-in date: 10/17/2009 after 3pm EST (No early check-in please)
Check-out date: 10/24/2009 by 10am EST
Number of adults: 2
Number of children: 2
Number of dogs: 0
After I receive your $200 deposit, your bill and payment schedule are as follows:
$1581.75 (Total) = $1350 (rental rate) + $75 (cleaning fee) + $156.75 (11% Tax)
1st payment of $790.87 due August 17, 2009 (60 days prior)
2nd payment of $790.88 due October 10, 2009 (14 days prior)
Please sign and return the rental rules outlined below. As soon as I receive your final payment, I will send/call the lock box/key instructions.
Thanks, and have a great vacation!
Mary and Jim Homeowner
Invoice
Jim & Mary Homeowner
1234 Main Street
Indianapolis, IN 98765
Email: jimandmary@gmail.com
Website: http://www.OurVacationRentalWebsite.com
317-XXX-XXXX (Home)
317-XXX-XXXX (Jim's cell)
317-XXX-XXXX (Mary's cell)
317-XXX-XXXX (Fax)
June 16, 2009
Check-In Date: October 17, 2009 after 3pm CST (No early check-in please)
Checkout Date: October 24, 2009 by 10am CST (No late checkout please)
Number of Guests: 2 adults, 2 children, 0 pets
Property Address:
2009 Log Cabin Drive
Sevierville, TN 12345
|
Fees: |
Amount: |
Date Paid: |
| Security Deposit | $200.00 | PAID: 6/16 on MC 1234 |
| Rental Rate | $1350.00 | |
| Cleaning Fee | $75.00 | |
| Taxes (11%) | $156.75 | |
| Total Rental Payment DUE: | $1581.75 | |
| Payment Summary: |
Amount: |
Date Paid: |
| 1st Payment, due 8/17/2009 | $790.87 | |
| 2nd Payment, due 10/10/2009 | $790.88 | |
| Balance Due: | $1581.75 |
Payment Methods Accepted:
Visa, MasterCard, DiscoverPersonal Checks made payable to Jim & Mary Homeowner
Rental Agreement
Note: Clauses with Option A and Option B provide two different alternatives to suit the needs of your particular property.
ADDRESS: 2009 Log Cabin Drive, Sevierville, TN 12345. Phone: 555-123-4567
CHECK-IN TIME is AFTER 3 P.M. CST AND CHECKOUT is 10 A.M. CST. NO Early Check-in or late checkout.
This is a NON SMOKING unit.
PETS -
Option A) PETS are not permitted in rental units under any conditions.
Option B) PETS are permitted in rental cabins only with prior approval. $50 per pet fee applies. All pets must be leashed at all times. Pet owners are responsible for cleaning up any/all pet refuse. Pets are not allowed on furniture at any time. Any evidence of pets on furniture may incur extra cleaning fees. All pets must be up-to-date on rabies vaccinations and all other vaccinations. Heartworm prevention is highly recommended. All pets are to be treated with Advantage or similar topical flea and tick repellent three (3) days prior to arrival. Fleas and ticks are very rampant in this area and can cause harmful/fatal illness to humans and pets. All items above are the sole responsibility of the pet owner. The cabin owners assume no responsibility for illness or injury that humans or pets may incur while on the premises. (Also see our Sample Pet Addendum.)
DAMAGE/RESERVATION DEPOSIT - A reservation deposit of $200 is required. This must be received within five (5) days of booking the reservation. The deposit automatically converts to a security/damage deposit upon arrival. The deposit is NOT applied toward rent; however, it is fully refundable within (14) days of departure, provided the following provisions are met.
• No damage is done to unit or its contents, beyond normal wear and tear.
• No charges are incurred due to contraband, pets or collection of rents or services
rendered during the stay.
• No charges are incurred due to contraband, pets or collection of rents or services
rendered during the stay.
• All debris, rubbish and discards are placed in dumpster, and soiled dishes are placed in
the dishwasher and cleaned.
• All keys are left on the kitchen table and unit is left locked.
the dishwasher and cleaned.
• All keys are left on the kitchen table and unit is left locked.
• All charges accrued during the stay are paid prior to departure.
• No linens are lost or damaged.
• No early check-in or late checkout.
• Parking passes are left inside the unit upon departure.
• The renter is not evicted by the owner (or representative of the owner), the local law
enforcement, or the security company employed by My Community.
PAYMENT – An advance payment equal to 50% of the rental rate is required 60 days before arrival. The advance payment will be applied toward the room rent. Please make payments via credit card or personal checks payable to [Your Name.] The advance payment is not a damage deposit. The BALANCE OF RENT is due fourteen (14) days before your arrival date.• No linens are lost or damaged.
• No early check-in or late checkout.
• Parking passes are left inside the unit upon departure.
• The renter is not evicted by the owner (or representative of the owner), the local law
enforcement, or the security company employed by My Community.
CANCELLATIONS –
Option A) CANCELLATIONS — A sixty (60) day notice is required for cancellation. Cancellations that are made more than sixty (60) days prior to the arrival date will incur no penalty. Cancellations or changes that result in a shortened stay, that are made within 60 days of the arrival date, forfeit the full advance payment and reservation deposit. Cancellation or early departure does not warrant any refund of rent.
Option B) CANCELLATIONS — Cancellations that are made more than sixty (60) days prior to the arrival date are subject to a 5% cancellation fee or $50, whichever is greater. Cancellations or changes that result in a shortened stay, that are made within 60 days of the arrival date, forfeit the full advance payment and reservation deposit. Cancellation or early departure does not warrant any refund of rent.
MONTHLY RESERVATION CANCELLATIONS – Monthly renters must cancel one hundred twenty (120) days prior to check-in. Monthly renters who make a change that results in a shortened stay must be made at least ninety (90) days prior to check-in.MAXIMUM OCCUPANCY – The maximum number of guests is limited to eight (8) persons. An additional charge or $10.00 per person per night for guests in addition to eight (8) will be assessed.
MINIMUM STAY – This property requires a three (3) night minimum stay. Longer minimum stays may be required during holiday periods. If a rental is taken for less than three days, the guest will be charged the three-night rate.
INCLUSIVE FEES – Rates include a one-time linen & towel setup. Amenity fees are included in the rental rate.
NO DAILY HOUSEKEEPING SERVICE –
Option A) NO DAILY HOUSEKEEPING SERVICE – While linens and bath towels are included in the unit, daily maid service is not included in the rental rate. However, it is available at an additional rate. We suggest you bring beach towels. We do not permit towels or linens to be taken from the units.
Option B) NO DAILY HOUSEKEEPING SERVICE – While linens and bath towels are included in the unit, daily maid service is not included in the rental rate. However, it is available at an additional rate. We do not permit bath towels or linens to be taken from the units, but we provide extra beach towels for your use.
RATE CHANGES – Rates subject to change without notice.FALSIFIED RESERVATIONS – Any reservation obtained under false pretense will be subject to forfeiture of advance payment, deposit and/or rental money, and the party will not be permitted to check in.
WRITTEN EXCEPTIONS – Any exceptions to the above mentioned policies must be approved in writing in advance.
PARKING –
Option A) PARKING PASSES – Parking passes are located inside the unit. Renters must display parking pass on the rear view mirror at all times. Failure to display may result in towing of vehicle at renter's expense. Leave the parking passes inside the unit upon departure.
Option B) PARKING – Parking is limited to two (2) vehicles. Vehicles are to be parked in designated parking areas only. Parking on the road is not permitted. Any illegally parked cars are subject to towing; applicable fines/towing fees are the sole responsibility of the vehicle owner.
HOT TUB – No children under the age of 12 permitted in hot tubs at any time. When using the hot tub, remember there is a certain health risk associated with this facility. Use at your own risk. Our housekeepers drain, sanitize, refill and replenish chemicals in all tubs prior to your arrival; therefore, it may not be warm until later that evening. DO NOT STAND ON THE HOT TUB COVERS. Hot tub covers are for insulation purposes and are not designed to support a person or persons. They will break, and you may be charged for replacement. Remember when not using the hot tub, leave cover on so hot tub will stay warm.FIREPLACES – The fireplace is a non-vented propane gas log fired firebox. Please do not throw any paper or other combustible materials in the fireplace. Fireplaces are turned off from April 15-September 15; they are not operational during this time of the year.
WATER AND SEPTIC – These cabins are on wells and septic systems. The mineral content in the water is high. During a drought, the well water may have an odor. The septic system is very effective; however, it will clog up if improper material is flushed. DO NOT FLUSH anything other than toilet paper. No feminine products should be flushed at anytime. If it is found that feminine products have been flushed and clog the septic system, you could be charged damages of up to two hundred dollars ($200).
STORM POLICY –
Option A) HURRICANE OR STORM POLICY – No refunds will be given unless:
• The state or local authorities order mandatory evacuations in a "Tropical
Storm/Hurricane Warning area" and/or
• A "mandatory evacuation order has been given for the Tropical Storm/Hurricane
Warning" area of residence of a vacationing guest.
• The day that the authorities order a mandatory evacuation order in a "Tropical
Storm/Hurricane Warning," area, we will refund:
Storm/Hurricane Warning area" and/or
• A "mandatory evacuation order has been given for the Tropical Storm/Hurricane
Warning" area of residence of a vacationing guest.
• The day that the authorities order a mandatory evacuation order in a "Tropical
Storm/Hurricane Warning," area, we will refund:
o Any unused portion of rent from a guest currently registered;
o Any unused portion of rent from a guest that is scheduled to arrive, and wants to shorten the stay, to come in after the Hurricane Warning is lifted; and
o Any advance rents collected or deposited for a reservation that is scheduled to arrive during the "Hurricane Warning" period.
o Any advance rents collected or deposited for a reservation that is scheduled to arrive during the "Hurricane Warning" period.
Option B) STORM POLICY/ROAD CONDITIONS – No refunds will be given for storms. Mountain roads can be curvy and steep. Gravel drives are well maintained; however, we highly recommend four wheel drive and/or chains during the snow months. We do not refund due to road conditions.
TRAVEL INSURANCE – We highly recommend all guests purchase travel insurance. If you wish to purchase travel insurance, go to www.InsureMyTrip.com for details and to purchase.
All of the cabins are privately owned; the owners are not responsible for any accidents, injuries or illness that occurs while on the premises or its facilities. The Homeowners are not responsible for the loss of personal belongings or valuables of the guest. By accepting this reservation, it is agreed that all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premise.
CREDIT CARD AUTHORIZATION –
If you wish to use a credit card for this rental, please provide the following information
Name on Credit card:
______________________________________________________________________
Credit card billing Address:_________________________________________________
City_______________________________ State ___________ Zip Code___________
Type of Credit Card: Master Card/Visa
Credit Card Number________________________________________
Exp date_____________ CVV (Security) Code _____________
I hereby give permission to charge my credit card for the amounts above. I agree that all rental monies are non-refundable per cancellation policy above. I have read my rights to purchase travel insurance.
By Signing Below, I agree to all terms and conditions of this agreement.
Sign________________________________________________ Date_____
*Use this sample lease agreement form only as a model. Add information regarding your vacation rental property and its hazards and have your attorney review your rental rules contract to ensure that the terms and conditions of your contract comply with the state and local laws.
Download our printable and editable versions of the sample booking confirmation, invoice and vacation rental contract to add information regarding your specific vacation rental property.
|
© Copyright HomeAway, Inc. 2006 |
Updated: November 11, 2009 |
Owners Speak
What advice do you have about rental leases and contracts for other owners?
"I had the same thing happen to me but the family was one day early and they had not returned their contract — even though I had requested it numerous times. They also had not sent in their rental fee, only their deposit. They told me that they had stopped to fax the agreement to my office and wired the money to my account. Both were a lie. When they arrived a day early, I had to arrange for them to have a hotel room 2 blocks away and I got them a special rate. The following day I made arrangements for the cleaning crew to get in early and I met them early. Imagine my surprise when they called me and said they changed their mind, wanted their deposit back because after looking at the house they decided that 4 houses to the beach was too far for their children 7 & 12 to walk and they were going to stay at the hotel which was 2 blocks from the beach. Since they had paid through PayPal, they have requested to have their deposit refunded and I am sure that PayPal will do so. We sat with a loss for both the deposit and the week's rental. We have learned just to look the other way and remember that the majority of our renters are wonderful people who come back over and over again. There is always a problem customer in every business. Nothing is 100% perfect. Nobody ever promised us a rose garden. Hope this response helps." Tennessee, Juno Beach, Fla. (VacationRentals.com)
"Last year I rented to a family from N.Y. who had signed a lease for a one-week stay, the 10-17th. On the 2nd they called me about their trip to inquire about the area. I wished them well on their vacation for the following week and made some suggestions of activities. They knew the cottage was rented from the 3rd -10th . We had talked about it. Imagine my surprise when they came a week early and unloaded all their belongings in the house while the legitimate tenants were out having dinner. They were furious that the house was a mess, (the others were living there for their week's rental) and they demanded a refund. I was happy to show him his lease with the dates clearly marked as being the 10th -17th. I told them their cottage would be available for the agreed-upon dates and offered them an alternate time if they were unable to stick to their dates. They refused to leave the premises and were still there when the rightful renters came back. The police had to be called and I was thankful that I had the signed lease in hand. The man was so upset he vowed never to set foot on Cape Cod again when it was his own fault and we had even talked less than 24 hours prior to him getting in the car and making the 4 hour drive from N.Y. You can bet his wife gave him an earful on the ride home." Fran, Cape Cod, Mass.
"Add a provision to the contract (in bold, just before the signature line) where the lessee testifies that he/she is of legal age to enter into a contract in the State/Commonwealth of (name)." Michael, Washington, N.H. (VRBO #56623)
