With the 2015 rental season coming to a close, NOW is the time to review your paperwork & make sure all of your documentation is in order for the new season approaching... ETK have put together a few handy tips to clarify how a private rental should work, to try & ensure a smooth booking for both parties involved. Do take a look at our Documents Service where these can be created for you (100% feedback thus far)!

BOOKING FORMS 

Booking forms should always be issued.  These should clearly state:

• Holiday Home details ("name" of the Holiday Home if it has one, name of the park, address of the park with postcode)
• Arrival & Departure dates
• Lead Guest details (name, home address, contact numbers, email - some parks ask for age-confirmation, so possibly guest's Date of Birth, or at least YEAR of birth)
• Other party member details (name, ages)
• Total cost of the booking + any deposit or damage bond fees
• Owner's details (name, home address, contact numbers, email)
• Lead Guest signature & date
• Statement confirming that by signing the booking form, the Lead Guest is agreeing to all Terms & Conditions for the reservation

A few Owners & Guests have had problems contacting each other regarding bookings when "just" relying on social media for contact... DON'T just swap Facebook details!  Not everyone is logged on 24/7 & messages can be missed. Make sure you have every point of contact possible covered, so communication can be made via email, telephone & even that old thing we call Royal Mail if necessary!

  

TERMS & CONDITIONS 

Terms & Conditions are imperative! Each Owner will have their own T&Cs relevant to their Holiday Home & their own "rules" for the booking. BUT: it is as important for the GUEST TO READ them, as it is for the Owner to issue them! They are not just in place to "cover the Owner's back" - but also to protect the Guest! These should clearly state:

• Holiday Home details ("name" of the Holiday Home if it has one, name of the park, address of the park with postcode)
• Deposit & Damage Bond details - what it covers, what it is for, if it is refundable & if so - the time-scale of the refund
• Cancellation clause (not just if the Guest cancels - but also if the Owner has to cancel the booking)
• Payment terms & consequences of late or non-payments
• Complaints Procedures
• What is "expected" of the Guest on departure & what will ocurr if the Holiday Home is left in an unacceptable condition (see deposit above!) 
• Pet clauses
• Smoking clauses
• General Holiday Home "rules" during stay
• Statement that site rules must also be observed during stay

Once the Guest has signed the booking form to confirm the T&Cs are accepted - there can be no "turning back"! which is WHY it is SO important that the Guest READS them!

 

RECEIPTS 

Receipts should always be issued with every payment made by the Guest. These should ideally state:

• Holiday Home details ("name" of the Holiday Home if it has one, name of the park, address of the park with postcode)
• Lead Party Details
• Booking reference
• Arrival & Departure dates
• Total cost of the booking
• Payment received & date
• Outstanding balance & payment due date
• Owner's details 

Not only does issuing a receipt provide both parties with a record of payment & the outstanding monies due - it will also re-assure the Guest that the Owner is genuine...

Obviously it damages the private let reputation in general to have derogatory comments plastered all over the social media sites, "TripAdvisor" etc :- Owner's rentals can suffer if accusations are made that are not warranted & Guests become concerned over attempting a private rental if they see such posts.

This can all be simply avoided if OWNERS ensure their paperwork is up-to-date & in line with their rental requirements & GUESTS read these before they just sign the booking forms!