Short-Term & Vacation Rental Agreement

Short-Term & Vacation Rental Agreement: a practical guide

A Short-Term & Vacation Rental Agreement records the main terms for a temporary stay in a home or other rental property. It helps the Host and Guest put the dates, payment, property use, and practical arrangements in writing.

What it's for

People use this agreement when a property is rented for a defined, relatively short stay, such as a holiday, work trip, temporary move, or seasonal visit. It can help both sides understand when the stay begins and ends, what the Guest may use, and what each side is expected to do.

Write down details that can be easy to misunderstand: the exact arrival and departure times, how and when payment is due, what is included in the price, and how keys are handed over. If the stay may continue beyond the agreed end date, explain how the parties will discuss an extension and record any change in writing.

A longer home rental may call for a residential lease instead. If someone is renting a room in a home they share with others, a room-specific arrangement may be a better fit. The right document depends on the arrangement and local rules.

Who uses it

• A homeowner renting a furnished home to vacation guests.
• A tenant arranging a temporary stay while relocating or working away from home.
• A property owner renting a flat or house for a defined seasonal period.
• A small business arranging temporary accommodation for a worker or contractor.
• A Host and Guest who want written terms for a short stay arranged directly between them.

Terms to decide on

Stay dates and times

State the first and last dates of the stay, plus check-in and check-out times. Describe how both sides will agree to any extension or early departure.

Price and payment

Make clear the total price or how the monthly amount applies to the short stay, when each payment is due, and which payment methods are accepted. Identify any separate charges and when they are due.

Deposit and damage

State the deposit amount, what it may be used for, how the parties will record damage, and how and when the remaining amount will be returned. Avoid leaving deductions or the return process open to guesswork.

Occupancy and permitted use

Set a maximum number of occupants and identify who may stay overnight. Explain any restrictions on events, smoking, pets, or business use that matter for this property.

Included items and services

List what the price includes, such as utilities, internet, parking, linens, or cleaning. Say who is responsible for arranging or paying for any service that is not included.

Care, repairs, and access

Explain how the Guest should report a problem, who to contact, and how urgent repairs will be handled. Describe when and how the Host may enter, subject to rules that apply where the property is located.

Cancellation and changes

Set out how either side should communicate a cancellation or requested change and what happens to payments already made. Write any agreed refund terms clearly in Additional Terms & Provisions.

Common mistakes

• Using vague dates such as “for the holiday” or leaving check-in and check-out times unstated. A specific start, end, and handover time can prevent disputes about extra nights.
• Writing only a monthly rent amount without explaining how it applies to a short stay. State the amount due for the full period and any payment dates or separate charges.
• Assuming a deposit automatically covers every cost. Describe the process for documenting damage, explaining deductions, and returning any balance.
• Leaving house rules to a separate conversation. Put important arrangements about guests, pets, noise, smoking, or shared spaces in writing and make sure both sides have them.
• Describing the property too generally. Confirm the correct address and identify any included rooms, parking space, furniture, or areas the tenant cannot use.
• Forgetting what happens if plans change. Unclear cancellation, early departure, or extension terms can leave both sides with different expectations.

Before you sign

• Check that the property address and the names of all parties are accurate.
• Confirm the stay dates, handover times, price, payment dates, and any separate charges.
• Read the occupancy, property-use, and house-rule terms together.
• Write any agreed cancellation, extension, cleaning, or service arrangements in the document.
• Record the property's condition and any items provided at handover.
• Make sure each side has time to read the full document and ask about unclear terms.
• Check local rules on matters such as required wording, witnesses, notarization, registration, or notice periods, or ask a qualified lawyer if the stakes are high.