Free Vacation Rental Agreement Template

What Is a Vacation Agreement?

A vacation rental agreement is a legally binding agreement between the property owner/manager and the guest that defines the terms and conditions of a short-term rental. It outlines essential details such as the rental period, rate, security deposit, house rules, liability, fees, and taxes, as well as property-specific information, such as the address, unit type, and amenities. The primary goal of this agreement is to establish a clear understanding of the responsibilities and expectations of both parties and protect their interests and rights. 

What to Include In a Vacation Rental Agreement?

• Property description

This section should include the property’s address, unit type, and a comprehensive list of amenities, leaving no room for confusion or discrepancies between the Owner/Manager and the Renter. The description should be explicit, highlighting features such as the number of bedrooms and bathrooms, the size of the living spaces, and any additional amenities, such as a pool or hot tub.

• Rental period

The Rental period outlines the precise dates and times of check-in and check-out. Both the Owner/Manager and the Renter must agree on the Rental period to avoid any misunderstandings or disputes regarding the rental duration. A clear and accurate Rental period is necessary to prevent any confusion, such as early departures or late check-ins, and ensure that the rental experience runs smoothly. The Rental period also determines the rental rate, which is calculated based on the number of nights stayed.

• Rental rate

This item should specify the nightly or weekly rate, including all applicable taxes and fees, and be agreed upon by both parties before the rental period begins. The Rental rate should be paid in full before check-in, and the agreement should include details such as payment method, payment schedule, and any late payment fees. 

• Security deposit

The Security deposit outlines the amount paid to cover any potential damages or excessive cleaning fees during the rental period. The Renter typically pays this deposit before check-in, and it is refunded after the property is inspected at check-out. The agreement should detail the circumstances under which the deposit may be withheld, such as property damage or violation of house rules. The Security deposit amount should be agreed upon by both parties and included in the agreement before the rental period begins. 

• Occupancy limit

The Occupancy limit specifies the maximum number of guests allowed on the property. The limit is usually determined by local zoning or occupancy regulations, and the Renter must comply with these restrictions. The agreement should clearly outline the consequences of exceeding the Occupancy limit, such as additional fees or termination of the rental agreement. It should also include any rules or restrictions regarding additional guests, such as requiring prior approval from the Owner/Manager. 

• House rules

House rules section outlines specific rules and restrictions for using the property. It typically covers areas such as smoking, pets, noise levels, and the use of amenities. The agreement should clearly state the consequences of violating these rules, such as additional fees or termination of the rental agreement. It should also specify any maintenance responsibilities or procedures, such as garbage disposal or appliance use.

• Payment terms

The Payment terms outline the payment schedule, payment method, and associated fees or charges. This section should specify the due dates for each payment, any late payment fees, and the consequences of non-payment, such as termination of the rental agreement. It should also detail the accepted payment methods, associated fees, and the breakdown of charges. 

• Pet policy

This section should outline the specific rules and restrictions for pets on the property, including the type, number, and size of pets allowed. It should also specify any associated fees or deposits for bringing pets and the consequences of violating the pet policy. Additionally, the agreement should detail any specific pet-related responsibilities, such as cleaning up after pets and preventing them from causing damage to the property. 

• Smoking policy

This section should specify the rules and restrictions for smoking on the property, such as whether smoking is allowed inside the property or only in designated areas outside. The agreement should also outline any associated fees or penalties for violating the smoking policy, such as additional cleaning fees or termination of the rental agreement. Additionally, the agreement should detail the responsibility for cleaning up any smoking-related debris or odor. 

• Insurance

This section should specify the types of insurance required, who is responsible for providing and paying for it, and any necessary proof of insurance. The agreement should also address any exclusions or limitations in the insurance coverage.

• Parking

The inclusion of a Parking section is essential to ensure that both parties have a clear understanding of the parking arrangements for the property. This section should specify the number of available parking spots and any restrictions or limitations, such as designated areas or parking permits. It should also outline the consequences of violating the parking rules, such as towing or additional fees, and require the renter to provide details about the vehicles to be parked on the property. 

• Maintenance and repairs

This item should specify the process for reporting any maintenance or repair issues during the rental period and provide the contact details for both the owner/manager and the renter in case of any emergencies. The agreement should also detail the response time for maintenance or repair requests and any associated fees or charges for repairs caused by the renter. Additionally, the agreement may outline the renter’s responsibility for keeping the property clean and reporting any damages or maintenance issues immediately. 

• Cancellation policy

This section should specify the refund amount for the rental fee in case of cancellation and any associated cancellation fees. The agreement should also detail the time frame for cancellations, such as the number of days before the rental period when the cancellation must be made to receive a full or partial refund. Additionally, the agreement may outline any exceptions to the cancellation policy, such as unforeseeable events or emergencies. 

Who is The Short-Term Vacation Rental Agreement For?

The short-term vacation rental agreement is a legally binding document that outlines the rental terms and conditions between the Owner/Manager of a vacation rental property and the Renter interested in renting the property for a brief period, typically less than 30 days. It is an essential document for anyone interested in renting a vacation property for a short period.

Is a Short-Term Rental Agreement Mandatory?

The necessity of a short-term rental agreement depends on the legal requirements of the state or country where the vacation rental property is located. Nevertheless, it is strongly recommended for both the owner/manager and the renter to have a written agreement that sets out the terms and conditions of the rental agreement.

A short-term rental agreement helps to establish expectations, responsibilities, and rights for both parties during the rental period, providing clarity and protection. It can prevent misunderstandings or disputes that may arise during the rental period, ensuring a hassle-free rental experience. Hence, although not legally mandated, having a written agreement is a wise decision for both the owner/manager and the renter to avoid any future issues.