Vacation Rental Rules & Regulations Template

One of the best ways to protect your rental property and rental income is to communicate your rules and expectations for house guests clearly. The simplest way to do this is to provide your visitors with a comprehensive set of rules and regulations that lays everything out from the start.

Here at SaferVRS, our mission is to make your life as a vacation rental owner easier. To help simplify the process of creating your own template, we’ve created this handy guide detailing what to include in your vacation rental rules agreement.

This will not only keep your guests comfortable and in the know but also protect your business license and allow you to stay compliant with code enforcement. We’ve even drafted some practical examples to help guide you in setting up your business and your guests for success. Here’s what you need to know.

Welcome Note

Perhaps one of the most important pieces of your House Rules template should be your welcome note. When writing guest rules for your Airbnb, Vrbo, or other vacation rental property, you should always include a brief greeting to your guests welcoming them.

Be sure to encourage them to read through the house rules while also emphasizing your commitment to providing them with a comfortable and enjoyable stay. Also, include your contact information here so they can reach out with any questions or concerns.

An example may look as follows:

Hey there!

Welcome to {your vacation rental property name}. We are honored you’ve chosen our property as your home base during your trip. By means of a quick introduction, my name is {your name}. If you need to contact me you can reach me at {insert contact info}. Please don’t hesitate to reach out should you need anything!

To ensure your stay with us goes smoothly we ask that you take a look at our House Rules and become familiar with them before settling in. We created these with your safety in mind, hoping to make your stay as comfortable as possible. Please read these carefully and reference them as needed throughout the course of your stay. Of course don’t hesitate to contact me with any questions.

We hope you enjoy your stay at {your property name}. Again, please reach out with any questions or concerns. Have a great trip!

Lay Out Rules and Regulations

Respect for Property

Whether it’s part of your primary residence or a short term rental property — you’ll want to keep your investment in tip top shape. All rules and regulations should include a gentle reminder to be respectful of the property and to report damages or issues immediately.

An example:

Our home is your home, and we hope you will treat it as such. Please treat our home with care to ensure it remains in excellent condition for you and future guests. Should any issue arise during your stay, please notify us promptly. We are here to help and want to address any concerns as soon as possible.

Guest Capacity

Be sure to be transparent in your expectations on the amount of guests visiting your vacation home. Specifically, state the occupancy limits allowed so there is no confusion.

An example:

Our home is equipped with amenities and safety features to accommodate ___ guests. Local regulations prohibit us from hosting additional guests. Please respect these limitations to ensure the safety and comfort of your party.

Clear Check-in and Check-out Procedures

Always include a brief section detailing your check in and check out times.

An example:

You may check into the property any time after ____. You will find the keys in a lockbox next to the front door. The code to the lockbox is XXXX. Please return the keys to the lockbox when you depart.

We ask that you check out by ____. Before checking out we encourage you to do a final walk through to account for all your belongings. Please make sure the bed is stripped and all linens and towels are left by the washer and dryer. We also ask that you have the dishwasher loaded and trash taken out and placed in the designated bins. Please double check to make sure all windows and doors are securely locked. The keys should be left in the lockbox. Please be sure to scramble the code.

Early check-in and late check-out can be accommodated on a case by case basis. Should you need anything else, please contact us, and we will do our best to work with you.

For keyless entrance:

If your properties work with keyless entrance, exchange the first paragraph for this instead:

You may check into the property any time after ____. We offer keyless entrance. The code to enter your rental is XXX.

Reminders About Safety and Security

It’s important to outline all the safety measures you’ve taken to protect your guests. Be sure to mention any cameras or security systems and call attention to lighting in dark areas. Make sure your guests are aware of the location of fire extinguishers and know where to find contacts for emergency services should they be needed.

An example:

Our property is equipped with security cameras around the perimeter. Motion activated flood lights have been placed on all the corners of the home to ensure it is well lit at night. You will find fire extinguishers above the refrigerator in the kitchen and on the wall in the laundry room. Smoke alarms are located in every room and inspected monthly.

Please note that in the event of an emergency, a list of emergency contacts and procedures can be found on the refrigerator. Be sure to secure the property before leaving by locking doors and windows.

Reminders About Cleanliness and Maintenance

While you are likely to charge a cleaning fee, you’ll want to encourage guests to keep the property tidy. Be sure to advise them to contact you promptly should something break.

An example:

While we do include a cleaning fee so the house can be refreshed after your stay, we do ask that you maintain a reasonable level of cleanliness throughout your stay. Please dispose of trash and empty trash bags as they fill, as well as tidy up any big messes your party makes. Should you encounter anything that needs to be fixed, please bring it to our attention right away.

Use of Amenities

This will be specific to your home and the amenities provided on-site. If you have additional amenities such as grills, be sure to also provide instructions for their use and subsequent clean-up.

An example:

For your convenience we offer a fully stocked kitchen, a washer and dryer. When using our kitchen appliances please be mindful to clean them after use and return them to their original location. Instructions for using the washer and dryer can be found taped above both the machines in the laundry room. Laundry detergent and dryer sheets are available for you to use.

Pet Policy

Another thing you want to make fully transparent is your pet policy. Be sure to explicitly state whether or not pets are allowed, what fees are associated with pets, any rules for pet areas, and any security deposits required for damage.

An example:

We love our pets, too, and understand wanting to travel with them. For that reason, we do permit up to ___ dogs no bigger than ___ pounds. A ____ fee per pet per night will be added to your costs. We also require a _____ deposit to protect against potential damages.

Please clean up your pets' waste and keep them off the furniture. Failure to comply with these requests may result in fines.

Parking Instructions

Explain in detail where guests are permitted to park. If parking passes are required, be sure to provide information on where to obtain one. Be sure to inform guests of any policies regarding unauthorized parking and towing.

An example:

We have two parking spaces in our drive. Additional cars may park along the streets with a parking pass obtained by city hall. Failure to obtain one may result in your car being towed by the city.

Other Considerations

Be sure to make clear any local laws outlined by your city council and local government. Additional sections you may want to include depending on the short-term rental regulations that apply to your property are:

• Noise Etiquette: Depending on zoning, your rental house might be in a residential neighborhood that doesn't allow parties or loud noises after a certain hour.
• HOA Regulations: Are there HOA or community specific rules your guests need to know?
• Smoking Policy: If smoking is prohibited completely, a general statement explaining this should suffice. Should you allow smoking in designated areas, be sure to specify where.
• Fees: Are there any fees that may be assessed for damages or breaking policies such as smoking when it’s prohibited?
• Pool/Hot Tub: If your property has a pool or hot tub, you will need to include a section on rules for use, safety guidelines, and maintenance requests.
• Rental Duration: The needs of your rental agreement may vary depending on the number of days your renters will stay. For long-term rentals, we recommend having a more thorough rental agreement that'll cover more in-depth information for renters than you might need compared to short-term vacation rentals.

Communicate More Effectively With Safer VRs

Clear communication is key, and by providing a comprehensive rental rules and regulations guide, you set both yourself and your guests up for success.

Vacation rules and regulations are just one aspect of rental ownership. Navigating the demands of the rental industry and being a responsible vacation rental homeowner can be a challenge. At SaferVRS, we’re here to help. Contact us today to learn how we can help protect your property and peace of mind.