These rental leases or contracts should be emailed to your renters upon booking your vacation rental property regardless of whether you own a beach condo, mountain chalet, country cottage, lake cabin, teepee, or tree house.  Remember: Do not accept a payment without the completed agreements. These forms are equally as important as payment.  Whether you call it a rental agreement, rental contract, or rental lease-- it's the same thing: a contract between you and your renters regarding what is expected of each of you.

Download the forms as Word Documents:

Sample Rental Invoice

Sample Rental Agreement/Contract I (Beach Condo Property)

Sample Rental Agreement/Contract II (Mountain Cabin Property)

Sample Rental Agreement/Contract III (Beach Condo, Updated Cancellation Policy)

Sample Rental Agreement/Contract IV (Mountain Cabin, Updated Cancellation Policy)

Use these sample lease agreement forms only as a model, you will want to add information regarding your vacation rental property and its hazards. Since I am not an attorney, 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.  

http://www.howtorentbyowner.com/RentalRules.htm

Rental Invoice/Confirmation:

January 25, 2006
Dear Mr. and Mrs. Guest,

Thank you for choosing our condominium for your vacation. We hope that you have a pleasant stay. The unit is located in the My Resort complex at 4567 Scenic Drive, Destin, Florida 3254, Unit #1234, Phone #850-654-3210.

Your confirmation is as follows:

Check-in date: June 19, 2006 after 3pm CST (No early check-in please)
Check-out date: June 26, 2006 by 10 am CST (no late check-out )
Number of people in party: 2 adults, 2 children

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, 2004 (60 days prior)
2nd payment of $790.88 due June 5, 2004 (14 days prior)

As soon as I receive your final payment, I will send/call the lock box/key instructions.

Please sign and return 1 copy of this confirmation, and 1 copy of the rules.

Thanks! Have a great Vacation!
Christine

Signature_______________________________date__________

Rental Rules Agreement/ Contract I (Beach Property):

My Resort complex
4567 Scenic Drive, Destin, Florida 3254, Unit #1234, Phone #850-654-3210.

1. CHECK-IN TIME IS AFTER 3 P.M. CST AND CHECK-OUT IS 10 A.M. CST.
NO Early Check-in or late check-out.

2. This is a NON SMOKING unit.

3. Pets are not permitted in rental units under any conditions.

4. We will not rent to vacationing students or singles under 25 years of age unless accompanied by an adult guardian or parent.

5. DAMAGE/RESERVATION DEPOSIT- A damage/reservation deposit of $200 is required. This must be received within seven (7) 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.

a. No damage is done to unit or its contents, beyond normal wear and tear.
b. No charges are incurred due to contraband, pets or collection of rents or services rendered during the stay.
c. All debris, rubbish and discards are placed in dumpster, and soiled dishes are placed in the dishwasher and cleaned. One load of laundry is started.
d. All keys are left on the kitchen table and unit is left locked.
e. All charges accrued during the stay are paid prior to departure.
f. No linens are lost or damaged.
g. NO Early check-in or late check-out.
h. Parking passes are left inside the unit upon departure.
i. The renter is not evicted by the owner (or representative of the owner), the local law enforcement, the security company employed by My Complex.

6. 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 in the form of traveler's checks, bank money orders, cashiers checks 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.

7. 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 damage/reservation deposit. Cancellation or early departure does not warrant any refund of rent or deposit.

8. 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.

9. MAXIMUM OCCUPANCY- The maximum number of guests per condominium 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. THIS PROPERTY REQUIRES A THREE (3) NIGHT MINIMUM STAY.

10. 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.

11. INCLUSIVE FEES – Rates include a one-time linen-towel setup. Amenity fees are included in the rental rate.

12. NO DAILY MAID SERVICE – While linens and bath towels are included in the unit, daily maid service is not included in the rental rate however 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.

13. RATE CHANGES – Rates subject to change without notice.

14. 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.

15. WRITTEN EXCEPTIONS – Any exceptions to the above mentioned policies must be approved in writing in advance.

16. 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.

17.HURRICANE OR STORM POLICY – No refunds will be given unless:

a. The National Weather Service orders mandatory evacuations in a "Tropical Storm/Hurricane Warning area" and/or
b. A "mandatory evacuation order has been given for the Tropical Storm/Hurricane Warning" area of residence of a vacationing guest. The day that the National Weather Service orders a mandatory evacuation order in a "Tropical Storm/Hurricane Warning," area, we will refund:

1. Any unused portion of rent from a guest currently registered,
2. Any unused portion of rent from a guest that is scheduled to arrive, and wants to shorten their stay, to come in after the Hurricane Warning is lifted; and
3. Any advance rents collected or deposited for a reservation that is scheduled to arrive during the "Hurricane Warning" period.

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.

Signature:_______________________________________________Date____________

Rental Rules Agreement/ Contract II (Mountain Property):

The cabin, is located at 1234 Mountain Road Sevieville, TN 37862, Phone 000-123-4567

1. CHECK-IN TIME IS AFTER 3 P.M. EST AND CHECK OUT IS 10 A.M. EST.   NO Early Check-ins.

2. This is a NON SMOKING cabin.

3. Pets are permitted in rental cabins only with prior approval.  $50 per pet fee applies.  All pets must be leashes at all times.  Pet owners are responsible for cleaning up of 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 preventive 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 tick 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 may incur to pets or humans while on the premises.  

4. We will not rent to vacationing students or singles under 25 years of age unless accompanied by an adult guardian or parent.

5. DAMAGE/RESERVATION DEPOSIT- A damage/reservation deposit of $200 is required. This must be received within 2 (2) 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.

a.    No damage is done to cabin or its contents, beyond normal wear and tear.
b.    No charges are incurred due to contraband, pets or collection of rents or services rendered during the stay.
c.    All debris, rubbish and discards are placed in refuse containers outside, and soiled dishes are placed in the dishwasher and cleaned. One load of laundry is started.
d.    All keys are left in the lock box and cabin is left locked.
e.    All charges accrued during the stay are paid prior to departure.
f.    No linens are lost or damaged.
g.    NO Early check-in or late check out. 

6. 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 in the form of traveler's checks, bank money orders, cashiers checks or personal checks payable to Christine Karpinski. The advance payment is not a damage deposit. The BALANCE OF RENT is due fourteen (14) days before your arrival date.

7. 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 damage/reservation deposit. Cancellation or early departure does not warrant any refund of rent or deposit.

8. 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.

9. MAXIMUM OCCUPANCY- The maximum number of guests per cabin is limited to six (6) persons.  An additional charge or $10.00 per person per night for guests in addition to six (6) will be assessed.
THIS PROPERTY REQUIRES A THREE (3) NIGHT MINIMUM STAY; 4 nights during peak and holiday seasons.

10. 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.

11. INCLUSIVE FEES – Rates include a one-time linen-towel setup. Amenity fees are included in the rental rate.

12. NO DAILY MAID SERVICE – While linens and bath towels are included in the cabin, daily maid service is not included in the rental rate however is available at an additional rate. We suggest you bring your own beach towels. We do not permit towels or linens to be taken from the cabins.

13. RATE CHANGES – Rates subject to change without notice.

14. 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.

15. WRITTEN EXCEPTIONS – Any exceptions to the above mentioned policies must be approved in writing in advance.

16. 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 and is the sole responsibility of the vehicle owner.

17. Hot Tubs – No children under the age of 12 permitted in hot tubs at any time.  When using the hot tub, remember there is 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 till later that evening. Hot tub covers are for insulation purposes and are not designed to support a person or persons. DO NOT STAND ON THE HOT TUB COVERS, 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.

18. 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.

19. 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.
 
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.
 
Signature:_______________________________________________Date__________

Credit Card Authorization Form

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_____________
 
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.
 
Signature_____________________________________________Date_______________
 
Pet Policy
For a sample pet policy addendum to include with your rental contract, go to The Humane Society's website or www.RentWithPets.org 

© Christine Karpinski 2006

Policies & Procedures    Rental agreements, sample contracts/leases, security deposits, best practices, and written communications with renters of your vacation rental home.

Security Deposit Guidelines for Vacation Rentals    Helpful guidelines to follow for handling deposits for your rental.

Evictions & Short-Term Rentals: How to Be Proactive and Prepared    Evictions are by far one of the scariest things that comes to mind when dealing with your vacation rental property.

Merchant Credit Card Account Categories for Vacation Rental Owners    Be aware of the protection (or lack thereof) provided by your merchant account and/or business category.

How to Convert a Word Document to a PDF    Tips for changing your contracts, receipts, and invoices into PDF files.

Establishing Strict Check-in and Checkout Times for Your Vacation Rental Guests    Avoid potential conflicts and problems for your housekeeper and vacation rental guests.

The Top Ten Things You Should Have In Your Vacation Rental Rules    A good rental policy can go a long way toward protecting you and your renters from common vacation rental “disasters."

The Different Types of Vacation Rental Fees    Definitions of common fees included in rental agreements.

Why You Should Include Warnings in Rules and Rental Agreements    Are there known dangers regarding flora, fauna, weather, danger areas, or just plain crazy neighbors in your area?

How to Handle Security/Damage Deposits for Vacation Rentals    Security deposits for typically have strict guidelines. If you were ever taken to court over it, you would have to show receipts justifying the amount that was taken.

Christine's Blog: Updating Your Rental Agreements (12/11/07)    Christine make a few alterations to her rental contracts.