| There are several useful books on the market. One is | | | | loss of the deposit - be specific and detailed. State |
| Cliff Roberson's The Landlord's Book of Forms and | | | | that the deposit is fully refundable within, say, 15 |
| Agreements (McGraw Hill, 2006) which features | | | | days of departure providing certain conditions are |
| several examples of agreements and a CD with | | | | met - lay out those conditions in detail. |
| several downloadable forms that you can adapt to | | | | Make sure you inspect the property before your |
| your situation. The book also provides well-organized | | | | next guest arrives and before you refund the |
| information on such topics as rights and | | | | deposit. Ask your attorney to advise you of any |
| responsibilities, liability issues, tenant screening | | | | laws regarding deposits and respect those laws. If |
| companies, a list of provisions that are prohibited in | | | | you withhold part or all of the deposit, you need to |
| rental agreements and a glossary of legal terms. | | | | be able to justify your action, so remember to keep |
| Another useful reference is Christine Hrib Karpinski's | | | | the invoices for repairs or purchases made to replace |
| How to Rent Vacation Property by Owner which | | | | items. |
| provides good examples of rental rules and | | | | - Cancellation / refund policy - List possible scenarios - |
| regulations and more. | | | | natural disaster, medical emergency, death in the |
| At the very least, your rental agreement should | | | | family, etc. - and explain your policy for each case |
| include articles dealing with the following areas: | | | | should such an event prevent your guest from |
| 1. Your contact information | | | | honoring the booking. As a general rule, the security |
| 2. Property information - Address, phone number, | | | | deposit is not refundable and you may even want to |
| email address if one exists for your rental property, | | | | charge an additional penalty should your guest cancel |
| parking information | | | | within 60-90 days of the arrival date, unless you are |
| 3. Information specific to your guest's stay - You | | | | able to rebook those dates. |
| might want to present this information in a frame | | | | - Penality for late check-out |
| that stands out: | | | | - Rate change policy |
| - Name and full address of person who booked and | | | | - Payment instructions - Provide instructions for |
| will sign the contract | | | | paying by check (mailing address, returned check |
| - Number of persons booked | | | | fee) or by credit card (which cards are accepted, |
| - Check-in and check-out dates and times | | | | etc.) |
| 4. Restrictions - Age, maximum occupancy, minimum | | | | - Detailed invoice - Include your invoice as an |
| stay, etc. | | | | appendix of your rental agreement, but you should |
| 5. Rules and policies - This is a good place to use the | | | | also provide it as a separate document - to be signed |
| appendix technique we proposed earlier. Cover all | | | | by your guest and returned to you as confirmation |
| your rules - one policy per appendix - including noise, | | | | that he understands and accepts your invoice. It is |
| pets, smoking, fire safety, garbage disposal, use of | | | | friendlier to present your invoice in the form of a |
| hot tub or pool, BBQ, etc. In the agreement itself, | | | | dated, personal letter. The letter / invoice should |
| introduce this section with a short, general text that | | | | include the following points: |
| explains why these policies are important and list | | | | * Thank your guest for choosing your property and |
| them. Then refer your guest to the specific policies | | | | wish him a pleasant vacation. |
| that apply to him, such as your policy on pets. | | | | * Repeat the full name, address and phone number |
| Remember to include information and policies | | | | of your guest and at your property. |
| regarding the use of any public facilities in your | | | | * State check-in and check-out dates and times and |
| building or complex, such as a swimming pool or | | | | the number of guests |
| workout room. Add a warning that says that you | | | | * Provide billing information including any details that |
| cannot be held responsible should any of those | | | | could avoid questions: reservation deposit (convertible |
| facilities, over which you have no control, be | | | | to damage deposit), rental balance (show rental rate), |
| inaccessible during your guest's stay. Include | | | | taxes (and tax rates) and all refundable or non |
| elevators, alarm systems, etc. Stipulate that you will | | | | refundable fees such as damage deposit or damage |
| not give refunds or discounts in such cases. | | | | waiver fee, pet deposit or fee, cleaning fee, fees for |
| You could post a friendlier version of your rules and | | | | heating the pool or cleaning the hot tub, amenity fee |
| policies near your hot tub, pool and other appliances. | | | | (for access to facilities on the grounds such as tennis |
| Your rental agreement is a legal document but the | | | | or golf), etc. |
| version your guest will see everyday could have a | | | | * Explain your payment schedule for deposits and |
| more welcoming and friendly tone. | | | | rental costs - usually two equal payments, one 60 |
| 6. Weather and other events out of your control - | | | | days prior to arrival and the final payment, 15-30 |
| List these events and for each, clarify under which | | | | days prior, unless the booking is last-minute - in that |
| precise circumstances you will or will not make | | | | case, you should insist on full payment. |
| refunds - be as detailed as possible. | | | | * Mention that you will provide further instructions |
| 7. Check-out rules - Clarify what you expect of your | | | | (keys, directions) as soon as you receive final |
| guest at departure time: | | | | payment. |
| - Check-out time and penalty for late check-out - | | | | * Ask your guest to return to you by mail signed |
| you'll save yourself a lot of trouble by not allowing | | | | copies of the invoice, the "Credit Card Authorization" |
| early check-ins and late check-outs. | | | | form (or a check) and the rental agreement. |
| - Housekeeping procedure | | | | - "Credit Card Authorization" form - Create a form |
| - Where to leave keys | | | | with these fields: name appearing on the credit card, |
| - Damage deposit refund deadline | | | | guest's billing address, type of card, credit card |
| 8. Payment details - Part of this section will be | | | | number, expiration date, a signature line and date plus |
| standard information provided to all your guests, | | | | an authorization statement such as this one: "I |
| some may be specific to this particular guest. There | | | | hereby give permission to charge my credit card for |
| may be some repetition with other articles but it is | | | | the amounts indicated. I agree that all rental amounts |
| important to consolidate all monetary details under | | | | are non-refundable as per the cancellation policy. I |
| this article. | | | | have read and agree to the terms and conditions of |
| - Reservation deposit - State the amount of the | | | | the rental agreement." You could also recommend |
| deposit and the purpose - the reservation deposit is | | | | paying through Paypal. |
| required to secure the booking. You should convert | | | | 9. Special arrangements / exceptions - Use this |
| this deposit into the damage deposit. If more than | | | | normally blank section to note the results of any |
| one deposit is involved, specify the date of the | | | | discussions or negotiations you had with your guest. |
| second deposit. | | | | When your guest reviews the rental agreement, this |
| - Damage (security) deposit guidelines and refund | | | | is where he would indicate any requested |
| policies - Inform your guest that you have inspected | | | | modifications or clarifications which you can agree to |
| your property prior to his arrival and have found | | | | or refuse. |
| everything to be in order, and that should he | | | | 10. Legal age statement - Just before the signature |
| discover upon arrival either damage or a missing item, | | | | line, add an article stating that the renter testifies |
| he must immediately advise you. State the amount | | | | that he is of legal age to sign a contract in your |
| of your damage deposit and explain its purpose. Lay | | | | district. |
| out exactly what you mean by violations of your | | | | 11. |
| policies and how they could lead to a partial or full | | | | |