Cancellation & Damage Deposit Policy

This policy forms part of the Holiday Let Rental Agreement between [Your Name] of [Business Name] ("the Host") and the Lead Guest. It sets out the terms on which cancellations are handled and how the damage deposit is operated.

Part A — Cancellation Policy

1. Cancellation by the Guest

All cancellation requests must be made in writing (email to [Your Contact Email]). The notice period is calculated from the date the Host receives the written cancellation request to the originally booked check-in date.

Notice Given Before Check-In	Refund of Accommodation Charge
More than 8 weeks (56+ days)	Full refund of accommodation charge paid
4 to 8 weeks (28–55 days)	50% refund of accommodation charge paid
Less than 4 weeks (under 28 days)	No refund of accommodation charge

The damage deposit is always returned in full on cancellation, regardless of notice period, provided no pre-stay inspection damage is identified.

Cleaning fees, booking fees, and any third-party platform fees are non-refundable in all circumstances unless the Host cancels.

2. Cancellation Insurance

The Host strongly recommends that guests take out appropriate travel insurance including cancellation cover. The Host accepts no liability for losses arising from circumstances that prevent a guest from taking up the booking.

3. Cancellation by the Host

In the event that the Host is required to cancel a confirmed booking (for example, due to property damage, a change in circumstances, or matters outside the Host's control), the Guest will receive a full refund of all monies paid. The Host's liability is limited to this refund and does not extend to travel costs, consequential losses, or alternative accommodation.

4. Amendments and Rebooking

Requests to amend booking dates must be made in writing. The Host will accommodate changes where possible, subject to availability. A rebooking administration fee of £[XX] may apply for date changes made within [4 weeks] of the original arrival date.

Part B — Damage Deposit Policy

5. Deposit Amount and Payment

A security deposit of £[XX.00] is required for all bookings. This is payable no later than [14 days] before the check-in date.

The deposit is held by the Host and is not placed in a protected tenancy deposit scheme (as this is a holiday let, not an AST tenancy). It is held in a dedicated account and will not be used for any purpose other than as described in this policy.

6. Return of the Deposit

The deposit will be returned within [7 / 14] days of the check-out date, provided:

• The property has been left in a clean and tidy condition;
• No damage beyond fair wear and tear has occurred;
• All keys, fobs, and access devices have been returned;
• No house rules have been materially breached;
• The number of guests did not exceed the agreed maximum occupancy.

Return will be made to the same account or card from which payment was received, or by bank transfer to details provided by the guest.

7. Accidental Damage Threshold

In recognition that minor accidental breakages occur during holiday stays, the Host will not raise a claim for accidental damage where the total cost of repair or replacement is below £[XX]. This threshold applies per item, not in aggregate. It does not apply to deliberate damage, smoking damage, or breach of the pet policy.

8. Deductions from the Deposit

Deductions may be made for any of the following:

• Repair or replacement of damaged items (above the accidental damage threshold);
• Professional cleaning where the property is left in an unacceptably dirty condition beyond normal use;
• Removal of excess rubbish not disposed of in the bins provided;
• Lost or unreturned keys, fobs, or parking permits;
• Late check-out without prior arrangement;
• Unauthorised additional guests charged at £[XX] per person per night.

9. Deliberate Damage

Where damage is assessed as deliberate or reckless (as opposed to accidental), the full cost of repair or replacement will be charged. This includes vandalism, graffiti, and damage arising from use of the property contrary to the House Rules. Where the cost exceeds the deposit held, the Host reserves the right to pursue recovery of the balance through the civil courts.

10. Smoking Penalty

Smoking is strictly prohibited inside the property and within [X metres] of any door or window. Evidence of smoking inside the property will result in a deduction for professional deep-cleaning and odour treatment, at a minimum charge of £[XX], regardless of the actual cost of cleaning.

11. Damage Documentation Process

The Host carries out a check-in and check-out inspection of the property. Any pre-existing damage identified at check-in is recorded and photographed before the guest's arrival and will not be charged to the guest. Damage identified at check-out will be:

1. Photographed and recorded by the Host within [24 hours] of check-out;
2. Itemised in a written schedule sent to the Lead Guest with supporting photographs;
3. Valued at current retail replacement cost or a like-for-like repair estimate.

The Guest will be given [48 hours] to review and respond to any proposed deduction before the Host processes the claim.

12. Disputes

In the event of a dispute regarding deductions, both parties agree to attempt to resolve the matter by direct negotiation in the first instance. If no resolution is reached, either party may refer the dispute to [Arbitration / the relevant Small Claims Court].