Free Short-Term (Vacation) Rental Agreement Template

Before you write a short-term rental agreement, you must understand the requirements for registering it. Short-term rental regulations vary depending on your property’s location. For example, San Francisco requires vacation rental owners to register their hosting business with the Treasurer & Tax Collector’s Office and the Office of Short-Term Rentals (City and County of San Francisco).

When registering a rental, ensure you meet the requirements in your area. Before renting your property on a short-term basis, you may need to:

• Live on the property for a certain amount of time
• Be a permanent resident of the city
• Plan to live on the property for a certain number of days per year
• Be an owner or tenant

If you must register your short-term rental, you may also need to apply for a short-term rental license and pay licensing fees. Ensure you follow zoning and residency laws concerning where short-term rentals are allowed and who may operate them. Depending on your city’s rules, you may also need to get a business license. If you’re operating your rental as a business, consider forming an LLC to register appropriately and reap tax benefits.

A short-term lease agreement helps establish arrangements with guests and increases your rental business’s efficiency. Follow these steps to write a legally sound contract and host your guests with confidence.

1. Identify the Landlord & Tenant

Your short-term rental agreement should clearly identify you as the property’s host. Local laws may impose residency requirements or make short-term rentals through parties other than the owner illegal, so keep that in mind when drafting your contract.

You must also list the primary tenant’s name. Clarify if any other guests will stay with the primary tenant. If so, state their ages and relationship to the primary tenant. Including all guests helps you, as the host, comply with maximum occupancy laws and manage liability.

2. Describe the Property

Describe the rental property to clarify what the tenant will receive. Include the following information:

• Property address
• Property type
• Number of bedrooms and bathrooms
• Common areas
• Parking spots, restrictions, and applicable laws

Short-term vacation rentals are generally fully furnished. List all furnishings and amenities and their condition in your rental agreement. Using our template, you can also cover details to limit liability, including a disclaimer about the dangers of hot tub use and a disclosure about lead-based paint (if applicable to your property).

Our guided form helps you get the right wording to protect your property. We give guidelines for guests to follow if they break any items and help you communicate that they may not remove any furnishings.

3. Define the Rental’s Duration

Your contract should clearly define how long your guests will stay, preferably with specific calendar dates for check-in and check-out. Review local laws before renting your property to see how long a short-term lease can run without becoming a traditional lease. Include check-in procedures and access codes so guests can arrive and leave on time.

Our template lets you easily enter check-in and check-out dates with a drop-down calendar. Plus, you can clarify whether a minimum number of nights’ stay is required to reduce vacancies and increase your revenue potential.

4. Outline House Rules

You can customize a short-term rental agreement per property or per tenant to meet your needs as a landlord. An appropriate agreement outlines your rules for guests to follow. These can include rules pertaining to:

• Smoking
• Amenities usage
• Pets
• Quiet hours
• Garbage disposal
• Bed sheet cleaning
• Guest maintenance responsibilities

If your local area has regulations such as noise ordinances or Homeowners Association (HOA) rules, alert your guests about these as well.

5. Detail the Rent Amount & Deposits

Spell out exactly how much money the tenant will owe in the contract. This includes a reservation deposit, the total rent amount, and the security deposit in case of damage. Using our template, you can record each cost in a separate field and add them to communicate the total payment the guest owes.

Include additional charges as necessary, such as those for:

• Sales tax
• Rental tax
• Occupancy tax
• Cleaning service fees
• Admin fees
• Pet fees

Also, list the payment methods you accept. This way, the tenant will know if they have to find an alternative method to pay you for their stay.

6. Clarify the Cancellation Policy

A cancellation policy specifies how long a guest has to cancel a reservation and receive a refund on their deposit. Some hosts allow full refunds until a certain date, while others offer partial refunds. Decide what makes sense for your situation, and use our template to record the cancellation and refund details.

You can also address what happens if a sudden and severe weather event (an “act of God”) prevents the guest from staying at the property. Some hosts offer guests a prorated refund for the nights they can’t stay, while some hosts don’t allow refunds at all. Consider the impact of the weather on the client when settling on fair terms.

7. Specify Notice Delivery Methods

Note the delivery method the parties must use for notices, such as property information or eviction notices if the tenant stays beyond their allowed period. Choose from these delivery methods for notices:

• Email
• Personally delivered
• Certified or registered mail (with return receipt)
• Overnight courier service

8. Include Confirmation & Check-In Documents

Our short-term rental agreement template includes a rental inspection checklist that summarizes the key steps for the landlord and tenant to follow. You can also include a booking confirmation recapping the arrival/departure dates, guests, rent due, and other fees.

9. Finalize Details

Specify the resolution method you and the tenant will use to handle disputes, whether it’s:

• Court litigation
• Arbitration
• Mediation
• Mediation first, then arbitration

Create clarity by naming the state whose laws will govern the short-term rental contract. Also, list the date both parties will sign and agree to the terms.

View a short-term (vacation) rental contract sample to understand its format. Then, create your own using our guided form. Available to download in PDF and Word format.

This is a document preview. Your customized version will be created after you answer a few quick questions.

Vacation Short Term Rental Agreement (Rev. 1346414)

State of ______________

Rev. 1346414

VACATION RENTAL / SHORT TERM LEASE AGREEMENT

This Vacation Rental / Short Term Lease Agreement (this “Agreement”) is made by and between

________________________ (“Owner”) and ________________________ (“Guest”) as of the date last

written on the signature page of this Agreement. Owner and Guest may be referred to individually as

“Party” and collectively as “Parties.” For good and valuable consideration, the sufficiency of which is

acknowledged, the Parties agree as follows:

1. Property. The property is described as a/an: (Check one) ☐ house ☐ apartment ☐ condominium

☐ room ☐ townhouse ☐ duplex ☐ semi-detached house ☐ other: _______________ with:

(a) __________ bedrooms

(b) __________ bathrooms

located at ________________________________________ [Address] (the “Property”). The Property is

owned by Owner. The Property is fully furnished by Owner and equipped for light housekeeping. The

following amenities are included in the Property: (Check all that apply)

☐ microwave

☐ dishwasher

☐ refrigerator

☐ dryer

☐ washer

☐ cable

☐ wifi

☐ hot tub

☐ linens

☐ swimming pool

☐ fireplace

☐ other: _______________

A starter supply of household cleaning and hygiene products may be available in the Property for use.

Guest is responsible for purchasing any additional supplies and all food and beverages.

Hot Tub Disclaimer (Check if applicable)

☐ Guest acknowledges that there are certain risks associated with hot tubs. Use of the hot tub is at the

user’s own risk, and Owner will not be responsible for any injuries.

2. Rental Party. All persons in the rental party will be bound by the terms of this Agreement. Only

persons listed on this Agreement may stay in the Property. “Rental Party” means Guest plus the following

persons:

First Name & Last Name

Relationship to Guest

________________________

_______________

________________________

_______________

________________________

_______________

________________________

_______________

________________________

_______________

________________________

_______________

The total number of adults in the Rental Party will be __________. The total number of children in the

Rental Party will be __________.

3. Maximum Occupancy. The maximum number of persons allowed to stay in the Property is limited to

__________, unless the Owner gives prior written consent. A charge of $__________ per person per

Vacation Short Term Rental Agreement (Rev. 1346414)

night will be assessed for each person who stays in the Property, in addition to the Rental Party. Guest

will be charged without notice for additional persons staying in the Property and not disclosed to Owner.

4. Visitors. A visitor is an occupant of the Property who is not staying overnight. The total number of

persons permitted in the Property at any given time, including visitors, is __________. Any visitor staying

overnight is subject to additional charges.

Common Facilities (Check one)

☐ Visitor will be allowed to use the common facilities, including any pools or tennis courts, when Guest is

not on the Property.

☐ NO visitor will be allowed to use the common facilities, including any pools or tennis courts, when

Guest is not on the Property.

5. Rental Period & Check-In. The term of this lease will be from ______________, 20_____ (“Arrival

Date”) to _______________, 20_____ (“Departure Date”). The Property will be ready for Guest’s

occupancy beginning at _____:_____ AM/PM on the Arrival Date and the Property must be vacated by

_____:_____ AM/PM on the Departure Date, unless otherwise agreed by Owner. If Guest or any member

of the Rental Party remains on the Property beyond the Departure Date, Guest will be responsible to pay

the rental rate prescribed in Section 8 below for the period of time between Departure Date and the actual

date Guest and all members of the Rental Party vacate the Property. (☐ The Property requires a

__________ night minimum stay.)

6. Keys & Access Codes. Owner will provide Guest with __________ key(s), which will unlock the front

door to the Property and __________________________ [Other area(s)]. Guest is not allowed to make

duplicate keys. A fee of $__________ will be charged to Guest for failure to return a key. Any attempt to

access a locked area is just cause for immediate termination of this Agreement, forfeiture of all rent paid,

and Guest will be liable for any missing items or damage.

Access Codes (Check if applicable)

☐ Owner will provide Guest with access codes to the __________________________ [Access area(s)].

7. Rental Rules & Restrictions. Guest agrees to abide by the following restrictions by Owner: (Check all

that apply)

☐ Smoking is not permitted inside the Property

☐ Pets are not permitted on or in the Property

☐ Quiet hours are from 10:00 PM to 8:00 AM

☐ Garbage must be placed in the proper receptacles

☐ Other: _______________

If any person in the Rental Party fails to follow any of the Rules, the Rental Party may be asked to vacate

the Property and Guest will forfeit all rent paid.

Additional Association/Community Rules and Regulations (Check if applicable)

☐ At all times while on the Property, Guest agrees to abide by the Rules and Regulations of

________________________ [condominium or property association name] and any other restrictions

imposed by Owner (the “Rules”), attached to this Agreement as Exhibit A. Guest will cause all persons in

the Rental Party, and any visitors that Guest permits on the Property,to abide by the Rules while on the

Property.

8. Reservation Deposit and Payment. (Check one)

☐ A reservation deposit is required. Guest agrees to pay the rent and fees described below (the "Total

Amount Due"). A deposit in the amount of $__________ (the “Reservation Deposit”) is due and payable

upon return of this signed Agreement in order to secure Guest’s reservation. The Reservation Deposit is

Vacation Short Term Rental Agreement (Rev. 1346414)

non-refundable and will be applied toward the rental rate. Payment in full of the following fees, less the

Reservation Deposit, will be due within __________ days before the Arrival Date.

☐ A reservation deposit is NOT required. Guest agrees to pay the rent and fees described below (the

"Total Amount Due"). Payment in full of the following fees will be due within __________ days before the

Arrival Date.

Rental rate of $__________ x __________ (Check one) ☐ days ☐ weeks

☐ months

$__________

Cleaning service fee

$__________

Other fee: _______________

$__________

Other fee: _______________

$__________

State and local sales/rental taxes (__________%)

$__________

Total Amount Due

$__________

(Less Reservation Deposit due immediately)

($__________)

Total Balance Due

$__________

Acceptable payment methods are: (Check all that apply)

☐ credit card

☐ debit card

☐ personal check

☐ cashier’s check

☐ money order

☐ other: _______________

Checks should be made payable to: ________________________ [Name] and sent to:

________________________________________ [Address] A fee of $__________ will be charged to

Guest for dishonored checks.

9. Security Deposit. (Check one)

☐ Owner reserves the right, at its discretion, to charge a security deposit at the time of reservation in the

amount of $__________. This deposit will be refunded after Guest’s departure and an inspection of the

Property by Owner, less any deductions for damage to the Property or furnishings, excessive mess

requiring additional cleaning or other costs incurred outside the normal course due to Guest’s stay.

☐ A security deposit is NOT required.

10. Cancellation. (Check one)

☐ Guest may cancel the reservation at least __________ days before the Arrival Date, and receive a

refund on the Reservation Deposit.

☐ If Guest cancels the reservation, the Reservation Deposit will be forfeited.

Full Rental Payment Forfeited (Check if applicable)

☐ If Guest cancels the reservation less than __________ days before the Arrival Date, the Total Amount

Due will be forfeited.

11. Cleaning. (Check one)

☐ A cleaning fee of $__________ will be charged to the Guest.

Vacation Short Term Rental Agreement (Rev. 1346414)

☐ A cleaning fee will NOT be charged to the Guest.

Daily housekeeping services are not included in the rental rate. Throughout the rental period, Guest will

be responsible for keeping the Property clean and in good condition. Any unsafe or dangerous condition

must be reported to Owner immediately. Guest acknowledges that on the Arrival Date, the Property is in

good condition, except for any defect Guest may report to Owner by the end of the first day following the

Arrival Date. The Property should be left in the same condition as it was found by Guest on the Arrival

Date. Guest promises to leave the Property in good repair.

12. Furnishings. The following furnishings will be provided with the Property: ______________________

____________________________________________________________________________________

Furnishings are subject to change without notice. Furniture, bedding, kitchen equipment, utensils, and

any other personal property supplied with the Property must not be removed from the Property. Loss of

any items within the Property or damage to the Property or furnishings in excess of normal wear and tear

will be charged to Guest. The Property will be inspected by Owner after Guest’s departure. All contents of

the Property are the property of Owner. If an item should break, Guest must notify Owner immediately.

Guest is not permitted to alter the wiring of any television, computer, or gaming equipment.

13. Parking. Parking is limited to __________ spaces. Guest may only park in designated parking area.

Any illegally parked cars may be subject to towing and/or fines.

14. Mechanical Failures. Owner attempts to properly maintain the Property. While all electrical and

mechanical equipment within the Property are in good working order, Owner cannot guarantee against

mechanical failure of electrical service, stopped plumbing, water supply, heating, air conditioning, audio

visual equipment, internet access, cable service, or appliances. Guest agrees to report any inoperative

equipment or other maintenance problem to Owner immediately. Owner will make every reasonable effort

to have repairs done quickly and efficiently. Guest will allow Owner, or a person permitted by Owner,

access to the Property for purposes of repair and inspection. Owner is not responsible for any

inconvenience that may occur and no refunds or rent reductions will be made due to failure of such items.

15. Acts of God. (Check one)

☐ If there is a storm or severe weather and a mandatory evacuation order is issued by state or local

authorities, Guest shall be entitled to a prorated refund for each night Guest is unable to occupy the

Property. Owner will not be liable, or deemed in default, under this Agreement for any failure to perform or

delay in performing any of its obligations due to or arising out of any act not within its control, including,

without limitation, acts of God.

☐ No refunds will be given if there is a storm or severe weather (i.e., hurricane, earthquake, forest fire),

even if a mandatory evacuation order has been given. Owner will not be liable, or deemed in default,

under this Agreement for any failure to perform or delay in performing any of its obligations due to or

arising out of any act not within its control, including, without limitation, acts of God.

16. Limitation on Liability. Owner is not responsible for any accidents, injuries, or illness that occur to

any member of the Rental Party or Guest’s visitors while in the Property or on the Property. Owner is not

responsible for loss of personal belongings or valuables belonging to any member of the Rental Party or

any of Guest’s visitors. Guest agrees to assume the risk of any harm arising from use of the Property.

UNDER NO CIRCUMSTANCES, AND UNDER NO LEGAL THEORY, INCLUDING TORT, CONTRACT,

STRICT LIABILITY, OR OTHERWISE, SHALL OWNER BE LIABLE TO GUEST OR ANY OTHER

PERSON FOR ANY DAMAGES OF ANY NATURE WHATSOEVER, INCLUDING ARISING OUT OF OR

RELATING TO THIS AGREEMENT OR GUEST’S RENTAL OF THE PROPERTY OR USE OF THE

PROPERTY. IN NO EVENT WILL OWNER BE LIABLE FOR ANY DAMAGES IN CONNECTION WITH

THIS AGREEMENT, EVEN IF OWNER SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF

SUCH DAMAGE.

Vacation Short Term Rental Agreement (Rev. 1346414)

17. Indemnification. Guest acknowledges that the use of the Property by the Rental Party and Guest’s

visitors is entirely at their own risk. Guest will indemnify and hold harmless Owner from any and all

expenses, costs, damages, suits, actions, or liabilities whatsoever arising from or related to any and all

loss of, or damage to, personal property, including injury or death, resulting from the use or occupancy of

the Property or the failure of any member of Rental Party or Guest’s visitors to observe the rules and

restrictions set forth in Paragraph 7.

18. Violation of Agreement. If Guest or any member of the Rental Party violates any of the terms of this

Agreement, including but not limited to maximum occupancy, visitors and rental rules and restrictions,

Owner may evict Guest and the Rental Party from the Property and Guest will forfeit all rent and security

deposit paid.

19. Governing Law. This Agreement and all transactions contemplated by this Agreement will be

governed by, and constructed and enforced in accordance with the laws of the State of

_______________ (not including its conflicts of laws provisions). Any dispute arising from this Agreement

shall be resolved through: (Check one)

☐ Court litigation. Disputes shall be resolved in the courts of the State of _______________.

☐ If either Party brings legal action to enforce its rights under this Agreement, the prevailing party

will be entitled to recover from the other Party its expenses (including reasonable attorneys' fees

and costs) incurred in connection with the action and any appeal.

☐ Binding arbitration. Binding arbitration shall be conducted in accordance with the rules of the American

Arbitration Association.

☐ Mediation.

☐ Mediation, then binding arbitration. If the dispute cannot be resolved through mediation, then the

dispute will be resolved through binding arbitration conducted in accordance with the rules of the

American Arbitration Association.

20. Amendments. This Agreement may be amended or modified only by a written agreement signed by

both Owner and Guest.

21. No Waiver. Neither Owner nor Guest shall be deemed to have waived any provision of this

Agreement or the exercise of any rights held under this Agreement unless such waiver is made expressly

and in writing.

22. Severability. If any provision of this Agreement is held to be invalid or unenforceable in whole or in

part, the remaining provisions shall not be affected and shall continue to be valid and enforceable as

though the invalid or unenforceable parts had not been included in this Agreement.

23. Notices. Any notice or communication under this Agreement must be in writing and sent via one of

the following options:

☐ personally delivered

☐ sent by overnight courier service

☐ certified or registered mail (postage prepaid, return receipt requested)

☐ facsimile

☐ electronic email transmission

☐ other: _______________

Vacation Short Term Rental Agreement (Rev. 1346414)

24. Successors and Assigns. This Agreement will inure to the benefit of and be binding upon Owner, its

successors and assigns, and upon Guest and its permitted successors and assigns.

25. Entire Agreement. This Agreement (☐ and Exhibit A) represents the entire understanding and

agreement between the Parties with respect to the subject matter of this Agreement and supersedes all

other negotiations, understandings, and representations (if any) made by and between the Parties.

SIGNATURES

Owner Signature

Guest Signature

Owner Name

Guest Name

Date

Date

Vacation Short Term Rental Agreement (Rev. 1346414)

EXHIBIT A

Rules and Regulations

See attached.

Vacation Short Term Rental Agreement (Rev. 1346414)

Disclosure of Information on Lead-Based Paint and/or Lead-Based

Paint Hazards

Lead Warning Statement

Housing built before 1978 may contain lead-based paint. Lead from paint, paint chips, and dust can pose

health hazards if not managed properly. Lead exposure is especially harmful to young children and

pregnant women. Before renting pre-1978 housing, lessors must disclose the presence of known lead-

based paint and/or lead-based paint hazards in the dwelling. Lessees must also receive a federally

approved pamphlet on lead poisoning prevention.

Owner’s Disclosure

(a) Presence of lead-based paint and/or lead-based paint hazards (check (i) or (ii) below):

i) ____ Known lead-based paint and/or lead-based paint hazards are present in the housing (explain).

________________________________________________________________________________

________________________________________________________________________________

(ii) ____ Owner has no knowledge of lead-based paint and/or lead-based paint hazards in the housing.

(b) Records and reports available to the Owner (check (i) or (ii) below):

(i) ____ Owner has provided Guest with all available records and reports pertaining to lead-based paint

and/or lead-based paint hazards in the housing (list documents below).

________________________________________________________________________________

________________________________________________________________________________

(ii) ____ Owner has no reports or records pertaining to lead-based paint and/or lead-based paint

hazards in the housing.

Guest’s Acknowledgment (initial)

(c) ________ Guest has received copies of all information listed above.

(d) ________ Guest has received the pamphlet Protect Your Family from Lead in Your Home.

Certification of Accuracy

The following parties have reviewed the information above and certify, to the best of their knowledge, that

the information they have provided is true and accurate.

Signature of Owner

Name of Owner

Date

Signature of Guest

Name of Guest

Date

Vacation Short Term Rental Agreement (Rev. 1346414)

Signature of Agent

Name of Agent

Date

Vacation Short Term Rental Agreement (Rev. 1346414)

Vacation Rental/Short Term Lease Agreement Booking

Confirmation

Dear ________________________,

Thank you for selecting our property for your vacation.

The property is located at: ________________________________________

Arrival: ___________, 20___

After _____:_____ AM/PM

(No early arrival please)

Departure: ___________, 20___

By _____:_____ AM/PM

Number of Adults: __________

Number of Children: __________

Your reservation deposit is due immediately in the amount of $__________.

Rental rate and fees are as follows:

Rental rate of $__________ x __________ (Check one) ☐ days ☐ weeks

☐ months

$__________

Cleaning service fee

$__________

Other fee: _______________

$__________

Other fee: ________________

$__________

State and local sales/rental taxes (__________%)

$__________

Total Amount Due

$__________

(Less reservation deposit due immediately)

($__________)

Total Balance Due

$__________

Please sign and return the attached short-term lease agreement along with your reservation deposit. The

balance of the rental amount is due __________ days before your arrival date. When the total amount

due is received, we will send instructions on how to access the property.

Sincerely,

Vacation Short Term Rental Agreement (Rev. 1346414)

Vacation Rental Short Term Lease Agreement Checklist

Prior to Arrival:

☐ Signed and dated agreement

☐ Rental deposit

☐ Security deposit

☐ Balance due

☐ Keys and access information

Arrival:

☐ Check-in time: __________

☐ Go through inspection checklist

☐ Review rental rules and regulations

Departure:

☐ Check-out time: __________

☐ Go through inspection checklist

☐ Return keys

☐ Return security deposit

Vacation Short Term Rental Agreement (Rev. 1346414)

Inspection Checklist:

Arrival

Departure

N/A

Notes

Good

Good

Good

A/C Heater

☐

☐

☐

Lights

☐

☐

☐

Floors

☐

☐

☐

Walls

☐

☐

☐

Doors

☐

☐

☐

Windows

☐

☐

☐

Window treatments

☐

☐

☐

Screens

☐

☐

☐

Locks

☐

☐

☐

Fireplace

☐

☐

☐

Kitchen

☐

☐

☐

Refrigerator

☐

☐

☐

Oven

☐

☐

☐

Stove

☐

☐

☐

Dishwasher

☐

☐

☐

Garbage Disposal

☐

☐

☐

Bathrooms

☐

☐

☐

Bedrooms

☐

☐

☐

Living Room

☐

☐

☐

Dining Room

☐

☐

☐

Family Room

☐

☐

☐

Washer/Dryer

☐

☐

☐

Garage

☐

☐

☐

Backyard/Patio

☐

☐

☐

☐

☐

☐

☐

☐

☐

☐

☐

☐

☐

☐

☐

Guest acknowledges that he/she has inspected the Property and, unless otherwise noted, everything is in

good repair. Any damages upon departure shall be charged to Guest or deducted from the security

deposit.

SIGNATURES

Check-in Inspection

Check-out Inspection

Vacation Short Term Rental Agreement (Rev. 1346414)

Signature of Guest

Signature of Guest

Signature of Owner

Signature of Owner