By default, new properties (and also existing properties) do not have any Terms & Conditions set up on Cloudbeds PMS.
This article includes examples of some Terms and Conditions templates to customize and personalize to fit your own property model.
The templates below are just for reference purposes only.
Your reservation is guaranteed until the day of arrival. After that time, it will no longer be guaranteed and the room may be reassigned. We will charge your credit card within XX days after we have confirmed your reservation.
The hotel has the right to cancel your reservation if we do not receive the Pre-Payment Deposit. We will send you a cancellation confirmation via email immediately after canceling your booking.
- We believe the children are our future, but you still have to be 21 years old and present to book a room
- Is it really you? A valid photo ID is required upon check-in
- All requests to reserve a room must include the first and last name of all adults occupying the room and a valid credit card for a guarantee of arrival
- Our room rates are always awesome, and they are subject to change
- All rooms are subject to a XXX% tax collected by the City of ********
- Group trips are fun! When booking, keep maximum occupancy rules in mind- two people max for rooms with a single bed (Queen or King) and four people max for rooms with multiple beds. Got babies? We’ve got pack-and-play and cribs available upon request, subject to availability.
Check-in / Check-out / Business Hours
Check-in at XXX
You can check-in any time from 3PM by local time. Room/Apartment keys will wait for you at XXX street.
Please note that XXX main entrance mapping is XXXX street! Arrangements for checking-out will be made at the same time.
The balance of the full apartment rental amount is payable on arrival at check-in time. Please note that check-in cannot be completed until full payment and security deposit pre-authorization for the room/apartment has been received and approved.
An apartment key is provided at check-in time after the full rental amount has been settled. The cost of any keys needing replacement will be taken from the deposit.
During the check-in process, our receptionist will provide you with any information which may be required during your stay such as the location of near-by shops, good places where you can eat, sights you may like to see, places to go at night, etc. Always ask our receptionist for anything that would make your stay more enjoyable and convenient.
Check-out at XXX
You can check-out any time up until 11AM by local time. Later check-out times may be requested although we may not always be able to accommodate late changes and will depend on availability and on how busy we are.
At check-out time please drop keys into mailbox “XXXX” located in front of the elevator at ground floor.
Please note that a more detailed inspection of the room/apartment is usually made after the check-out time and we reserve the right to make charges for any damages or breakages found before the room/apartment is occupied again.
The security deposit should be released by your credit card issuing bank automatically in 3 workdays, but sometimes only in a 15-21 day period. The security deposit/pre-authorization is not held by XXX and we do NOT charge your credit card.
Please be aware that bed linen and towels should be placed where they were originally found. The bed linen and towels are NOT gifts and should remain in the apartment.
Reservations should be prepaid with Visa, MasterCard, Discover, American Express or pre-paid debit cards. Upon check-in, a charge will be made on your credit card, or debit card for the total amount of the room and tax as well as an additional $XXX pre-authorization hold on a credit card, just to make sure it’s still valid. The $XX charge will be returned to your card, dependent upon your bank’s policy, in 3-10 business days. If room service is desired during stay, the authorization will be $XXX.
- We are always here! Open 24 hours a day, seven days a week.
- Check-in time: 3:00 p.m. We’ll be ready for you.
- Check-out time: 11:00 a.m. Seize the day, friend!
Please carefully read our cancellation policy. Rarely can we make any exceptions to this. Our receptionists are instructed to follow this policy and rules. So to save any misunderstanding we would be grateful if you can observe the following:
- If the guest cancels more than 60 days in advance, the total amount of the reservation will be refunded.
- If the guest cancels less than 60 days in advance, the 30% prepayment is non-refundable.
- If the guest arrives and decides to leave early, the nights not spent 24 hours after the cancellation occurs are 50% refunded.
- In case of a no-show, the total price of the reservation will be charged and is non- refundable.
- There is only one way in which we can acknowledge cancellation of the guest’s reservation; the guest must send a cancellation request stating the reservation number via email to the following address: XXX
- All cancellations are confirmed via email immediately after the reservation has been canceled.
The total price of the reservation will be charged right away after booking and is non-refundable.
Life happens. We get that. Reservations are fully refundable XX hours prior to check-in. Reservations canceled XX to XX hours prior to check-in will be credited towards a future stay of equal or lesser value. To cancel a reservation, please call us at XXXXX.
Cancellations received after 3pm the day prior to check-in will not be refunded or credited, and will be charged in full.
In our entire short-stay apartments and rooms smoking is not allowed. You will be asked to sign a document that you agree to a $$ fine if any evidence of smoking is found in the apartment or in any of the building areas such as window ledges, the lift, stairs or the entrance area near to the reception. Please note that we comply with the local health and safety guidelines and recommendations provided by the EEC on smoking in public places.
Please Note: Immediate termination of the rental agreement is possible if:
- More guests stay in the property than agreed
- Excessive noise is made in the evening hours or at night
- Sub-letting the property you have rented (or giving it to other people). The number of people residing in the apartment should be the same as confirmed in the booking. Accommodation for additional guests may be requested
A XXX charge for each additional guest per night will be charged. We reserve the right to cancel any reservation, without refund, if an unconfirmed number of people stay overnight in the apartment
- [property name] does not allow any pets in the apartments. A XX fine will be claimed if pets will be accommodated in the apartments
- Apartments are located in a residential building in XXXX city center. All our guests are asked to respect the property and privacy of the neighbors and to not make any excessive noise between the hours of 22:00 and 08:00. This rule is applied as per the XXXXX Law so any late and loud partying is not, unfortunately, permitted
- XXXX is not responsible for lost or forgotten personal things at the apart-hotels premises.
During your stay, the apartment and all equipment and furniture should be treated with care and kept in order. Immediate notification to XXX staff will be expected of any damages or breakages in the apartment.
You (The Tenant) is financially responsible for any damage to the apartment. This includes losses caused by you (The Tenant) or a third party negligent actions and behavior. A summary check will be made of the apartment check-out time. However, a more detailed review of the condition of the apartment and all equipment and facilities will be made soon after check-out and before another guest occupies the apartment. The Tenant is responsible for any damages or breakages found that are over and above normal wear and tear and usage. In this case, a detailed statement of damage along with an invoice for the repair or replacement cost will be sent by email or fax immediately.
Any costs will be deducted from the deposit immediately if this is still possible. Any costs will be claimed by return if they are greater than the deposit or where the deposit has already been returned. Please note, immediate notification after check-out of any damages to, breakages in or issues with the apartment is expected.
[property name] can then take any necessary action to resolve any issues and make sure all the equipment and facilities are working and provided as expected.
Damage deposit is fully refundable upon check-out and subject to damage inspection of the accommodation. The deposit must be paid upon check-in, in cash or by credit card, along with a balance and is fully refunded at the check-out if the apartment is in good order and the company does not have any claims. The costs of damages or cleaning beyond what would be expected after responsible usage of the apartment will be deducted from the deposit, and the refunded amount will be the remainder of the damage deposit.
Entire apartments are fully non-smoking! At the check-in time, you will be asked to sign a document that you agree to a XXX fine if traces of smoking are found in the apartment.
Breathe easy. Hotel XXXXX is a non-smoking property. This applies to both traditional smoking methods and all electronic delivery systems, including vapes, vaporizers, vape pens, hookah pens, electronic cigarettes (e-cigarettes or e-cigs), e-pipes, and any variations of the foregoing regardless of the product’s name. Any smoking in the rooms or strong lingering smoking scents in rooms will result in a disappointed look and a $XXX room cleaning fee.
Other Terms and Conditions Templates
The Standard Booking price includes the following:
- All taxes
- Utilities (water, gas and electricity)
- Internet and Cable TV usage
- Towels, bed linen and hairdryer
- Cleaning before and after your stay (daily cleaning is available upon request for extra charge of 15 euros)
- All apartment amenities and facilities as mentioned on our website pages and in our correspondence
When you make a reservation, you are booking an apartment type (not a specific apartment). Each apartment type includes similar apartments of similar size and equipment, however, interior design can be different. Reservations can only be taken and confirmed by making an advance payment of XX% or XX% of the full rental amount. This can be paid using debit and credit cards, bank transfer and PayPal (online).
We will process your booking within XX hours of receiving your request. Please note, your booking has not been made or verified until you receive a confirmation email from XXXXXX.
After you have booked your stay with us, you can extend your stay (depending on availability) by simply letting us know before you arrive.
If you are already staying with us and you would like to stay longer, please let us know at least 24 hours before your check- out date. We will do our best to accommodate your new plans and this can include relocating you to a similar apartment should this be necessary.
One child under XXXX years old stays free of charge, please ask for children’s cots/cribs.
Are we pet friendly? You bet! A maximum of two pets are allowed per room. No charge. Just make sure your furry friends do their business in the designated area and stay on a leash when outside the room. No rogue poppers and, sorry … no pets in the lobby or pool areas (that’s the health department’s call and we’ve gotta heed their rules). Pets cannot be left unattended in rooms at any time.
While there is absolutely no pet fee, there is a $XX deposit required in the form of a credit card pre-authorization. Should your furry friend shed a great amount or have a potty accident in the room, a cleaning fee will be charged to the credit card on file in the amount of $XXX. Should your pet cause property or item damage, an incidental fee will be charged at market value to your credit card on file. Any funds remaining from the pre-authorized amount will be released after check-out and, dependent upon your bank’s policy, will reflect on your account within 10 business days. No cats or venomous creatures.
We want you to have a great time when you are here. But if things get too crazy, we go by the old-school rule of ‘you break it, you buy it’ and property damages or missing items will be charged to your credit card at market value.
Pre-existing damages or room issues must be reported to the front desk immediately after registration to avoid responsibility and potential charges. The hotel allows guests, with permission, to receive occasional packages and special deliveries at the property.
We are not responsible for the packages or their contents or the storage of them. Sing your heart out and have passionate conversation all day long, but from 11:00 p.m. to 7:00 a.m. the whole property goes into hush mode for what we like to call quiet time (or sleep time).
Please practice safe cooking habits do not leave burners on unattended. Please do not cook with strong smelling ingredients. Lingering smells that require room closure and deep cleans will be charged a cleaning fee of up to $XXX
Vacations should be stress-free and for that reason, you get to park right in front of your room (or super close). By parking a vehicle at our facility, you (and your guests) are doing so on your own accord. The hotel does not take responsibility or accept liability for damage, accident or loss to your vehicle or personal property.
But guess what? We’ve got state-of-the-art surveillance cameras watching over the parking lot so, should anything seem amiss, let us know, and we’ll check out the footage. And if you plan on leaving your car in our parking lot for a while, not problem, just let us know, as we reserve the right to tow vehicles.
All guests must be 21 years or older to confirm guestroom accommodations at Hotel XXXX. A valid photo ID must be presented at the time of check in for age verification.
The good news? We have a bar! This means, by law, we can’t allow any alcohol to be brought onto the property. To uphold this law, we require all beverages on the property, including the pool, be purchased through the hotel, with the exception of transparent, see-through water bottles. Guests must purchase beer and wine in the bar area – then, if you like, you can head back to your room (or the pool) to enjoy. Cheers!
Hotel XXXX is compliant with the Americans With Disabilities Act (ADA). We offer accessible rooms within the hotel. Please ensure requests reach us by placing it in the comments section of the online reservation form, or by calling us directly at XXXX after the reservation has been made.
Room refreshes will not be offered during stays. Should you need fresh towels or linen, please call the front desk or email XXXXX
Any guest or visitor who is in possession of a firearm on hotel premises is personally responsible for abiding by all applicable federal, state and local laws with respect to firearms. Subject to the following restrictions, guests of Hotel XXX who are lawfully permitted to possess a firearm may bring such firearm onto hotel premises, provided that the presence of the firearm on hotel premises: is for storage purposes only; the firearm is and remains at all times unloaded; the firearm is and remains secured in a locked, hard-sided firearm container, provided by the guest, while transported to or from the guest room and while stored therein; and the firearm remains securely safeguarded at all times in a locked guest room or locked personal vehicle, except when transporting the firearm to or from a guest room.
Guests who fail to abide by this policy may be asked to leave the hotel premises, without refund. The hotel premises are private property, and our firearms policy applies to: (i) all firearms, regardless of whether the firearm is a handgun or a long-barreled gun; and (ii) all guests and visitors, even those possessing a valid license or permit to carry a firearm.
The only exception to the restrictions described in this firearms policy statement is for law enforcement officers and designated military personnel, who are on-duty and required to carry firearms in the performance of their duties.
As part of our commitment to guest safety, employees will not disclose the identity, room number or presence of a guest to anyone other than appropriate law enforcement. This includes the taking of or delivery of messages or indirect forwarding of phone calls. It is the responsibility of guests to communicate their presence and room number to any person they wish to receive calls or visits from.
Safety cameras are used throughout the premises, and anyone on our property may be recorded. The hotel assumes no responsibility for any personal bodily injury incurred while using the gym/fitness center facilities, where available. If you use the gym/fitness center facilities, you do so at your own risk.