Booking contracts for your holiday home

Using a booking contract helps to manage the expectations of the holidaymaker and sets out clearly the booking process from confirmation right through to the return of keys. A good booking contract will let you and your guests know exactly where you stand and what to do in the case of changes to the booking or any unforeseen problems. We would strongly advise all owners to use a booking contract as this will give you a frame of reference and also reassures the holidaymaker that you are a conscientious owner.

If you wish to put together your own contract, we recommend you include the following:

Your name and contact details – including email address, phone number and postal address.
Name of the property and the length of the booking.
Name, address and contact number(s) for the lead guest.
Names and ages of all other guests.
Arrival / departure dates and times. Check in and check out times and procedures.
Amount required as booking deposit for the holiday (state that the booking is not confirmed until the deposit has been received and funds cleared). Some owners make this deposit non-refundable – make it clear if it is the case.
Total amount payable for the holiday and when the final balance is due. Detail any additional costs that are being included in the total price to make this clear for everyone. E.g. If guests are paying for an airport pick-up/drop-off or are paying extra to bring a dog.
State the procedure for handing over keys etc. If you are going to be sending out keys explain when this will happen e.g. on receipt of final balance and at least 2 weeks before guests are due to arrive at the property. If you have a local representative who will meet your guests to hand over keys do clarify this and confirm that contact details for this individual will be sent well before the arrival date in case of any emergencies or unexpected travel delays.
Give details of the security deposit and due date – generally this is payable with the balance, or on arrival at the property. Make it clear that any breakages or excessive cleaning costs will be taken out of this amount. Let them know how long it will take you to return this once the property has been checked after they leave.
Cancellations. Make sure people know what will happen if they cancel and cover yourself in case your property is left empty. It’s a good idea to have a time scale for refunds which you state in your contract.
For example:

A cancellation 29 – 56 days before arrival date – 50% of rental refunded

15 to 28 days before arrival date – 25%

0 to 14 days before arrival date – 10 %

See our article on cancellations for more details.
Remind guests that they will need to buy travel insurance to cover any medical treatment while away, luggage lost in transit, theft and transport delays.
State any important house rules – let people know exactly where you stand with smoking, pets and maximum occupancy.
Need to know. If your complex has any rules about parking or using the pool, let your guests know in advance.

If you would like help with drawing up a booking contract, please email us at support@holidaylettings.co.uk for a basic example which can be adapted for your own property.