Vacation Rental Policies

Vacation Rental Policies, Terms, & Conditions


terms and conditions vacation rentalIn consideration of the monies received and mutual promises, the owner of the Vacation Rental (Property), through its agent, Southland Realty (SR), agrees to rent to the Renter the Property, under the following terms and conditions:

Reservations can be made by calling our reservations desk during regular office hours. Rentals require 50% Advance Payment for reservations made 31 days or more prior to the arrival date or 100% payment for reservations made within 30 days of the arrival date.

Payments and Balance Due: The total vacation rental amount is due at time of booking on reservations made within 30 days of the arrival date. An advance payment is due at time of booking on reservations made 31 days or more prior to the arrival date and 2nd payment balance is due thirty days prior to the arrival date. Southland Realty shall have the right, without further notification, to deem the reservation cancelled without refund of advance payments if the final payment is not received when due.

Advance Rent Payments, Security Deposits and Balances: All payments are deposited into the SR trust account at United Community Bank, Robbinsville, North Carolina. Non-refundable reservation fees may be disbursed upon receipt. The disbursal of advance rent payment may be made upon the rental arrival date or a material breach of this Agreement,

Transfers: Renter may transfer from one week to another within the same Property only within the same calendar year subject to availability. All requests for transfers must be made in writing and received by SR, at least 60 days prior to arrival date. There will be a $150.00 transfer fee plus additional rent charges for transfer to a higher rate season. No refund will be paid if moving to a lower rate season.

Taxes: Tax payments required by the State of North Carolina include Sales and local lodging Accommodation Taxes.

Pets: No pets are permitted except in designated pet friendly rentals. Pets are limited to two (2) domestic adult dogs (no puppies). There is a pet cleaning fee of $150.00. Pet owners are responsible for additional charges resulting from damages, or outside yard clean up. IF AN UNAUTHORIZED OR UNREPORTED PET HAS BEEN IN ANY RENTAL, PET FRIENDLY OR NOT, THERE WILL BE A MINIMUM CHARGE OF $250.00.

Smoking: No smoking is permitted in any Southland Realty Vacation Rental Property. If smoking occurs, a minimum $250.00 cleaning charge will be assessed.

Family or Corporate Groups Only: Renter acknowledges that he/she is an adult of 25 years of age or older and shall personally occupy the Property for the entire rental period. Renter acknowledges he/she may not rent the Property for a non-family use i.e. as a high school, or college group or party.

Maximum Occupancy:  Overcrowding beyond the occupancy limit specified for the Property including children, may not be exceeded. Renters will be subject to eviction, loss of any security deposit, additional cleaning charges, and entire rental payment if over-occupancy occurs.

Furnishings and Equipment: Properties are individually decorated. Décor reflects the taste of the owner and varies widely. Homes are equipped with dishes, cookware, flatware, glasses, and basic appliances. Bed linens and towels are provided. Please be sure to pack any specialty items that you may require during your stay. Please contact SR if you would like assistance with making any special arrangements.

Fireplaces: Where available fireplaces are for use during cold weather only, and may not be used while the air conditioner is running.

Hot Tubs and Pools: Renter agrees to be solely responsible for the use and operation of hot tubs, whirlpools and swimming pools. Hot tubs and pools are maintained between renters. Renter will be charged for mid-week treatment or cleaning that becomes necessary resulting from overcrowding, use or misuse on request. No glass or glass containers are permitted in hot tubs and pools.

Condition of Property: All equipment in the Property should be in good working order. Please report any inoperative equipment to our office immediately. Every reasonable effort will be made to promptly repair inoperative equipment. No refunds will be made for inconveniences resulting from inoperative air conditioners, appliances or mechanical failure. If a condition occurs that affects the habitability of the Property, SR will make its best efforts to relocate Renter to another available vacation rental property. If another vacation rental property is not available to relocate Renter, then SR will refund any unused days of the rental period.

Items Left Behind: Southland Realty is not responsible for articles lost, stolen or left behind in homes. Please double-check for personal items prior to your departure. There is a $50 return item fee to cover the cost of mailing and shipping of left behind items.

Lockoffs: Please respect these locked closets, cabinets, or rooms. They are NOT INCLUDED as part of your vacation rental.

Restrictions: Renters are required to abide by rules and regulations for the property in which they stay. Some locations may have restrictions against RV, boat, motorcycle or camper parking on the premises.

Check-In: Arrival check-in is 4:00 PM on the arrival date. If you are unable to check-in before our office closes, please call for late arrival instructions. You will be provided directions to the Property, key code or keys upon arrival and payment in full. In extreme situations check-in time may need to be extended for cleaning and maintenance. Renter shall not be on the Property prior to check-in time.

Check-Out: Check-out time is 10 AM on the date of departure. Please observe this rule as housekeeping staff needs time to prepare the Property for the next guests. RENTER MAY BE CHARGED UP TO ONE (1) ADDITIONAL NIGHT RENTAL IF PROPERTY IS OCCUPIED AFTER CHECK-OUT TIME. Upon leaving, please secure all windows and doors, wash dishes, and clean out the refrigerator. Trash should be placed in trash bags placed in rubbish container. Leave used beds unmade. Unless otherwise designated otherwise, the key should be placed in the key drop at the check-in location. Renter is responsible for leaving the Property in a like arrival condition upon departure. If your vacation rental requires extra cleaning because it is left in a condition unlike arrival, you may be charged an additional cleaning fee.

Damage and Additional Charges: Damages occurring during the occupancy, including lost keys, garage and TV remote controls are the Renter’s responsibility and must be reported to Southland Realty immediately. One (1) key will be issued at check-in. There is a $50.00 per key/garage remote charge for each item not returned. If the cost of the damage repair or replacement is undeterminable by the time of departure, the Renter shall remain responsible for such costs, and agrees to pay SR promptly. DO NOT WAIT UNTIL CHECK-OUT TO REPORT PROBLEMS.

Inspection and Repairs: Access for the repair or replacement of fixtures, appliances, furnishings and equipment may be made by SR during the vacation rental period.

Limitations of Remedies, Damages and Indemnity: a) In the event of fire, eminent domain, act of nature, delay in maintenance, or any other reason whatsoever, Renter agrees that Southland Realty’ or Owner’s sole liability as a result of any such condition is a refund of the prorated rental for each day Renter is unable to use the property. b) Renter understands that there are inherent risks associated with any property, including risks associated with the use of pool, hot tub, whirlpool, sauna, fireplaces, grills, etc. Renter represents and certifies that he/she is thoroughly familiar with the proper use of the Property, including any appurtenances, fixtures and equipment in and upon the premises. Renter shall be responsible for Renter’s guests and group members. Renter agrees to release and indemnify the Owner and Southland Realty from and against all liability or loss should anyone be injured upon the premises during the rental period resulting from any cause whatsoever, except in the case of a personal injury caused by the negligent act of the Owner. Renter further agrees that Renter is responsible and liable for, and will pay upon request any damages that occur to the Property or any portion thereof due to Renter’s or his/her guest’s misuse, or negligent use of the Property or any portion thereof. c) Renter shall not be entitled to any refund or rebate due to delay in check-in, early check-out, unfavorable weather, temporary disruption of utility services, malfunctioning or dissatisfaction with equipment/appliances/furnishings or condition of property, construction and associated noise. d) Renter agrees to hold Owner and SR harmless of any liability for injury or damage resulting from accident, injury, or loss of enjoyment resulting from weather, inoperable appliances, or equipment.

Termination: If Renter or any member of his/her rental group violates the terms of this Agreement, then Southland Realty may, at its sole discretion, terminate this Agreement with no refund of the unused portion of rent and may enter the premises and remove Renter, the members of his/her group and their belongings. A material breach of this Agreement shall include, but is not limited to the careless and reckless use of the Property.

Cancellations: In the event of a cancellation, notice must in writing to: Southland Realty, P.O. Box 1300, Robbinsville, NC 28771. If a reservation is cancelled sixty-one (61) days prior to the arrival date, one hundred (100) percent of the rental amount, less the reservation fee of $50 and a $150 cancellation fee will be refunded. If cancelled between thirty-one (31) days and sixty (60) days prior to arrival date, fifty percent (50) of the rental amount, less the reservation and cancellation fee will be refunded. There are no refunds for reservations cancelled within thirty (30) days of the arrival date.

Thank you for making your reservation with Southland Realty. We are confident compliance with these policies, terms, and conditions will help all guests have a safe and enjoyable vacation. Renter understands all rules, charges, and fees that may be levied and authorizes Southland Realty to charge any fee due resulting from violations to this Agreement.


255 U.S. Hwy 129 ByPass Robbinsville, NC 28771 | Tel: (828) 479-3991 | TF: (800) 249-2207 | Fax: (828) 479-1223