Holiday let booking agreement template
A holiday let booking agreement sets out the terms on which a guest books a holiday property in England or Wales for set dates: the price, what is paid and when, the house rules, and what happens if either side cancels. It is agreed when the booking is made. The guest, the dates, the price and the cancellation terms change with every booking.
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What changes each time
30 values. Everything else is your wording, kept exactly.
The booking
- Owner's name or business name, address, phone and email
- Agency's name, address, phone and email
- Lead guest's name
- Lead guest's home address, phone and email
- Property name and address
- Arrival date and time
- Departure date and time
- Number of nights
Guests
- Adults, children and infants
- Maximum number of people
- Number and type of pets
Price and payment
- Accommodation total
- Pet fee
- Cleaning fee
- Extras
- Total price
- VAT: included or not charged
- Refundable security deposit
- Booking payment
- Balance and its due date
- Reminder period before cancelling for non-payment
- Bank details or card payment link
Stay and house rules
- Quiet hours
- Hours pets may be left alone
- Linen, towels and items provided
- Days to return the security deposit
Cancellation
- Cancellation tiers: weeks before arrival and amount payable
- Administration charge on a rebooking
- Contact for complaints
- Booking reference
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“State the total price as including VAT, or say VAT is not charged.”
Only the chosen wording appears.
- One of several wordings
“Pay by bank transfer, with account details, or by card through a link.”
Only the chosen method appears.
- One of several wordings
“Say no security deposit is taken, or set a deposit returned after departure less deductions.”
The return period and the written explanation of deductions appear only with a deposit.
- One of several wordings
“In the first cancellation tier, either keep the booking payment or refund it.”
Only the chosen wording appears.
- One of several wordings
“If the owner cancels, either refund everything, or offer alternative dates or similar accommodation and refund if declined.”
Only the chosen option appears.
- Only when…
“Include the agency row only when an agency manages bookings.”
The agency details appear.
- Only when…
“Include the pets row, the pet fee and the pet rules only when pets are coming.”
The type and number of pets, the fee and the pet clause appear.
- Only when…
“Include a cleaning fee, extras and a security deposit row only when they apply.”
Each appears in the price table.
- Only when…
“Include the no-smoking addition covering e-cigarettes when wanted.”
The clause names e-cigarettes.
- Only when…
“Include a lead guest signature line only when the agreement is signed.”
The name, signature and date appear.
Questions people ask
Is a holiday let a tenancy?
No. A holiday let gives permission to occupy the property for a short, set period for a holiday. The guest has their own home elsewhere, and the agreement ends at the departure time.
Can a guest cancel within 14 days of booking?
The usual 14-day cancellation right does not apply to accommodation booked for specific dates. The agreement says so and sets its own cancellation terms.
How much deposit can an owner take?
There is no fixed legal limit for holiday lets. The agreement states the amount, when it is returned and the deductions that can be made.
What if the owner has to cancel?
The agreement says the guest is refunded or offered alternative dates or similar accommodation, and refunded if they decline.
Should guests take out cancellation insurance?
The agreement recommends it, because the cancellation charges depend on how close to arrival the guest cancels.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.