Sample Rental Agreement

Vacation Rental Property Agreement

Guest Signature – Agreement to Reservation Details

We appreciate you choosing Emerald Beach Properties, Inc. for your vacation and want to wish you a relaxing, beautiful and fun filled visit to the world’s most beautiful beaches! Below is our list of terms and conditions, as well as some tips that we’ve picked up throughout the years. Please do not hesitate to contact us with any questions or concerns, even if it’s just for restaurant recommendations! We are here to make your stay as memorable and enjoyable as possible; we look forward to seeing you soon!


our vacation rental from Emerald Beach Properties, Inc. is a transient rental under Florida law. This means that your tenancy is temporary for the stated time period only.
A completed Vacation Rental Agreement and the 25% down payment are required within 24 hours to hold your reservation. If the Rental Agreement and down payment are not received within 24 hours, the reservation will NOT be held for you. Review and acceptance of the Emerald Beach Properties Terms & Conditions, which is made part of this Rental Agreement, is required before a confirmation is issued. ​By signing this agreement, you and your guests agree to all terms and conditions listed in the rental agreement, as well as the property specific rules and regulations. Property Manager has the right to cancel any reservation or move guest to different property at the discretion of the Manager.
Renter Requirements:
For legal purposes, the person placing the reservation is the named Guest on the agreement. All other persons involved with the rental are the Guest’s invitees. All discussion regarding the reservation, payments, cancellation, and damage policies will be with the Guest only, not the Guest’s invitees. The Guest understands that Emerald Beach Properties only rents to responsible adults over the age of 21 at Shores of Panama, Grand Panama, and Origin and over the age of 25 for all other properties.
All property descriptions are correct at the time of booking, but due to continuous unit upgrades, changes may be made before your arrival. Emerald Beach Properties reserves the right to change rental property assignments when emergency conditions arise. Every attempt will be made to notify you, as soon as possible, if a change in your unit assignment occurs.
How to Make a Payment:
All payments and deposits are due in US Dollars, drawn on US banks only. Please let us know if you require wire transfer instructions. 

The full rental amount must be paid in full 30 days prior to arrival. Upon receipt of your full payment, check-in information will be e-mailed to you. If all amounts due are not paid in full 30 days prior to arrival, and other arrangements have not been made for payment, the reservation will be canceled and your down payment will be forfeited. If a reservation is made less than 30 days prior to arrival, full payment is due when the reservation is made. A $40.00 service charge will be incurred for any returned checks or E-checks. 

Payments can be made in the following ways:
If paying your reservations within 14 days of your arrival, you may either over-night us certified funds (official check), or pay by credit card. 
1. Electronic check payments can be made over the phone. Please provide the routing number and account number you wish to use as payment.
2. Credit/debit card payments can be made over the phone. We accept Visa, MasterCard and Discover. If a credit card is used for payment, the credit card must have an expiration date that extends beyond your stay.
3. Checks can be mailed to our office. If paying by check, please make sure to let us know if you have chosen this form of payment.
Please make checks payable to Emerald Beach Properties, Inc. and mail to:
Emerald Beach Properties, Inc.
2027 Joan AV
Panama City Beach, FL 32408
**Please make sure to put the reservation ID number on the check** 

Accidental Damage Waiver Fee:
The Accidental Damage Waiver Fee for all reservations is $50.00. This Accidental Damage Waiver Fee covers accidental, reported damages to the property during your stay. The Accidental Damage Waiver Fee covers accidental, reported damages up to $1200.00. Any repair or replacement costs that are in excess of $1200.00 will be charged to the payment information on file. In order for damages to be covered by the Accidental Damaged Waiver Fee, they must be reported to the Property Manager within 12 hours of the damage occurrence. Malicious or purposeful damage is not covered by the Accidental Damage Waiver Fee. Damages done to any Association Common Elements are NOT covered by this Accidental Damage Waiver Fee.  Guest agrees that any damage caused by Guest or Guest Invitees to the property that exceed the $1200.00 coverage limit will be charged to the guest’s payment information on file. The Accidental Damage Waiver Fee is NOT a deposit & is NOT refundable.
Maximum Occupancy Restrictions & Unit Usage:
Per the Bay County Florida Fire Code, each property has a maximum occupancy limit. This varies by property. You must abide by the occupancy limit for your rental as listed on your Rental Agreement. The only exception is a child in a crib. If you are found to be in violation of the Fire Code, it is grounds for immediate eviction by the Fire Department with no refund of unused days remaining on your rental. At no time is the property to be sublet to another individual. If guest invitee(s) under the age of 25 (21 for Shores of Panama, Grand Panama, Origin) will be staying in the property, they must be supervised by a guest 25 or older at all times. Note, inflatable mattresses are not allowed in rental properties by the local fire code.

Parking Passes and Wristbands
You are required to comply with the Property Association’s Rules and Regulations regarding display of parking passes, assigned and reserved parking spaces and current wristband policy. These policies are changed from time to time by the individual properties. This process is beyond our control. You will be informed of the current policies by postings in the property and in your check in e-mail. 

Cancellations and Refunds
Cancellations may be made up to 30 days prior to your arrival date. A $35.00 cancellation fee will be deducted from your down payment for cancellations made at least 30 days prior to your arrival. The remainder of the down payment will be returned to you, using the original payment method used by you, within 14 business days. A cancellation made 30-15 days prior to your arrival date will result in the forfeiture of $250.00 of your down payment. Cancellations made 14-0 days prior to your arrival will result in the forfeiture of all monies paid. Cancellations or early departures due to inclement weather will not be refunded except in the case of a government ordered mandatory evacuation. Events beyond our control, that do not result in a mandatory evacuation will not receive a refund.

Catastrophic Events & Emergency Evacuations:  
If a catastrophe (hurricane, tornado, earthquake, flood, etc.), or any situation beyond our control impairs the vacation rental, Emerald Beach Properties is not responsible for finding alternate lodging for the guest(s) or for the guest’s financial losses related to transportation or alternate lodging. If a mandatory evacuation is ordered, you will receive a refund of the days the property was unused. Cleaning fees, parking passes or other rental additions are not refundable once you have checked in.

Check In & Check Out
Check-in is 5:00 pm CST on your scheduled arrival date. Check-out is 10:00 am CST on your scheduled departure date. Our lock system is pre-programmed to allow you to use your code to access to the property starting at 5:00 pm CST on your check in date and to terminate access at 10:00 am CST on your check-out date.

Please complete an arrival inspection when you arrive and check in.  Please report any broken items, damage or other issues to the Property Manager within 12 hours of your arrival. Any damages to the property or to the resort property that occur during your stay must be reported immediately to the Property Manager. In the event that damage occurs in the unit, whether reported by the guest or found after departure, the guest will be responsible for the cost of repair and/or replacement. If the amount of repair and/or replacement exceeds the Accidental Damage Waiver Fee amount, the Guest is responsible for any additional costs. Guest agrees that all costs for repair or replacement of damages to the property not reported under the Damage Waiver Policy will be charged to the Guest’s payment information on file upon check out.  Guest agrees that any damage caused by Guest or Guest Invitees to resort common elements will be charged to the guest’s payment information on file upon checkout.

Emerald Beach Properties reserves the right to cancel or rescind any rental agreement if it is found that the Guest and/or Guest Invitees are conducting unlawful activities, causing damage to the unit or resort property, not abiding by the Condominium Owners Association House Rules, disturbing others by playing loud music, percussion, audio or instruments, or cause any loud or offensive noises, have made any misrepresentations about the nature or size of the group or use of the group or the use of the property or any other misrepresentations or are in any other way in breach of the rental agreement. If you are evicted from a property, you will not receive a refund for the day(s) unused. Guest agrees that any repair or replacement costs resulting from damages found in the property after an eviction will be charged to the payment information on file. 
Left, Lost, Stolen Items
Emerald Beach Properties, Inc. is not liable for any lost, missing or stolen items during your stay. We will help our guests recover items in any way that we are able, but are not responsible for personal items. If items were left in the property and are found after your departure, every effort will be made to return the items to you. The items can be mailed back to you COD, or a flat fee can be paid in advance, depending on the size of the item(s).  
If a maintenance issue arises during your stay, please contact us at 850-234-0997 during normal business hours. Normal business hours are Monday through Friday 8:00 am – 5:00 pm CST.  Maintenance issues are typically handled Monday-Friday 8:00 AM-5:00 PM.  If we must enter your property for maintenance during your stay, we will make every effort to contact you in advance to arrange for a convenient time.  However, Management reserves the right to enter the premises as needed to handle maintenance issues and to inspect the property. Maintenance requests are handled by the level of urgency, and then by the order that they were received. During certain times of the year, maintenance may not be able to be dispatched to your unit immediately. Rest assured, we will handle your requests as soon as possible.  Please see the paragraph below, labeled ‘After-Hours & Emergencies’, for information regarding maintenance issues outside of normal business hours.

If a housekeeping issue arises during your stay, please contact us at 850-234-0997 during normal business hours. Normal business hours are Monday through Friday 8:00 am – 5:00 pm CST.  Upon check-in, if you find problems with the cleaning of the unit, or if you are missing linens upon arrival, please contact us at 850-234-0997 and we will arrange to take care of the problem as soon as possible. Housekeeping issues must be reported within the first 24 hours of check in. All properties represented by Emerald Beach Properties come equipped with television(s), linens, dishes and utensils, plus an initial supply of soap and paper goods (toilet paper, paper towels). Other amenities vary per property. Please visit our website to view our list of items we recommend to bring with you on your vacation.
After-Hours & Emergencies 
If an issue occurs after hours, contact us at 850-234-0997. Please leave a message if there is no answer. We have staff on call after-hours to handle emergency issues. Emergency situations are: guest locked out of their unit, leaks, non-working toilet (if it is the only one in the property), air conditioning if it is above 80 degrees outside, as well as other serious issues. WiFi issues, cable TV issues, etc. are not considered emergencies and will not be handled after-hours.
**For medical, fire, smoke, and any other emergencies, please call 9-1-1**

​Internet services are available in all units, subject to availability from the service provider. You will find the wireless password on the router, as well as on the Phone/Internet Info card found in your property. There may be times that the internet is not functioning due to issues with the provider. This is frustrating for everyone involved and because it is beyond our control, we cannot guarantee that the internet will be working at all times. Please DO NOT press the reset button on the router, this will result in a service call from the internet provider and a $45.00 charge assessed to you for the service call. Once the router reset button is pressed, the modem will not work again until the service call is completed. It can take up to 48 hours for a service technician to be available for internet calls.
Bunk Beds & Sleeper Sofas
Bunk beds are built for one child under 100 pounds in each bunk. As a safety precaution, no adults or multiple children should use bunk beds. Sleeper sofas are provided in all units. We cannot guarantee the comfort of the sleeper sofas and we do not recommend adult usage of sleeper sofas.  
No Pets
No property managed by Emerald Beach Properties allows pets. This is not a decision made by us.  Pet policies are set by the Condominium Associations and Property Owners. If a pet is found in the property or on resort grounds during your stay, you will be required to remove the pet immediately and find a boarding facility. Failure to remove a pet in violation of the no pet rules will result in immediate eviction.  If evicted for pet policy violations, no refund of unused nights will be issued.  If evidence of pet policy violations are discovered after check out, Guest agrees that Emerald Beach Properties will charge a $400.00 pet fee to cover deep cleaning the unit to the Guest’s method of payment on file.

No Smoking or Open Flame
No property rented through Emerald Beach Properties allows smoking inside the unit, or on the balcony if the balcony door is open. No candles, or open flame of any kind, are permitted in the properties. Any evidence of smoking and/or open flames (cigarette butts, ashes, smoke smell, burn holes, char marks) found after your departure will result in an extra cleaning of $200.00.  Guest agrees that Emerald Beach Properties will charge a $200.00 smoking clean up fee to the Guest’s method of payment on file.

COVID-19 Disclaimer And Refunds

I understand that an inherent risk of exposure to COVID-19 exists in any public place where people are present or have been present.  COVID-19 is an extremely contagious disease that can lead to severe illness and/or death.  By using this vacation rental, you voluntarily assume all risks related to exposure to COVID-19 related to this accommodation and you agree to hold Emerald Beach Properties, Inc. and the owner of this property harmless from all COVID-19 issues related to this stay for you and all other members of your party.

If vacation rentals in Florida are prohibited due to Covid-19 by order of the US Government, the State of Florida or the Local Authorities and your reservation dates are impacted, you will have the option of receiving a full refund of any monies paid or you can re-schedule your reservation.

I/we, the undersigned, hereby apply for the above listed accommodation and warrant that I/we have read, understand, and agree to the terms and conditions of this application. I/we agree to abide by Homeowners/Agents/Association restrictions on use of said property. I/we further understand and represent that I/we are executing this application on behalf of all parties named on the guest list and any guest invitees. 

The approval of this application at the stated rate is based on the number of occupants listed below.
Maximum Occupants: Enter Number Here

Please enter all Guest Names and ages (including yourself) below:
Please enter any vehicles that will be parked on property (if rental car, please put rental car below):

**Limited to 2 parking permits EXCEPT for Sunbird, Sunbird limited to 1 Parking Permit**