Vacation Rental Agreement Template
Who needs a vacation? You’re finally ready to rent out your vacation home, but first, you need a vacation rental agreement. Here is what you will find in this vacation rental agreement template:
- Flexibility and options to customize your vacation rental agreement to fit your needs.
- Easy to follow headings
- FREE Bonus – Exhibits and Booking Confirmation template
- Download your vacation rental agreement template now & get to booking!
What is a Vacation Rental Agreement?
A vacation rental agreement is a short-term lease. A lease is an agreement between a property owner and a tenant. A rental agreement sets the terms and conditions ranging from duration of the stay to rent, and much more. Vacation rental agreements are slightly different from standard lease agreements because they are for a shorter amount of time. Vacation rental agreements are important for property owners and potential tenants.
What is the Importance of a Vacation Rental Agreement?
A vacation rental agreement is an essential, legally binding document. This means that all parties to the contract are bound to its terms. Just because a vacation rental agreement is a short-term lease does not mean it should be omitted. A vacation rental agreement offers protection to the owners and renters. Not having a written vacation rental agreement in place could be detrimental and lead to avoidable legal consequences.
What Should be Included in a Vacation Rental Agreement?
Again, a vacation rental agreement is a short-term lease. You will find the standard lease language plus a few additions related to vacation rental properties. Here are the essential elements of a vacation rental agreement:
- Rental Property – The actual property address should be listed in the agreement. If the rental property is within a building or complex, the name of the complex should also be included. Don’t forget to list the room number!
- Rental Party – The rental party consists of the individual(s) responsible and bound by the agreement. Most owners require potential renters to be over a certain age to be eligible to rent their property. The age is usually over the age of majority. Some require a renter to be at least 21 years of age or older. Additionally, other occupants to the property should be listed along with their age.
- Maximum Occupancy – Most vacation rental agreements limit the number of occupants that can stay on the property at any given time. If that is the case, the details should be included in the agreement and visitor policy.
- Rental Period – This part of a vacation rental agreement incorporates the arrival date and departure date, including the check-in and check-out time.
- Rental Rate and Other Payment Terms – This is a vital part of a vacation rental agreement. The rate as it correlates with the renter’s stay should be written in the agreement. Any other fees such as a security deposit, pet deposit, cleaning fee, or additional fees should be listed. Along with the rental rate and fees, the method of payment accepted and payment deadlines should also be identified.
- Booking Terms – The booking transaction terms detail the rental party’s obligations and eligibility and the owner’s responsibilities.
- Furnishings – It is not uncommon for the owner of vacation property to furnish their property. This includes linens, towels, dishes, televisions, internet, and other basic furnishings made available to their tenants. Such amenities and furnishings should be listed in the agreement.
- Common Area(s): Most vacation properties offer their guests the use of certain common areas such as pools, hot tubs, gyms, walking trails, etc. The agreement should detail what common areas the tenants and their visitors have access to and any restrictions.
- Cancellation Policy – Depending on the property’s location and other factors, owners will have different cancellation policies. Nonetheless, the cancellation policy is a critical component of a vacation rental agreement. The renters must understand their responsibilities and situations when they may or may not be entitled to a refund.
- Dispute Resolution and Legal Fees – In the unfortunate event, a dispute should come about, a dispute resolution provision sets the process on how the parties are to try and settle the dispute. Depending on the circumstances, some dispute resolution provisions may require the parties to first mediate the dispute before proceeding to the courts. Another vital element is who is responsible for legal fees. Generally, the prevailing party is entitled to legal fees, but it depends on the state laws and method of dispute resolution sought.
Other unique elements of a vacation rental property include clauses related to minimum stay requirements, cleaning fees, parking information, access codes, and more. ApproveMe’s vacation rental agreement template is open for customization to help you save time and money.
Common Mistakes in Vacation Rental Agreements
Besides not having a vacation rental agreement, another common mistake is not consulting with an attorney. There are other requirements that have to be fulfilled before a vacation home can be rented, such as licenses, fees, vacation rental taxes, insurance, and more! So, there is a lot to handle on the frontend.
Our vacation rental agreement template saves you valuable time so you can fill in the specifics and leave the legal stuff to a lawyer. It is important to consult with an attorney to ensure you are abiding by your state laws and meet other important obligations under the law.
How do I get my Vacation Rental Agreement Signed?
Right here! Once your vacation rental agreement is ready to go, ApproveMe is prepared to move on to the next step — electronic signatures. Check out our bonus Vacation Rental Agreement Booking Confirmation Template here!
ApproveMe’s E-Signature WP tool will redefine the way you get your vacation rental agreements signed. Let’s get to booking so you can take a little vacation of your own!
Helpful Resources for Vacation Property Owners
We know your schedule is packed. Here are a few beneficial listing sites that cater to vacation property owners:
Your Signing experience is worth celebrating!
ApproveMe is easy document signing for busy people. Built on the belief that every new agreement with a customer or client should be celebrated.
Vacation Rental Agreement
This Vacation Rental Agreement (“Agreement”) dated on this ___ day of _______, 20__ (the “Effective Date”) is made between __________________________ (the “Owner”) and _______________________ ____________________(the “Rental Party”). The Owner and Rental Party may be individually referred to as “Party” or collectively referred to as “Parties.”
NOW, THEREFORE, in consideration of the mutual covenants, terms, and conditions set forth herein, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:
Property. The property (“Property”) subject to this Agreement is located at ____________________________________________________________________________________. The Property is owned by the above-referenced Owner.
Rental Party. All individuals in the Rental Party (“Rental Party”) shall be bound by the terms and conditions of this Agreement. Only the individuals listed below are permitted to stay on the Property. The Rental Party includes the above-listed tenants(s) plus the following individuals:
Name(s) Relationship to Rental Party
Maximum Occupancy. The number of individuals permitted to stay on the Property at any given time is limited to _____ individuals unless the Owner provides prior written consent. The Rental Party understands that there may be an additional charge of $_____ per individual per night which stays on the Property without written consent of the Owner.
Visitors. A Visitor (“Visitor”) is defined as an occupant of the Property who does not stay on the Property overnight. The maximum number of Visitors on the Property at any given time is ______. Any Visitor staying overnight may be subject to additional charges. Absent prior written consent, the Visitor will not be permitted to use any common facilities on the Property, including but not limited to, any tennis courts, pools, or other common areas when the Guest is not on the Property.
Rental Period. The term of this Agreement will start on the _____ day of ________, 20___ (“Arrival Date”) to the _____ day of ________, 20___ (“Departure Date”).
Minimum Stay. This Property requires a _____ night minimum stay. The Property may require a longer minimum stay during certain holiday periods.
Age Requirements. Guest(s) under the age of ____ must be accompanied by a parent or legal guardian. No one under the age of ____ may rent this Vacation Property.
Rental Party Verification. The Rental Party must provide certification of their age upon the request of the Owner, together with a copy of their photo identification, confirming their date of birth (such as a driver’s license or a passport). If more than one member of the Rental Party is listed on the cover page of this Agreement, each member shall provide the age certification. The Rental Party Certification is attached as Exhibit A.
Falsified Reservations. Any reservation of this Vacation Property entered into under false pretenses is subject to forfeiture of the advance payment, deposit, and other relevant and applicable fees.
Check-In & Check-Out. The subject Property will be ready for occupancy on the Arrival Date at __:__ [a.m.]/[p.m.]. The Property must be vacated at __:__ [a.m.]/[p.m.] on the above-referenced Departure Date unless otherwise agreed upon by the Owner. The Guest(s) and any Visitors must be vacated from the Property at the above-referenced time and date. Any members of the Rental Party remaining on the Property beyond the Departure time and Departure Date will be wholly responsible for the Rental Rate established herein. The Rental Party must lock all doors upon departure and checkout.
Access. The Owner will provide the Rental Party with ____ key(s). The Rental Party and its Visitors are not permitted to duplicate any keys. A fee of $_____ will be charged to the Rental Party for the failure to return the key(s). If applicable, the Owner will provide the Renal Party with any access codes for the use of the Property, gates, and permitted common areas. The access codes necessary for occupancy will be provided ____ day(s) in advance to the Arrival Date along with any additional instructions and location of keys or key cards.
Rental Rate & Payment. The Rental Rate for this Vacation Rental Property is $ _____. This amount is payable in advance of the Rental Party’s stay on the premises. The Rental Party agrees to pay the below rental rate and fees (the “Balance Owed”).
Rental Rate of $_______ for ____ [days]/[months] $
Pet Deposit (If Applicable)
Less Discount (If Applicable)
Cleaning Fee (If Applicable)
Other fees listed below:
Total Balance Owed
An advance equal to _____% of the Rental Rate is required to verify the reservation. The advance payment shall be applied toward the Property Rental Rate. Full payment of the Balance Owed is due ____ days before the above-referenced Arrival Date. The Owner accepts the following methods of payment and to the address, PayPal, or other handle: __________________________________________________________________________________________________________________________________________________________________________
** A small credit/debit card fee or PayPal transfer fee may be applied.
Returned Check Fee. Should the Rental Party’s check be returned to the Owner by the bank due to insufficient funds or for any other reason, the Rental Party shall pay to the Owner, as Additional Rent, a returned check charge of $ ______ plus any bank charges. Returned checks shall be deemed non-payment and the Rental Party may not be permitted to occupy the Property until the Balance Owed and any Pet Deposit(s) or Security Deposit(s) are paid in full. Occupancy without full payment of the Balance Owed is at the Owner’s discretion and shall be memorialized in writing.
Security Deposit. On execution of this Agreement, the Rental Party shall pay the Owner a Security Deposit of $_______ to be held in a trust account and dispensed for the Rental Party’s damages to the Property or other damages or defaults in this Agreement. The Security Deposit will protect the Owner against theft or damage to the Property and ensure return of any keys or access cards to the Property or its respective Common Areas. The Security Deposit shall be applied by the Owner for repairs for any damage caused by the Rental Party and their Visitor(s) or to replace any stolen items. Moreover, any damages sustained or theft does not restrict the Owner from claiming damages in excess of the Security Deposit.
The Rental Party shall be entitled to reimbursement of the Security Deposit if the Property is in the same condition as they receive it, minus normal wear and tear. The Owner agrees to provide the Rental Party with an itemized list of charges of any amount that is not reimbursed to the Rental Party. The Owner shall return the Security Deposit within thirty (30) days of the Rental Party’s Departure Date upon the return of any keys or access cards within the limits as required by law.
Pets. The Rental Party will not keep or be permitted to keep on the premises any animal, bird, or other pet without the Owner’s prior written consent.
❏ The Rental Party shall be permitted to keep the following pet(s) on the premises: ______________________________________________________________________________.
❏ The Rental Party shall pay an additional Pet Security Deposit of $___________.
❏ The Pet Security Deposit is:
If the Rental Party has a pet on the property without the Owner’s prior written consent, the Rental Party shall pay a penalty of $______ for each day the unauthorized animal is on the Property without the Owner’s consent.
Other Restrictions include: _____________________________________________________________
The Rental Party must follow the Owner’s strict rules and all local ordinances on curbing or leashing dogs and the disposal of pet waste. All pet waste shall occur in the proper designated areas. The Rental Party shall be fully responsible for cleaning up all pet waste. If required, all pets must be properly licensed by the municipality and have up-to-date rabies and any other vaccinations required by law. The Owner reserves the right to request documentation to confirm the foregoing. Cats must be kept in the Rental Unit at all times and shall not, at any time, be permitted to roam the Property or its respective Common Areas.
Cancellation Policy. If the Rental Party cancels the reservation in less than _____days before the agreed upon Arrival Date, the Total Balance Owed will be forfeited, less a $______ cancellation fee.
If the Property becomes unavailable prior to the Rental Party’s Arrival Date, for any reason, the Owner agrees to refund the entire amount paid to the cancellation date. Further, the Rental Party agrees to release any claims against the Owner.
Any reservation modified ____ days prior to the Arrival Date may be subject to a Reservation Change Fee of $_____.
Acts of God. If an act of God, such as a pandemic (COVID-19) fire, flood, earthquake, severe storm, hurricane, or other natural calamity cause a mandatory evacuation or shelter-in-place by local or state authorities shall cause the Rental Party to cancel their reservation, the Rental Party will be entitled to a refund for each night the Rental Party is unable to occupy the Property.
In the event of cancellation due to an Act of God, the Parties shall agree and declare in writing that this Agreement has been terminated and will no longer remain in effect. All outstanding obligations of the Owner to the Rental Party shall be deemed void and invalid. The Owner shall not be held liable or be found in default of this Agreement for delay or failure to perform any obligations due to or stemming from any act outside of its control, including but not limited to Acts of God.
Furnishings. The Property is [ ] fully furnished or is [ ] not fully furnished by the Owner. The following amenities are available in the above-referenced Property:
❏ Washing Machine
Other furnishings include:
❏ ___ Total Beds
❏ ___ Twin
❏ ___ Queen
❏ ___ Bunk Bed
❏ _____ Television Set(s)
The Rental Party acknowledges and understands that the furnishings are subject to change without any notice. Any furnishings, including but not limited to bedding, kitchen equipment (dishes, pots, plans, coffee maker, etc.), utensils, and other personal property shall not be removed from the Property. Any loss of such items within the Property or any damage thereof in excess of normal wear and tear shall be charged to the Rental Party. Any and all contents of the Property are the property of the Owner. Should any item break, it is the Rental Party’s responsibility to immediately report it to the Owner. The Rental Party or its Visitor(s) are not authorized to adjust or modify the wiring of any television, router, gaming system, computer, or any equipment of the like.
The Rental Party will be liable for injuries to any individual or damage to the Property or Common Areas caused by the Rental Party’s pet(s). The Owner reserves the right to remove or to require the Rental Party to remove any pet that becomes dangerous to other occupants or that repeatedly damages the Property.
Parking. The Rental Party shall be entitled to use _____ parking space(s).
The permitted parking spaces are located:
❏ Parking Garage
❏ Building Parking Lot (Space Number(s) ________)
❏ Public Parking Lot
❏ Adjacent Parking Lot
❏ Other: ___________
Any Visitor(s) must park in the designated Visitor parking spaces or _____________________________.
_________________ shall be entitled to use _____ parking space(s) for the Lessee, its guests, employees, etc.).
The Rental Party agrees to obey the parking rules of the premises as shall be designated by the Owner from time to time. Further, the Rental Party acknowledges and understands that the Owner does not provide security protection for the Rental Party or their vehicles.Rental Party or any Visitor(s) of the Rental Party or any other Rental Party property within the parking area.The Owner shall not be liable to the Rental Party for any loss or damage to the Rental Party’s vehicle(s) unless caused by the intentional acts or omissions of the Owner.
Cleaning. The property will be cleaned after the Departure Date. The Rental Party shall leave the Rental Unit in the same general condition as received. Additional cleaning instructions include:
Common Areas. The Rental Party shall have access to the following facilities that will be shared with all Building tenants (the “Common Facilities”):
❏ Conference Room(s)
❏ Parking Areas
❏ Access to Storage Facilities
❏ Dog Park
❏ Sidewalks and Paths on the Property
❏ Other Common Areas and Facilities as the Owner may designate from time to time
The Rental Party shall utilize the Common Facilities in accordance with Owner’s rules and regulations, which the Owner may change from time to time. The Rental Party will be responsible to pay, as Additional Rent, the costs to repair any damages to the Common Facilities caused by the Rental Party or the Rental Party’s Visitors. The Owner reserves the right to suspend the Rental Party’s use of the Common Facilities in the event of a Rental Party Default.
Rules and Regulations. The Rental Party shall comply with the following rules and regulations for safety and care of the Property:
● Remove from the Property all garbage and/or recycling and place into the proper receptacles.
● Cooking must be done in kitchens only. Cooking is not permitted on balconies, or in any Common Facilities of the Property.
● Not engage in any activity that may cause a cancellation or an increase in the cost of the Owner’s insurance coverage.
● Keep nothing in the Rental Unit that is flammable, dangerous, or which might increase the danger of fire or other casualty.
● Follow the Smoking Policies:
❏ Smoking is NOT allowed on the Property
❏ Smoking is ONLY permitted on the Property and Common Areas in Designated Smoking Areas
❏ Other: _________________________________________________________________
❏ See Exhibit B for a list of Rules and Regulations and General House Rules.
Non-Disturbance. The Rental Party shall not interfere with the comfort and rights of others on the Property or within the Common Areas. The Rental Party and its Visitor(s) shall not disturb, endanger, annoy, or inconvenience neighbors. The Guest and Rental Party shall not use the premises for unlawful purposes or activities. Sounds, odors, and lights that disturb other tenants are not permitted. The Rental Party shall obey all local municipality rules as it relates to noise and municipal noise and other relevant ordinances.
Condition of Property. By accepting possession of the Vacation Property, the Rental Party acknowledges that the Property is in a safe, clean, and good condition and agrees to maintain the Property in a safe, clean, and good condition during the Term of this Agreement. The Rental Party agrees that all appliances and equipment are in good working order. The Rental Party also agrees that the Owner has made no promises to decorate, alter, repair, or improve the Property.
Repair and Maintenance. The Rental Party shall promptly notify the Owner or proper Management Agency of conditions in the Rental Unit or Common Facilities that are in need of repair.
Insurance. The Rental Party is aware that the Owner is not responsible for, and will not insure, the Rental Party or the Rental Party’s visitors’ furniture, vehicles, or other personal belongings. Therefore, the Owner [requires/advises] the Rental Party to obtain and to keep in full force and effect during the entire duration of this Agreement,, a policy of renter’s insurance.
Limitation on Liability. The Owner shall not be liable for any injuries, accidents, or illness that occur to the Rental Party or its Visitor(s) while in the Rental Unit, on the Property, or within the Common Areas. The Owner is not responsible for the loss of the Rental Party’s personal belongings or valuables of the Rental Party or its Visitor(s). The Rental Party hereby agrees to assume the risk of any harm stemming from the use of the Property. UNDER ZERO CIRCUMSTANCES AND UNDER NO STRICT LIABILITY, TORT, CONTRACT, OR OTHERWISE, SHALL THE OWNER BE LIABLE TO THE RENTAL PARTY OR ITS VISITOR(S) FOR ANY DAMAGES OF ANY KIND STEMMING FROM THE USE OF OR RELATED TO THE USE OF THE PREMISES, RENTAL UNIT, PROPERTY, OR COMMON AREAS. THE OWNER SHALL NOT BE LIABLE FOR ANY DAMAGES EVEN IF THE OWNER HAS BEEN PREVIOUSLY BEEN INFORMED OF THE POSSIBILITY OF POTENTIAL DAMAGE.
Notices. All notices, requests, consents, claims, demands, waivers, and other communications hereunder (“Notice”) shall be in writing and addressed to the parties at the addresses set forth on the signature page of this Agreement (or to such other address that may be designated by the receiving party from time to time in accordance with this section). All Notices shall be delivered by personal delivery, nationally recognized overnight courier (with all fees prepaid), facsimile, or email (with confirmation of transmission), or certified or registered mail (in each case, return receipt requested, postage prepaid).
Indemnification. The Rental Party hereby covenants and agrees to indemnify, defend and hold the Owner harmless from any and all claims or liabilities which may arise from any cause whatsoever as a result of Rental Party’s use and occupancy of the Premises, and further shall indemnify the Owner for any losses which the Owner may suffer in connection with the Rental Party’s use and occupancy or care, custody, and control of the Premises. The Rental Party also hereby covenants and agrees to indemnify and hold harmless the Owner from any and all claims or liabilities which may arise from any latent defects in the subject Premises that the Owner is not aware of at the signing of this Agreement or at any time during the rental term.
Severability. If any term or provision of this Agreement is invalid, illegal, or unenforceable in any jurisdiction, such invalidity, illegality, or unenforceability shall not affect any other term or provision of this Agreement or invalidate or render unenforceable such term or provision in any other jurisdiction.
Dispute Resolution and Governing Law. Parties to this Agreement shall first attempt to settle any dispute through good-faith negotiation. If the dispute cannot be settled between the parties via negotiation, either party may initiate mediation or binding arbitration in the State of ________________.
If the parties do not wish to mediate or arbitrate the dispute and litigation is necessary, this Agreement will be interpreted based on the laws of the State of _________________, without regard to the conflict of law provisions of such state. The Parties agree the dispute will be resolved in a court of competent jurisdiction in the State of ______________________.
Violation of Agreement. If the Rental Party or any of its Visitors violate any terms within this Agreement, the Owner may evict the Rental Party and its Visitors. The Rental Party and its Visitors will forfeit any rental fees and security deposits paid.
Default. Any failure by the Rental Party to pay rent or other charges promptly when due or to comply with any other term or condition of this Agreement will, at the option of the Owner, promptly terminate this tenancy and forfeit all rights of the Rental Party under this Agreement.
Legal Fees. Should a dispute between the named Parties arise lead to legal action, the prevailing Party shall be entitled to any reasonable legal fees, including, but not limited to attorneys’ fees.
No Assignment. This Agreement shall inure to and be binding upon the undersigned and their respective heirs, representatives, successors and permitted assigns. This Agreement may not be assigned by either party without the prior written consent of the other party.
Waivers. The failure of the Owner to insist, in any one or more instances, upon a strict performance of any of the covenants of this Agreement, or to exercise any option herein contained, shall not be construed as a waiver, or a relinquishment for the future, of such covenant or option, but the same shall continue and remain in full force and effect The receipt by the Owner of any rental fees with knowledge of the breach of any covenant hereof, shall not be deemed a waiver of such breach, and no waiver by the Owner of any provision hereof shall be deemed to have been made unless expressed in writing, and signed by the Owner.
Amendment. No amendment of this Agreement shall be effective unless reduced to writing and subscribed by the parties with all the formality of the original.
Binding Effect. This Agreement and any amendments thereto shall be binding upon the Owner and the Rental Party and/or their respective successors, heirs, assigns, executors and administrators.
Entire Agreement. This Agreement contains the entire understanding between the Parties herein and supersedes and cancels any and all prior agreements between the Parties whether oral or written, with respect to such subject matter. This Agreement may be amended or modified only by express written consent signed by the Owner.
Paragraph Headings. The titles to the paragraphs of this lease agreement are solely for the convenience of the Parties and will not be used to explain, modify, simplify, or aid in the interpretation of the provisions of this lease agreement.
Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which together shall be deemed to be one and the same agreement. A signed copy of this Agreement delivered by facsimile. email, or other means of electronic transmission shall be deemed to have the same legal effect as delivery of an original signed copy of this Agreement.
Electronic Signatures. This Agreement and related documents entered into in connection with this Agreement are signed when a Party’s signature is delivered electronically, and these signatures must be treated in all respects as having the same force and effect as original signatures.
IN WITNESS WHEREOF, the undersigned have executed this Vacation Rental Agreement effective as of the ____________ day of ________________, 20__ (the “Effective Date”).
Rental Party’s Printed Name
Rental Party’s Signature
Owner’s Printed Name
Rental Party’s Contact Information:
Phone Number: _________________________
Email Address: _________________________
Owner’s Contact Information:
Phone Number: _________________________
Email Address: _________________________
Rental Party Certification
[I/We] hereby certify that [I/we] intend to occupy the Property and that [I/we] have provided, as confirmation of this information a true copy of [my/our] (circle one):
● Driver’s License
● Other form of photo identification: __________________________________________
Rental Party Member(s):
Date of Birth: _________________
Date of Birth: _________________
Date of Birth: _________________
Date of Birth: _________________
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