How to Write a Vacation Rental Agreement

A vacation rental agreement is the short-term contract between a host and a guest: the dates, the rate, who may stay, the house rules, and what happens if someone cancels. It is not a year-long lease. It is the document that makes a holiday stay predictable before anyone arrives with extra guests or a dog.

Our free vacation rental agreement template covers these terms.

Why use one if you already list on Airbnb or Vrbo?

Platforms give you basic booking terms. A separate agreement lets you set occupancy limits, a security deposit, a pet policy, parking, and cancellation in your own words — and gives you a signed record if a guest causes damage or overstays. Many hosts use both for higher-value properties or longer stays.

1. Property, dates, and occupancy

Identify the property, check-in and check-out times, the maximum number of guests, and whether overnight visitors are allowed. Occupancy is the rule that prevents a four-person booking from becoming a party of twelve.

2. Rate, payment, and security deposit

Write the nightly or weekly rate, taxes or cleaning fees, when payment is due, and the deposit amount plus the conditions for returning it. Be specific about what the deposit covers (damage, extra cleaning, extra guests).

3. House rules, pets, and parking

Smoking, quiet hours, parties, pets, and parking cause most post-stay complaints. List them. Guests cannot follow rules they never saw.

4. Cancellation and events outside anyone's control

State the cancellation refund schedule (for example, full refund until 30 days before arrival, partial after that). Add a short acts-of-God / force majeure note for events that make the stay impossible.

5. Sign before the stay

Send the agreement after the booking and get it signed before you send access codes. Electronic signatures are the practical choice for remote guests. For a long-term tenancy, use a residential lease or month-to-month rental instead.

Disclaimer: This article is for general informational purposes only and is not legal advice. Short-term rental rules and taxes vary by city; check local requirements.