Vacation Rental Agreement & Invoice - Rental Terms, Fees, Deposit, and Cancellation Policy

Sep 16, 2026

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Vacation Rental Agreement & Invoice template for a stay booked with 365 Vacation Rentals, detailing the parties, property address, and the check-in/check-out term with time windows. It lays out rental rates and itemized fees, deposit requirements, accidental damage waiver coverage, and conditions for additional security-hold charges. It also specifies pool heating and utility fee responsibilities based on stay length, plus cancellation terms for stays under and over 28 nights and refund limitations under uncontrollable events.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages10

Reading Time4 min

AccessFree to download

Vacation Rental Agreement & Invoice

Parties, Property, and Stay Term

Rental Rates and Fees

Deposit, Security Hold, and Accidental Damage Waiver

Pool Heating and Utilities

Cancellation Policy (Under 28 Nights / Over 28 Nights)

[310-663-6779 / 365vrps@365vrps.com](310-663-6779 / 365vrps@365vrps.com) Vacation Rental Agreement & Invoice Thank you for choosing 365 VACATION RENTALS for your vacation needs. We hope you have a pleasant stay. This Vacation Rental Agreement & Invoice (the “Agreement”) is made by and between 365 Vacation Rentals (“Agent”) and GUEST (“Guest”) on Month Day, Year. Property: ([www.365vacationrentals.com](www.365vacationrentals.com)) Located at: 12345 Palm Springs, Palm Springs, CA 92262 1. THE TERM OF YOUR STAY IS AS FOLLOWS: Check-in date: Month Day, Year 4:00 p.m. PT,(No reserved early check-in) Check-out date: Month Day, Year 10:00 a.m. PT,(No reserved late check-out) 2. THE RENTAL RATES AND FEES OF YOUR STAY ARE AS FOLLOWS: ● Rent- $ x.xx ● Cleaning- $ 225.00- $ 275.00,(Depending on property) ● Accidental Damage Waiver (See Exhibit B) - $ 65.00 ● Pool Heating or Utilities Fee – $ x.xx ● Taxes- $ x.xx ● Total = $ x.xx Deposit of $500.00 due at time of reservation confirmation. Balance due 60/90 due before check-in date-depending on length of stay. If reservation is being made less than 60/ 90 days prior to check-in date balance is due when reservation is confirmed. * The Accidental Damage Waiver is designed to give the occupants and/or guests peace of mind during their stay. It provides coverage for unintentional damage to the Vacation Rental Home up to $750.00 . A Security Deposit of $750.00 is required prior to check-in. A hold will be made to your credit card account. Additional charges will only be made if it is discovered upon check-out that i) non-accidental damage has been made to the property and/or furnishings, ii) dirt or other mess is made requiring excessive cleaning and/or iii) any additional cost is incurred due to willful, deliberate, or as a result of gross negligent behavior by the Guests (see Exhibit A, item 8) . Check-in agent will request payment information for this deposit. 7 Nights and under: In addition, pool heating is available for an additional fee of $50.00 a night for your stay. Please let us know at least 5 days in advance before your arrival if you would like to elect this option. Over 7 Nights: Guests are also responsible for utilities for the duration of this stay, both electricity and gas. The fee is based on actual usage/ meter reading from the duration of your stay and includes pool and/ or spa heating. Utility Fee is due upon checkout and paid directly to 365 Vacation Rentals. Check-in agent will be requesting payment information upon check-in. Cancellation Policy: Stay Under 28 Nights: ● 90% refunded if Guest cancels 60 days or more prior to check-in date; no refund if Guest cancels less than 60 days prior to check-in date. ● If Agent notifies Guest 60 days or less prior to Guest’s check-in date that the Property will not be available on the Guest’s check-in date due to either (i) transfer of Property ownership by Property Owner or (ii) damage to Property caused by the environment and/or mechanical malfunction then Guest shall have the option of (i) selecting any one of the other available Agent Properties without incurring any additional costs or (ii) receiving a complete refund ofany deposits and fees paid to date. ● If Agent notifies Guest more than 60 days prior to Guest’s check-in date that the Property will not be available on the Guest’s check-in date due to either (i) transfer of Property ownership by Property Owner or (ii) damage to Property caused by the environment and/or mechanical malfunction then Guest shall have the option of (i) selecting any one of the other available Agent Properties at the published rates or (ii) receiving a complete refund ofany deposits and fees paid to date. ● Agent will not be held liable for circumstances beyond their control; including inclement weather, evacuation due to earthquakes, flooding, or other natural disasters, including disease/ illness or event cancellation due to the aforementioned e

FAQs

What are the check-in and check-out times in the agreement?

The agreement lists check-in at 4:00 p.m. PT and check-out at 10:00 a.m. PT, with no reserved early check-in or late check-out options.

What deposit and accidental damage waiver terms apply?

A $500 deposit is due at reservation confirmation. A $750 security deposit is required prior to check-in, and a hold may be placed on the guest’s credit card. The accidental damage waiver provides coverage for unintentional damage up to $750.00.

How does the cancellation policy work for stays under 28 nights versus over 28 nights?

For stays under 28 nights, the guest receives a 90% refund if cancellation occurs 60+ days before check-in, otherwise no refund. For stays over 28 nights, the guest receives a 90% refund if cancellation occurs 90+ days before check-in, otherwise no refund. The agreement also states no refunds under certain uncontrollable circumstances and no refunds for rescheduled reservations.

Sep 16, 2026

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