How to Write a Vacation Rental Agreement (with Checklist)

When guests book through Airbnb or Vrbo, the platform's terms cover a lot of ground for you. When they book directly, your rental agreement does that job. A clear agreement protects your home, sets expectations, and makes you look as professional as any platform.

This guide is general information, not legal advice. Short-term rental rules vary by state, county, and city, so have a local attorney review your agreement, and check your local permit, tax, and HOA requirements.

Vacation rental agreement checklist

1. The basics

• Your name (or business name) and the guest's full name
• The property address
• Check-in and check-out dates and times
• Maximum number of guests, and whether visitors are allowed

2. Price and payment

• The nightly or weekly rate and the total for the stay
• Cleaning, pet, and other fees, itemized
• Lodging or occupancy taxes, if you collect them
• When payment is due, such as a deposit at booking and the balance 30 days before arrival, and how guests can pay

3. Security deposit

• The deposit amount and when it's collected
• What it can be used for, like damage or extra cleaning
• When and how it's returned after check-out

4. Cancellations and refunds

• How much guests get back if they cancel, and by when
• What happens if you have to cancel
• Your policy for weather events and other emergencies

5. House rules

• Pets, smoking, and parties or events
• Quiet hours and parking
• Use of the pool, hot tub, grill, or other amenities
• Trash, recycling, and check-out chores

6. Responsibility and damage

• The guest's responsibility for damage beyond normal wear
• Who is liable for injuries, especially around pools and water
• Your right to enter for repairs or emergencies, with notice
• What happens if rules are broken, including early termination

7. Signatures

Have the guest sign and date the agreement before you confirm the booking, and keep a copy for your records. An emailed PDF or electronic signature is common for direct bookings.

Tips for a better agreement

• Write in plain English. Guests are more likely to follow rules they can understand.
• Be consistent. Use the same agreement for every booking so nothing gets forgotten.
• Fill it in automatically. Typing names, dates, and totals by hand for every guest invites mistakes. Use a template that fills in each guest's details for you.
• Send it quickly. A prompt, professional agreement reassures guests who are booking directly for the first time.

Make agreements part of your direct booking setup

A rental agreement is one piece of running direct bookings smoothly, alongside a good website, clear rates, and quick replies. With Own Your Rental, you upload your agreement as a Word template once, and each guest's name and dates are filled in for you from their inquiry. Learn more about getting direct bookings.