Free Short Term Rental Property Management Agreement (PDF, Excel)

(Updated July 2025)

Samples, Examples, and Best Practices

I’ve worked with countless owners and managers in the short-term rental business, and one thing, I’ve noticed, always stands out. It’s that you need a rock-solid rental management agreement. Before you draft your own, be sure to check your state and local laws to make sure you’re fully compliant.

Managing short-term and vacation rentals can be rewarding, but it demands clear expectations, from the property access you grant to the rent payments you collect. That’s why I start each engagement by reviewing a lease agreement tailored to the platforms I use. After all, plenty of short-term rental platforms provide a great way to streamline bookings, but only a comprehensive short-term rental agreement and short-term rental license will protect everyone’s interests.

This template PDF walks you through drafting your rental rules, defining the property manager’s responsibilities, and outlining owner and guest obligations. I hope you will use it to customize your own vacation rental management contract, then refer to the best practices and examples in the following pages.

Free Short Term Rental Agreement Sample

PDF | DOC

Disclaimer – This content and download is for informational purposes only. Please do not use this information as legal advice. We highly recommend you have a real estate lawyer and/or legal expert review it before using it in any official capacity. By using this example template, you acknowledge this disclaimer.

Example

This Short-Term Rental Management Agreement (“Agreement”) is made and entered into this ___ day of _____, 20, by and between:

Property Owner: ___________________________ (“Owner”)
Property Manager: _________________________ (“Manager”)

The purpose of this Agreement is to define the terms and conditions under which the Manager will provide property management services for the short-term rental property located at _________________________________________________________ (“Property”).

1. Contract Duration

1.1 This Agreement shall commence on ________ (Start Date) and continue until ________ (End Date) unless terminated earlier as provided herein.
1.2 Either party may terminate this Agreement by providing ___ days written notice to the other party.

2. Property Manager’s Responsibilities

The Manager hereby agrees to perform the following duties, including but not limited to:

• Marketing and listing the Property for short-term rentals.
• Screening and securing guests according to the terms of this Agreement.
• Collecting rental payments, security deposits, and applicable fees from guests.
• Coordinating cleaning services and ensuring the Property is maintained to a high standard.
• Overseeing day-to-day operations, general maintenance, and responding to guest concerns or emergencies in a timely manner.
• Providing the Owner with periodic financial and occupancy reports.

3. Property Owner’s Responsibilities

The Owner agrees to fulfill the following duties:

• Ensuring the Property complies with all applicable zoning laws, local regulations, and licensing obligations.
• Providing the Manager with access to sufficient funds, as necessary, to cover expenses such as repairs, cleaning fees, and other operating costs.
• Maintaining a reserve fund of $________ for emergency repairs or unexpected expenses related to the Property.
• Indemnifying and holding the Manager harmless from any legal issues arising from damages or injuries occurring at the Property, as outlined in Section 7.

4. Insurance Requirements

4.1 The Owner shall maintain valid homeowner’s insurance with appropriate short-term rental coverage. Proof of insurance shall be provided to the Manager upon request.
4.2 The Manager shall carry liability insurance to protect against claims arising from duties performed under this Agreement.

5. Financial Terms

5.1 Management Fee: The Owner agrees to pay the Manager a fee of % of gross rental income generated from the Property or $_______ per month (whichever is greater).
5.2 Additional Fees: The Owner is responsible for covering any out of scope payments incurred during the management of the Property, including significant repairs or upgrades, only upon prior mutual agreement between both parties.
5.3 Payment Structure: The Manager agrees to transfer all net income, less agreed-upon fees and expenses, to the Owner on or before the ____ day of each month.

6. Security Deposits and House Rules

6.1 The Manager will collect a security deposit of $________ from each guest and enforce the Property’s house rules as provided by the Owner. Any deductions from the deposit for damages or violations will be communicated to both parties.

7. Indemnification and Legal Protection

7.1 The Owner agrees to release, defend, indemnify, and hold the Manager harmless from lawsuits, claims, and liabilities arising from damages, guest injuries, or accidents occurring at the Property, except when caused by gross negligence or misconduct by the Manager.
7.2 The Manager shall not be held liable for any damages, delays, or issues resulting from external circumstances such as weather, guest misconduct, or contractor performance.

8. Reporting and Communication

The Manager agrees to provide detailed reports to the Owner, including but not limited to:

• Monthly statements summarizing income and expenses.
• Notifications of any legal issues, complaints, or incidents involving the Property or its guests.
• Regular updates on maintenance and general condition of the Property.

9. Emergency Procedures

9.1 The Manager must notify the Owner immediately in the event of emergencies requiring repairs exceeding $___________, unless the repair is urgent and necessary to prevent additional damage or to ensure safety.
9.2 All urgent repairs or maintenance that exceed the reserve fund must be authorized by the Owner before work is performed.

10. Contract Termination

10.1 This Agreement may be terminated by either party under the following conditions:

• By written notice of ___ days as outlined in Section 1.2.
• Breach of any material term or condition by either party, provided the breach is not corrected within ___ days of written notice.
• Upon mutual agreement between both parties.

10.2 Upon termination, the Manager shall provide a detailed account of all reservations, income, and expenses up to the termination date and return any remaining funds from the reserve account.

11. Entire Agreement

This Agreement constitutes the entire agreement between the Owner and the Manager. It supersedes all prior understandings, agreements, or representations, whether written or oral.

Both parties agree to uphold the terms outlined above and affix their signatures as acknowledgment of understanding and acceptance.

Property Owner Signature: ___________________________
Property Manager Signature: _________________________

Date: ___________________________

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This sample agreement provides a comprehensive structure to guide property owners and managers in setting up a document that ensures transparency and accountability.

Adjust the details according to your specific needs and consult a legal professional for compliance with relevant laws.

Key Components of a Vacation Rental Management Agreement

I’ve been part of many vacation home contracts, and every time I start with a clear, formal agreement that leaves nothing to chance. In my experience, the very first section of your rental agreement template should state the property address, define the rental period, and specify the governing law that applies, so you know at a glance which landlord–tenant laws you must follow.

I like to make sure the built in the essentials of a short-term lease agreement and term rental agreement template: how check-in works, who the prospective tenants are, your cancellation policy, and how occupancy taxes get collected. I like to summarize those points up front. This makes it so the expectations are set for both owner and manager before any bookings begin.

I’ll then flesh out the property description, outline insurance and liability coverage, and spell out each party’s indemnification obligations. Financial terms like cleaning fees, security deposits, reporting requirements, and emergency procedures will live here, too. With everything from dispute resolution to maintenance responsibilities spelled out in a formal PDF, you’ll have a comprehensive roadmap that protects everyone and keeps your short-term rental business running smoothly.

The Property Owner Mindset

As a property owner, you’ll need to make sure your vacation rental agreement protects your investment while fostering a positive partnership with your manager.

This includes addressing essential elements such as the property manager’s liability, revenue distribution, and maintenance procedures.

Your vacation rental property needs to operate smoothly, providing an excellent guest experience while verifying responsibilities like bookings, cleanups, and repairs are handled efficiently.

These resources will make navigating the details of short-term rental agreements that much easier.

If you’re renting out a beachside cottage or a city apartment, then the right tools and agreements will pave the way for success.

Benefits of a Short-Term Rental Management Agreement

A well-designed short term rental management agreement provides structure and security for both vacation rental owners and managers.

I find that defining clearly defined responsibilities, because it eliminates guesswork and establishes a smooth operational process.

For owners, this agreement protects their investment through clear financial arrangements, legal safeguards, and compliance with local regulations and zoning laws.

It also addresses expectations for licensing obligations and tax requirements, which are essential for running a vacation rental business effectively.

For managers, the document shows accountability while enabling them to perform their role confidently.

They can oversee the rental property, handle guest relations, and implement the property’s house rules seamlessly. Additionally, clauses covering management and additional fees, alongside provisions for emergency repairs, protect both sides from unexpected costs or disputes.

This type of legal agreement also defines the terms for operational revenue, creating more transparency and useful and equitable returns for each side.

With a clear agreement in place, both owners and managers can collaborate efficiently and maximize the potential of the rental.

Essential Clauses to Include

To make sure of the success of a rental arrangement, some clauses are absolutely crucial.

Property Manager’s Responsibilities

Outline in detail the exact services the manager will provide, such as organizing bookings, maintenance, and adherence to house rules. This verifies no ambiguity in service delivery.

Property Owner’s Duties

I require that the landlord agrees to maintain a reserve fund for routine upkeep and any unexpected property damage. I include placeholders for “tenant agrees” and “landlord agrees” to record valuable consideration. I ask the owner to provide business license details, grant access to security systems, and deliver any tools needed for screening tenants and handling direct bookings. I specify the maximum occupancy and occupancy limits for the agreed rental term under this short term agreement.

Property Manager’s Duties

I state that the manager keeps the vacation home in prime condition throughout each short period of guest occupancy. I add sections for scheduling regular maintenance, coordinating cleaning before check in and after check out, and managing high guest turnover. I clarify the manager’s responsibility to enforce rental rules, prevent lease violations, and resolve guest issues as they arise.

Liability and Insurance

I establish clear lines of liability for both parties. I protect the manager from claims related to property damage caused by third party contractors hired for repairs. I insert a clause allowing either party to immediately terminate the agreement in case of serious lease violations. I reference the applicable governing law and occupancy taxes to confirm this legal document holds up in any dispute.

Fee and Revenue Structure

I list all applicable costs, management fees, cleaning fees, and penalties tied to over-occupancy, alongside the schedule for rent payments and revenue from direct bookings. I include fields for invoicing, payment collection, and reporting obligations. This level of detail keeps owner and manager aligned and prevents confusion throughout the rental term.

Duration and Termination of a Short-Term Rental Management Agreement

Every rental management agreement should define its contract duration and the terms for its conclusion. Include a notice period requirement, typically between 30 and 90 days.

This allows both the management firm and the property owner ample time to conclude operations and manage the transition.

Termination clauses should also address how and when pending costs are settled.

It could be unpaid monthly invoices or unresolved maintenance fees, having an agreement about timelines for payment must be made.

Addressing these details, the parties can part ways with clarity and professionalism.

Additionally, early termination conditions should establish how breaches of the agreement, such as if a property manager fails to meet obligations are handled.

The ability for either party to outline these rights verifies fairness throughout the term of the partnership.

The Peace-of-Mind is Worth It

I created this PDF template that a person can use to get started. You’ll want to accompany the information with the advice of a local legal professional, as a formal document you can easily customize to bring clarity and peace-of-mind for your rental management agreement. When I draft a formal agreement for managing short-term or long-term rentals, I pay close attention to scenarios that could lead to disputes or financial strain during a guest’s stay. Please note, this is for informational purposes only and should not be used as a substitute for legal advice.

For instance, clearly outlining the agreed rent amount and specifying responsibilities such as supplying bed linens, maintaining air conditioning systems, or verifying fire alarms and carbon monoxide detectors are operational, prevents confusion later. I include sections in the rental agreement template detailing exactly what services the property manager agrees to perform, such as handling property information, revenue management, and responding promptly via mobile device when needed.

In my experience, effective Airbnb management agreements and Airbnb management contracts specifically clarify issues such as distribution management, comprehensive insurance requirements, and how out-of-scope payments (expenses not initially detailed in the agreement) will be handled.

You’ll want to make sure that each Word document becomes a formal document that provides legal protection to both owner and manager by clearly addressing regulatory compliance, potential legal issues, and conditions for contract termination. You need to look around for a legal expert to create a legally binding document.

This clarity helps the owner achieve steady income while maintaining reasonable terms are accepted, balancing risk and responsibility for both parties.

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I believe solid contractual agreements set the foundation for successful rental operations. When I draft a short-term rental agreement template, my goal is about protecting legal interests. It’s to help make it easier to simplify communication and aligning expectations between property owners and managers.

You’ll find that local laws is crucial, and that’s why I want you to remember that this is for informational purposes only. You can find other resources such as a short-term rental agreement PDF and a vacation rental agreement template. Maybe you have a different approach and can share a short-term lease (PDF) of your own, your insights could help enhance this guide for everyone.

With clearly defined terms and responsibilities, managing your vacation rental becomes more predictable and rewarding. Subscribe today for additional professional tips, free templates, and practical advice to help your property achieve its full potential.

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