| In my previous article, How To Close A Vacation | | | | guests to feel like they're reading the fine print on |
| Rental Deal Like A Pro, we talked about how to | | | | a credit card agreement! One useful technique is |
| better your renter inquiry / booking ratio by | | | | to consign certain topics to appendices - for |
| improving communications with potential guests. | | | | instance, your rules and policies. |
| Now that your guest is ready to book and he's | | | | - A rental agreement is a legal document, so you |
| passed your screening operation, let's make sure | | | | need to be specific, precise and clear in your |
| that your rental agreement and related | | | | wording. It is important to aim for a |
| documents are doing the job they're intended to | | | | well-structured, comprehensive document that is |
| do - protect you as a property owner and your | | | | as detailed as necessary but still as concise as |
| guest as a consumer. And maintain that | | | | possible. Read it over like your guest will, looking |
| trust-based relationship you've worked so hard to | | | | for any questions left unanswered or any |
| establish with your guest. | | | | ambiguous or contradictory statements or |
| Create a comprehensive set of rental documents | | | | loopholes that could lead to confusion and eventual |
| The following six documents will enable you and | | | | frustration. |
| your guest to quickly and comfortably reach a | | | | - Once you're satisfied, have your attorney |
| mutual understanding regarding the terms and | | | | review your templates to make sure they |
| conditions of his stay at your property: | | | | comply with municipal and other laws in the region |
| 1. "Rental Agreement" - This contract, signed by | | | | where your property is located. He should be |
| you and your guest, lays out all your terms and | | | | looking at zoning, taxes, health code regulations |
| conditions, rules and policies and consigns any | | | | and safety requirements. |
| special arrangements to which you have agreed. | | | | - Now that your agreements have legal value, |
| It basically stipulates what each of you promises | | | | you're ready to use them with your guests.From |
| to do or refrain from doing. Below we'll look at | | | | a legal standpoint, it's acceptable to email your |
| what articles should be included in a solid | | | | rental documents to your guest. But before doing |
| agreement. | | | | so, convert your Word documents to Adobe PDF |
| 2. "Invoice" | | | | documents so that no modifications can be made |
| 3. "Credit Card Authorization" form | | | | by the guest. If you agree to any changes with |
| 4. "Guest's Emergency Contacts" form - Ask | | | | him, make these changes yourself and return the |
| your guest to provide you with names and phone | | | | document to him for validation. An exception to |
| numbers of a couple of family members or | | | | the PDF rule is the "Credit Card Authorization" |
| friends whom you could contact should he have | | | | form or any form you want the renter to fill out |
| an accident or other emergency | | | | by computer. |
| 5. "In Case of Emergency" sheet - This document | | | | - Once you and your guest are comfortable with |
| provides contact information that your guest | | | | the agreement, ask him to print and sign it. He |
| might need during his stay - police, fire | | | | can either fax or mail it to you, along with the |
| department, physicians, clinics, hospitals, your | | | | deposit check or the "Credit Card Authorization" |
| housekeeper, your contact info or that of your | | | | form. Don't accept payment without the signed |
| representative, etc. Leave a copy inside the | | | | agreement, and always wait until the check or |
| property as well. | | | | charge has cleared before considering the booking |
| 6. "Welcome letter with directions" - We'll review | | | | final. |
| this document in an upcoming issue. | | | | - Once the payment has cleared, you can send a |
| Your rental agreement - a few guiding principles | | | | confirmation email to your guest with the |
| - Depending on your rental strategy, you may | | | | "Welcome and Directions" letter, key instructions, |
| want to create different templates to deal with | | | | etc. |
| different lengths of stay - daily rental, weekend, | | | | Does your rental agreement include these articles? |
| short-term, long-term. Or a template for families | | | | You should be aware that the laws governing |
| and a different one for groups. Finalize one | | | | rentals differ depending on your place of |
| template first, then work from that one to create | | | | residence and other factors. We are not |
| the others. | | | | attorneys - the information provided here is done |
| - Try to structure and visually format your | | | | so in the spirit of steering you in the right |
| agreement so that reading will be easy and | | | | direction. |
| pleasant - although a rental document is not | | | | Continued in "How Bulletproof Are Your Vacation |
| exactly exciting reading, you still don't want | | | | Rental Agreement Tools? |