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Rental Policies

Policies

RENTAL AGREEMENT / RENTAL POLICIES

All of the properties managed by BRYANT REAL ESTATE are privately owned and are rented on behalf of the property owner, subject to the provisions of the Rental Agreement. Each unit is furnished by the owner to reflect their taste and certain standards recommended by us. Since most reservations are made by phone or online, it is important for you to communicate your needs to our agents. If you have any special requirements or a particular quality in mind, we strongly suggest a personal visit to the property prior to confirming the reservation. It is unfortunate, but we will be unable to make other arrangements upon your arrival. 

THIS IS A VACATION RENTAL AGREEMENT UNDER THE NORTH CAROLINA VACATION RENTAL ACT.  THE RIGHTS AND OBLIGATIONS OF THE PARTIES TO THIS AGREEMENT ARE DEFINED BY LAW AND INCLUDE UNIQUE PROVISIONS PERMITTING THE DISBURSEMENT OF RENT PRIOR TO TENANCY AND EXPEDITED EVICTION OF TENANTS.  YOUR SIGNATURE ON THIS AGREEMENT, OR PAYMENT OF MONEY OR TAKING POSSESSION OF THE PROPERTY AFTER RECEIPT OF THE AGREEMENT, IS EVIDENCE OF YOUR ACCEPTANCE OF THE AGREEMENT, AND YOUR INTENT TO USE THE PROPERTY FOR A VACATION RENTAL.

OCCUPANCY

The occupancy limit for this property is (Property.Sleeps). Only infants who sleep in cribs are not counted in the total occupancy. All units and cottages are rented for family vacations only. We rent to responsible adults over 25. NO SORORITIES, FRATERNITIES, CHURCH GROUPS, WEDDING RECEPTIONS, "HOUSE PARTIES", "SPRING BREAK" PARTIES, or other such groups are permitted unless pre-approved by the Agent and Landlord at time of booking. Requests must be in writing. If your request is approved, a substantial Damage Deposit and/or an Event Fee will be required. Exceeding the occupancy limit, misrepresentation, or subletting, are grounds for eviction. If your tenancy is for 30 days or less, the expedited eviction procedures set forth in Article 4 of the VRA will apply. Bryant Real Estate reserves the right to enter any rental property to inspect for violation of rules. 

ADMINISTRATIVE FEE AND SECURITY DEPOSIT

The nonrefundable Administrative Fee consists of a processing fee and Accidental Damage Program and is included on all reservations.  Your property may require an additional security deposit that will be added to your final balance.  Your security deposit will be refunded within 45 days of departure after deducting actual damages.  Tenants will be liable for any and all damage they cause.  The security deposit will be used and applied to damages first.  If damages exceed both the security deposit and the accidental damage coverage, the tenant will be responsible for the remaining charges.  The Accidental Damage Program provides tenants with an additional coverage of $1,500.00 for accidental and non-willful damage.  Tenants understand and agree that they are responsible for any damage to the property during their stay that is not covered under the Accidental Damage Program, the cost that exceeds the limited amount of the Accidental Damage Program, any negligent or willful damage caused from wanton conduct, or any pet damage, and the cost of any reasonable attorney’s fees. Tenants also understand that any costs that exceed the Accidental Damage Program will be charged to the current credit card on file.  

INITIAL PAYMENT

The initial payment is due at the time of booking.  The initial payment includes 50% of the rental amount, Administration Fee, Travel Insurance (if purchased) and applicable taxes.  If your arrival date is within 60 days, full payment is required at the time of booking.  A Rental Confirmation will be sent to you showing your payment, any remaining balance due including additional charges added.   All rental monies will be held in an interest bearing account with PNC Bank, 2026 Eastwood Road. Wilmington, N.C, with interest belonging to Agent.  We accept cash, certified funds, travelers’ checks, money orders, personal checks and MasterCard or Visa. Any check returned unpaid by the bank for any reason will incur a $25 Returned Check Fee.  Please note that checks will not be accepted 30 days prior to reservation dates.

REMAINING BALANCE PAYMENT

The second payment is for the remaining balances after the Initial payment has been paid and is due 60 days before you arrive. This will include the remaining 50% of the rental amount, and any unpaid fees (such as: pet fees, linen and linen set up fees, applicable taxes, or any additional charges incurred) that were added after the initial booking.  If the remaining balance payment is not paid in full 60 days before your arrival date, the Agent has the right to charge the card on file without any further notification or communication with you per the Debit/Credit Card Authorization Form.  If we are unable to process the card on file, the agent has the right to cancel your reservation in accordance with the Cancellation Policy without prior notice being given.  No keys will be issued and occupancy is not permitted without full payment.

TRAVEL INSURANCE

If you choose to purchase the travel insurance, you must initial where indicated on the contract.  If you add travel insurance after signing your contract, confirmation of its addition must be in writing.  This plan is optional but we strongly recommend it.  In case of unforeseen events, this insurance helps protect your vacation investment. A detailed pamphlet describing the coverage is available at your request.   If you choose not to purchase this coverage, NO REFUNDS WILL BE GIVEN IN THE EVENT OF UNFORESEEABLE CANCELLATIONS, INCLUDING HURRICANE MANDATORY EVACUATIONS. (See Cancellation Policy below). Travel insurance cost is 6.95% of the reservation cost.  Bryant Real Estate retains a percentage of the insurance premium to offset processing expenses. Travel insurance cannot be purchased after your remaining balance payment is received.   

IN THE EVENT OF A HURRICANE

If we are put under a Hurricane Warning and the authorities issue a "MANDATORY EVACUATION" order for your rental location, you MUST vacate your rental unit. Travel insurance coverage is your only option for a refund in the event of a Mandatory evacuation and must have been purchased before the storm was named. IF YOU DECLINE INSURANCE, THERE WILL BE NO REFUND.  In a "Voluntary Evacuation", there is NO REFUND if you choose to leave.   

SPECIAL NEEDS

Many rental units have restrictions against boat trailers, jet skis, recreation vehicles and number/size of vehicles. If you have special needs, please let us know when making your reservation. 

CHECK IN PROCEDURES

Please take special care of your vacation home during your stay as if it were your own home.  Optional maid services are available during your stay with advanced request.  Check in time for most properties is 3:00 pm unless otherwise noted as 4:00 pm on your contract.  On occasion, check in time may be delayed (due to unforeseen circumstances such as cleaning or maintenance issues) Tenants are not permitted to enter the property, park in the driveway, or unload any items prior to checking in at Bryant Real Estate offices.  If it is discovered that you have entered the unit, parked in the driveway, or are utilizing the area in advance of check-in, you could be charged an early check in fee.  Upon your arrival, please notify us immediately if you do not find the unit clean. If we have not heard from you within one hour of your check-in, we will assume that you found the accommodations in an acceptable condition. All rentals are provided with vacuum, mop and broom. If these items are missing, please call our office. All other cleaning supplies are the responsibility of the tenant.

CHECK OUT PROCEDURES

Check out time is 10:00 am and is strictly enforced.  Additional charges of up to 1 day’s rent may be added for late check out. Listed below are your guidelines to follow before you leave the property. Failure to follow the procedures below when leaving the property may result in an excessive cleaning fee.

a. Wash and put away all dishes.
b. Remove all items from the refrigerator.
c. Remove all trash and place in the trash carts provided.
d. Check all closets and drawers for personal items and remove.
e. Check all windows and doors to ensure that they are locked.
f. Return all keys and garage door openers to the office.

WASTE MANAGEMENT

Please ensure that your trash is taken to the street in advance of the trash days for your property.  This information can be found in our app, through push notifications, being posted in the unit, and is also available at check-in.  Failure to remove trash and place the receptacles at the street can cause a back-up of waste.  If we must call for a special trash pickup prior to the next tenant arrival, we will charge your card on file $100 for the service call.    

MAINTENANCE

All equipment should be in proper working order, but you should promptly report anything inoperative. After-hours repairs will be limited to emergency situations only. All efforts will be made to expedite repair but NO REFUNDS WILL BE MADE. Guests will be charged for unwarranted service calls. Please keep a key with you when you leave your unit to prevent accidental lock-outs. If we have to come to your unit to let you back in, a key delivery fee of $25 will be charged or the full cost of a locksmith not to exceed $100. If, at the time tenant is to begin occupancy of the property, the landlord or agent cannot provide the unit in a fit and habitable condition or substitute a reasonably comparable property in such condition, tenant shall receive a full refund.

Internet/Cable service is provided in most units and is considered as an amenity.  Occasionally service is interrupted and many times service restorations are dependent on an outside vendor.  All efforts will be made to get the service restored as soon as possible, but there is NO REFUND if your service is unavailable.

PETS

Most of our properties DO NOT permit pets in or on the premises. A few rental units will allow one or two mature, housebroken dogs with payment of a $150 plus tax non-refundable Pet Fee per pet. These properties are designated in the unit’s description. NO CATS ALLOWED. You must disclose the pet when making your reservation. If a pet is discovered at a "No Pet" property or without advance notice at a "Pet Allowed" property, there will be a $300 plus tax charge per pet.  The pet must be removed and your occupancy may be cancelled with no refund given. Any damage or excess cleaning required due to pet hair, odor, etc. will be charged to your rental account and credit card on file. 

SMOKING IN UNITS

All of Bryant Real Estate properties are nonsmoking.  If during the inspection it is detected that smoking has occurred, you will be charged for excess cleaning, carpet and upholstery cleaning and deodorization, and drapery cleaning.  This cost will range from $500-$1500 depending on the size of the unit.

FURNISHINGS AND EQUIPMENT

All of the cottages and condominiums are furnished with basic housekeeping accessories, dishes, cookware, flatware and various small appliances. Re-arrangement of furniture is prohibited. MAID SERVICE, LINENS AND TOWELS ARE NOT PROVIDED, except in properties so noted, but are available at additional charge with advance notice. Bed linens and towels should be ordered on your linen form provided. Since linen orders are made up and delivered in advance, any orders made the day of the arrival or after will be subject to an additional $15 Delivery Fee. We have done everything possible to assure accuracy of the description; however, we CANNOT be held responsible for printing errors, changes in furnishings by owners, or equipment failure. 

HOUSE FOR SALE

Occasionally a rental house may go on the market for sale. In such case we reserve the right to show the property to qualified buyers. We will make every effort to schedule the showing at a convenient time and not interrupt your vacation. Your cooperation is appreciated. If your rental unit is sold within 180 days of your rental departure date, your Rental Agreement may be enforceable. If sold more than 180 days and no longer offered for rent, we will make every effort to accommodate your needs or refund your advance rent payment. 

PROPERTY SUBSTITUTION

Bryant Real Estate, on behalf of the owner, reserves the right to cancel the Rental Agreement at any time prior to tenant taking occupancy. All payments will be refunded, and neither management firm nor owner will be liable for any damages of any sort incurred by tenant as a result of such cancellation. If tenant desires to be placed in an alternative rental unit, agent will make a good faith effort to relocate tenant, but tenant agrees to pay difference in cost of rental. 

RESERVATION REQUESTS FOR NEXT YEAR

If you want to reserve the same unit for the same week(s) for next year, you MUST make your reservation request before departing. All other requests will be accepted on a "first come, first served" basis. A non-refundable Advance Booking Fee must be received at the time of booking.  If your tentative reservation is unavailable, the Advanced Booking Fee will be refunded or applied to a new reservation. After rates and owner usage are finalized, you will be mailed/emailed the Rental Agreement and Booking Summary for the Initial Payment. These tentative reservations are non-binding until the Initial Payment is made. 

DISCLOSURE

In accordance with the National Association of Realtors Standards of Practice and Code of Ethics, it should be disclosed that Bryant Real Estate has a contractual relationship with the Landlords. This contractual relationship employs us to act as their agents and treat all parties (tenants and landlords) honestly, fairly, and in good faith. More information is available in the office of Bryant Real Estate at your request. The price of any services provided by or through Bryant Real Estate may include a profit for the company. 

INDEMNIFICATION AND HOLD HARMLESS

Tenant agrees to indemnify and hold harmless the Agent and the owner from and against any liability for personal injury or property damage sustained by any person (including Tenant’s guests) as a result of any cause, unless caused by the negligent or willful act of Agent or the owner, or the failure of Agent or the owner to comply with the Vacation Rental Act. 

CANCELLATION POLICY

CANCELLATIONS MUST BE CONFIRMED IN WRITING.  If you cancel for any reason within 24 hours of booking you will receive a full refund.  If your reservation is cancelled more than 60 days in advance of your arrival, you will receive a refund of your Initial Payment minus the Administrative Fee, a $150.00 Cancellation Fee and any taxes associated with each.  Insurance premiums are also non-refundable.   If less than a 60-day notice is given, there is NO REFUND unless your claim is covered by Travel Insurance or the property is re-rented. If the Agent is able to re-rent the property at no loss to the owner a refund will be issued minus the Administrative Fee, the Cancellation Fee, taxes, and any discounts or expenses required to re-rent the property.  This refund will be issued within 30 days after the departure date of the canceled reservation.

ACCIDENTAL DAMAGE PROTECTION

COVERED ITEMS:

Kitchens: Refrigerator Shelves, Stove Tops replaced or repaired, Coffee carafe, Burnt counter tops (Agent approval only), Cabinet drawer/door repairs, Small appliance repair or replacement

Bathrooms: Replace/Install or Repair towel bars, shower doors, shower heads, Cabinet drawer/door repairs

Bedrooms: Bed frames, Bedding, Mattress Pads

Furnishings: Replace/repair exterior furniture, Replace/repair interior furniture, Sofa sleeper bed frames, Carpet cleaning and repairs from spills and tears (burns are not covered), TV repair or replacement (due to damage only)

General: Wall damage, minor repairs and painting, Door and lock repair or replacement, Repair scratched floors, Repair/Replace broken blinds, windows, or screens

ITEMS NOT COVERED:

Intentional, willful, or wanton acts from tenant or guest of tenant, Burns or damage due to smoking, Pet damage, Misuse or damage due to rearranging furnishing, appliances, or other amenities, Reprogramming audio/visual equipment, electronics, security systems, computer/internet systems, Pools/Hot tubs (equipment or services)