After you've screened your potential renters over the phone and verbally confirmed your rates and available dates, you'll want to put it in writing with an e-mailed booking confirmation, an invoice, and a copy of your rental agreement for your guests to sign.

To do so, you'll need to get the following information from your guests:

 Name:
 Address:
 Home phone:
 Cell phone: (that guests will be bringing with them on the trip)
 Email:

 Number of adults:
 Number of children:
 Number of pets:

 Check-in date:
 Check-out date:
 Estimated arrival time:
 How are you arriving? (Plane/Car/Boat)

 Special requests: (Baby gear rental, etc.)

 Payment method: In addition to confirming the amount of the reservation deposit, you'll want to confirm how (credit card, check, or another method) and when the balance will be paid.

(For more information about methods of payment, see How to Accept Payment.)

 Payment schedule: Typically you should break the payment up into at least two equal installments. You should receive the first payment about 60 days prior to the rental date, and receive the final balance between 14 and 30 days prior to the rental date. This provides plenty of time for funds to clear before you send directions, keys, or lockbox codes.

For example:
After I receive your $200 deposit, your bill is as follows:
Total bill $1581.75 = $1350 (rental rate) + $75 (cleaning fee) + $156.75 (11% Florida Tax)
1st payment of $790.87 due April 19, 2009 (60 days prior)
2nd payment of $790.88 due June 5, 2009 (14 days prior)

Convert to a PDF: Before e-mailing your invoice, you should convert the document to a PDF file. PDF files are easier to open across platforms and operating systems, and guests cannot easily change the contents of the documents themselves.

(For instructions, see How to Convert a Word Document to a PDF.)

Sample Forms Available for download:

Vacation Rental Invoice/Confirmation

Vacation Rental Rules Agreement/ Contract I (Beach Property)

Vacation Rental Rules Agreement/ Contract II (Mountain Property)

Credit Card Authorization Form

Sample Forms & Checklists for Vacation Rentals Downloadable forms, checklists and contracts to help you manage your vacation home rental   Security Deposit Guidelines for Vacation Rentals Helpful guidelines to follow for handling deposits for your rental   Guidelines for Communicating with Renters Learn how to create thorough rental agreements, directions, and inquiry responses   Checklist for Creating a Thorough Rental Agreement Use this checklist to sort through your own rental agreement and be sure you have all the necessary clauses

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