Ready-to-Use Lodging Agreement Contract Template
This lodging agreement contract template helps accommodation providers and guests record the essential terms of a temporary stay. It covers the property, booking dates, fees, deposit, services, house rules, cancellation, liability, and signatures, creating a clear written record for both parties.
A lodging agreement is a written arrangement between an accommodation provider and a guest for a temporary stay at a specified property. It records the essential commercial and practical terms, including the accommodation period, price, included services, and rules of use. A clear agreement can reduce misunderstandings about deposits, cancellations, damage, and departure arrangements. This template is designed as a practical starting point that can be adapted to the circumstances of each booking.
What a Lodging Agreement Covers
A lodging agreement commonly applies to hotels, guesthouses, holiday homes, serviced apartments, rooms, and other temporary accommodation. Unlike a long-term residential lease, its main purpose is usually to provide short-term occupancy and related hospitality services.
The agreement should identify the parties, the property or room, and the exact dates of arrival and departure. It should also state whether meals, cleaning, parking, utilities, internet access, or other services are included in the agreed price.
Accommodation Provider and Guest Details
Use the full legal name and contact details of the provider and the guest responsible for the booking. If the guest is acting for a company, group, or family, identify the person who is authorised to accept the agreement and make payments.
Essential Information to Include
Accurate information makes the document easier to enforce and administer. The following table highlights common fields and the purpose of each one.
| Document field | Purpose | Common error |
|---|---|---|
| Property or room description | Identifies the accommodation being provided | Using an incomplete address or omitting the unit number |
| Check-in and check-out dates | Defines the period of occupancy | Failing to state check-in and departure times |
| Total accommodation fee | Sets the price and payment obligations | Not clarifying whether taxes or service charges are included |
| Security deposit | Addresses damage, missing items, or unpaid charges | Not stating the return deadline and permitted deductions |
| Cancellation terms | Explains refunds and charges if the booking changes | Using vague language without deadlines |
Payments and Deposits
State the total price, currency, payment method, due dates, and any advance payment. If a security deposit is collected, specify its amount, the conditions for deductions, and when any remaining balance will be returned after departure.
Editable template
Document template
LODGING AGREEMENT
Place: ____________________ Date: ____________________
This Lodging Agreement is made between:
Accommodation Provider: ____________________, of ____________________, telephone/email ____________________.
Guest / Booking Party: ____________________, of ____________________, telephone/email ____________________.
The Accommodation Provider agrees to provide temporary lodging to the Guest under the terms set out below.
| Variable | Details |
|---|---|
| Accommodation address / room | ____________________ |
| Number of authorised guests | ____________________ |
| Check-in date and time | ____________________ |
| Check-out date and time | ____________________ |
| Total lodging fee and currency | ____________________ |
| Payment method and due date | ____________________ |
| Security deposit | ____________________ |
| Included services / amenities | ____________________ |
| Cancellation terms | ____________________ |
- Purpose of stay. The accommodation shall be used solely for temporary lodging by the authorised guests listed in this agreement.
- Payment. The Guest shall pay the lodging fee in the amount and by the due date stated above. Any applicable taxes, service charges, or additional fees shall be: ____________________.
- Security deposit. The Accommodation Provider may retain all or part of the security deposit for documented damage, missing items, unpaid charges, or breach of this agreement, subject to applicable law. Any remaining balance shall be returned by: ____________________.
- House rules. The Guest shall comply with the property's house rules, including rules concerning noise, smoking, pets, parking, visitors, and use of facilities. Attached house rules, if any, form part of this agreement.
- Condition and damage. The Guest shall promptly notify the Accommodation Provider of any damage or defect. The Guest is responsible for loss or damage caused by the Guest or authorised occupants, except for ordinary wear and tear.
- Cancellation and early departure. Cancellation, no-show, and early-departure charges shall be handled according to the terms stated in this agreement.
- Termination. The Accommodation Provider may terminate the stay where permitted by law for serious breach of this agreement, safety concerns, unlawful conduct, or material violation of house rules.
- Governing law. This agreement shall be governed by the law of: ____________________.
Additional terms or attached schedules: ____________________________________________________________________________________
By signing below, the parties confirm that they have read, understood, and accepted this Lodging Agreement.
Accommodation Provider signature: ____________________ Date: ____________________
Guest / Booking Party signature: ____________________ Date: ____________________
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House Rules and Guest Responsibilities
House rules should be reasonable, visible, and consistent with applicable law. They may address occupancy limits, smoking, pets, noise, parking, use of shared facilities, key handling, and compliance with health and safety requirements.
- Use the accommodation only for the agreed temporary stay.
- Keep the property and furnishings in a reasonable condition.
- Observe stated quiet hours and building rules.
- Promptly report damage, defects, or safety concerns.
- Return keys, access cards, and borrowed items at departure.
Practical recommendation: provide the guest with a signed copy of the agreement and a written inventory or condition report at check-in, especially where a deposit is taken.
How to Complete the Template
Complete the agreement before the guest takes possession of the accommodation. Review all variable details with the guest, and ensure that any additional rules, inventory lists, or booking confirmations are attached or clearly incorporated by reference.
- Insert the provider's and guest's full names and contact details.
- Describe the accommodation and enter the arrival and departure dates.
- Record fees, taxes, deposits, payment dates, and cancellation terms.
- Review the conditions, attach any schedules, and obtain signatures.
Cancellation, Damage, and Early Departure
The agreement should explain what happens when a guest cancels, arrives late, leaves early, or breaches house rules. Cancellation wording should state the notice period, any non-refundable amount, and the circumstances in which the provider may retain payments or offer a refund.
Damage provisions should focus on actual and documented loss, subject to mandatory consumer and local lodging rules. Keep photographs, invoices, inspection notes, and communications relating to any claimed deduction from a deposit.
Frequently Asked Questions
Is a lodging agreement the same as a residential lease?
Not necessarily. A lodging agreement generally concerns temporary accommodation, while a residential lease commonly grants a tenant more extensive rights for a home used as their residence. The distinction depends on the facts and local law.
Can the provider charge a security deposit?
Often yes, provided the amount, purpose, deduction conditions, and return process are clearly stated and comply with applicable law. Consumer protection and local accommodation rules may limit certain practices.
Should all guests sign the agreement?
It is usually sufficient for the booking guest or authorised representative to sign, but listing all occupants is advisable. For groups, the agreement should specify who is responsible for payment, compliance, and any damage.