Sample Vacation Rental Agreement - Shorewood Real Estate

Shorewood Real Estate, INC.
Vacation Rental Agreement (rev. 9/19/19)

1.       Disbursement of Rent and Third Party Fees:
Tenant authorizes Agent to disburse up to fifty percent (50%) of the total rent, as permitted by section 42A-16 of the Vacation Rental Act, to the owner (or as the owner directs) prior to Tenant’s occupancy of the Premises, and the balance of the rent upon the commencement of the tenancy.
Tenant also authorizes Agent to disburse prior to Tenant’s occupancy of the Premises any fees owed to third parties to pay for any goods, services, or benefits procured by Agent for the benefit of Tenant, including but not limited to any fees set forth herein payable to Agent for reservation, transfer or cancellation of Tenant’s tenancy.
Tenant agrees to pay a $25.00 processing fee for any check of Tenant that may be returned by the financial institution. Agent receives compensation from the providers (CSA & MDM Group) of the travel insurance and VRPP plans. Agent receives compensation from linen and beach gear rentals.


2.       Security Deposit.
Any security deposit provided may be applied to actual damages caused by Tenant as permitted under the Tenant Security Deposit Act.
In addition, Agent may deduct from the security deposit, or charge to the credit card on file if there is no security deposit on file, the amount of any unpaid long distance or per call telephone charges and cable television charges that are not specifically described in this Agreement (including any addendum hereto) as being included with the Premises. Agent shall apply, account for, or refund tenant’s security deposit within 45 days following the end of the tenancy.
An optional Vacation Rental Property Protection Plan may be available to you. If so, you can add the cost for the plan into the charges as per this agreement. The Vacation Rental Property Protection Plan (VRPP) protects you from theft or damage which results from your inadvertent acts or omissions within the unit. Payment for the VRPP Plan will not be accepted after you have checked-in for the beginning of your stay. The VRPP Plan does not cover negligent or willful and wanton conduct.
You must notify the management company of any damage or theft to the unit during your occupancy, or this plan is VOID. For a full description of the plan please refer to the Evidence of Coverage. If you do not receive an Evidence of Coverage upon purchase of the plan, contact Shorewood Real Estate for a copy.


3.       Trust Account.
Any advance payment made by Tenant shall be deposited in a trust account with Bank of America, 620 W. Corbett Ave., Swansboro, NC. Tenant agrees that any advance payment may be deposited in an interest-bearing trust account and that any interest thereon shall accrue for the benefit of, and shall be paid to, the owner (or as the owner directs) as it accrues and as often as is permitted by the terms of the account.


4.       Tenant Duties.
Tenant agrees to comply with all obligations imposed by the Vacation Rental Act on Tenant with respect to maintenance of the Premises, including but not limited to keeping the Premises as clean and safe as the conditions of the Premises permits and causing no unsafe or unsanitary conditions in the common areas and remainder of the Premises that Tenant uses; and notifying Agent in writing of the need of replacement of or repairs to a smoke detector, and replacing the batteries as needed during the tenancy. Tenant agrees not to use the Premises for any activity or purpose that violates any criminal law or governmental regulation. Tenant’s breach of any duty contained in this paragraph shall be considered material and shall result in the termination of Tenant’s tenancy.


5.       Agent Duties.
Agent agrees to provide the Premises in a fit and habitable condition. If at the time Tenant is to begin occupancy of the Premises, Agent cannot provide the Premises in a fit and habitable condition or substitute a reasonably comparable property in such condition, Agent shall refund to Tenant all payments made by Tenant. Agent shall conduct all brokerage activities in regard to this Agreement without respect to the race, color, religion, sex, national origin, handicap or familial status of any Tenant.


6.       Cancellation/Transfer.
All cancellations of changes must be in writing. In the event of a cancellation by Tenant, Tenant shall receive a refund of all payments made by Tenant, less an administrative fee of $100.00, if the Premises are re-rented on the terms set forth herein. The CSA Travel Insurance premium is non-refundable.
If the Premises are not re-rented on the terms set forth herein, Tenant will not be entitled to a refund of any rent payment made here under whether or not the Premises are re-rented, Tenant rather than Agent, shall be responsible for seeking reimbursement of any fees paid by Tenant to Agent for goods, services, or benefits procured by Agent from third parties for the benefit of Tenant that may have been paid out prior to Tenant’s cancellation.
Transfer requests should be made at least 60 days prior to arrival. Transfers only granted within the same property and season stated on this Agreement. Transfer fee is $50.00.

a.       Online Quotations and Bookings.
Our online price estimates and quotations are offered without obligation. Shorewood Real Estate cannot be held responsible for faults, omissions, or miscalculations in price quotations by third parties. We reserve the right to correct miscalculations if such corrections are the result of omissions or miscalculations by third parties.


7.       Transfer of Premises.

If the owner voluntarily transfers the Premises, Tenant has the right to enforce this Agreement against the grantee of the Premises if Tenant’s occupancy under this Agreement is to end 180 days or less after the grantee’s interest in the Premises is recorded.

If Tenant’s occupancy is to end more than 180 days after such redecoration, Tenant has no right to enforce the terms of this Agreement unless the grantee agrees in writing to honor this Agreement.
If the grantee does not honor this Agreement, Tenant is entitled to a refund of all advance rent paid by Tenant (and other fees owed to third parties not already lawfully disbursed). Within 20 days after transfer of Premises, the grantee or the grantee’s agent is required to:

i.     notify Tenant in writing of the transfer of the Premises, the grantee’s name and address, and the date the grantee’s interest was recorded; and

ii.    advise Tenant whether Tenant has the right to occupy the Premises subject to the terms of this Agreement or receive a refund of any payment made by Tenant.

Upon termination of the owner’s interest in the Premises, whether by sale, assignment, death, appointment of a receiver, or otherwise, the owner, owner’s agent, or real estate agent is required to transfer all advance rent paid by Tenant (and other fees owed to third parties not already lawfully disbursed) to the owner’s successor-in-interest within 30 days, and notify Tenant by mail of such transfer and of the transferee’s name and address.

However, if Tenant’s occupancy under this Agreement is to end more than 180 days after redecoration of the interest of the owner’s successor-in-interest in the Premises, and the successor-in-interest has not agreed to honor this Agreement, all advance rent paid by Tenant (and other fees owed to third parties not already lawfully disbursed) must be transferred to Tenant within 30 days.

If the owner’s interest in the Premises is involuntarily transferred prior to Tenant’s occupancy of the Premises, the owner is required to refund to Tenant all advance rent paid by Tenant and other fees owed to third parties not already lawfully disbursed) within 60 days after the transfer.


8.       Mandatory Evacuation.
If state or local authorities order a mandatory evacuation of an area that includes the Premises, Tenant shall comply with the order. Upon compliance, Tenant will be entitled to a refund through the Travel Interruption Plan (CSA) of the prorated rent for each night that Tenant is unable to occupy the Premises, because of the order. However, Tenant will not be entitled to a refund if, prior to taking possession of the Premises:

a. Tenant refused insurance offered by Agent that would have compensated Tenant for losses or damages resulting from loss of use of the Premises due to a mandatory evacuation order.


9.       Expedited Eviction.
If the tenancy created here under is for 30 days or less, the expedited eviction procedures set forth in the Vacation Rental Act will apply. Tenant may be evicted under such procedures if Tenant:

  1. holds in possession after Tenant’s tenancy has expired;
  2. commits a material breach of any provision of this Agreement (including any addendum hereto) that according to its term would result in the termination of Tenant’s tenancy;
  3. fails to pay rent as required by this Agreement; or
  4. has obtained possession of the Premises by fraud or misrepresentation. (NO HOUSE PARTIES. COLLEGE OR TEEN GROUPS.)

b.       Pets.
Unless otherwise specifically permitted in this Agreement (including any addendum hereto), no pets shall be allowed on the Premises.
Tenant’s breach of this provision shall be considered material, and shall result in the termination of Tenant’s tenancy and a $500 unauthorized pet fee charged to the credit card on file.

c.       No Smoking.
Tenant, or Tenant’s family or guests shall not smoke on the Premises. This includes smoking cigarettes, cigars, pipes or any other smoking device. Tenant's breach of this provision shall be considered material and shall result in a charge of $500 to the credit card on file and the termination of Tenant’s tenancy.


10.   Indemnification and Hold Harmless; Right of Entry; Assignment.
Tenant agrees to indemnify and hold harmless Agent and the owner from and against any liability for personal injury or property 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.
Tenant agrees that Agent, the owner of their respective representatives may enter the Premises during reasonable hours to inspect the Premises, to make such repairs, alterations improvements thereto as Agent or owner may deem appropriate, or to show the Premises to prospective purchasers or tenants.
Tenant shall not assign this Agreement to sublet the Premises in whole or part without written permission of Agent.


11.   Other terms and Conditions.
In Witness Thereof: This Agreement is executed in two counterparts with an executed counterpart being retained by each party hereto.
NOTICE: This is a legally binding contract. If not understood, seek competent advice. A NC Real Estate Licensee may own the subject property.
This Agreement shall be governed by and interpreted in accordance with the law of the State of North Carolina.
This Agreement shall be treated as though it was executed in the County of Carteret, State of North Carolina, and was to have been performed in the County of Carteret, State of North Carolina.
Any action relating to this Agreement shall be instituted and prosecuted in courts in North Carolina. Customer/Tenant specifically consent to such jurisdiction and to service of process.
Amendments to this Agreement must be in writing and signed by all parties. This Agreement represents the entire Agreement of the parties, and there are no misrepresentations, inducements or other provisions other than those contained in the Agreement.


12.   Addenda.
Any addenda to this Agreement are described in the following space and attached hereto "Shorewood Real Estate, Inc. Policies and Procedures" Tenant agrees that Tenant has received and read any such addenda, and that they shall constitute an integral part of this Agreement. 

Shorewood Real Estate, Inc.
Policies and Procedures

(Addenda to Vacation Rental Agreement) (rev. 9/19/19)


Welcome to The Crystal Coast & Emerald Isle. Please read the rental information carefully. If you have any questions, please do not hesitate to call our reservationists. They are pleased to assist you through the entire process of renting your vacation home. Toll-Free: 1-888-557-0172 or


Shorewood Real Estate complies with the N.C. Vacation Rental Act. (NC. General Statutes Section 42 A-1) for all rental agreements. Shorewood Real Estate, Inc. acts as agent on behalf of the homeowner for vacation rental properties.

Check-In at Shorewood Real Estate

4:00 PM or Later
Check-in at Shorewood Real Estate. Corner of Cedar Street and Emerald Drive. 

7703 Emerald Drive, Emerald Isle NC 28594


Check-Out at Shorewood Real Estate

10:00 AM promptly
Please check-out on time, so the unit can be cleaned and inspected for the next rental guest. Return all keys/gate passes/swim tags/car tags/ upon departure. Not returning these items will result in an additional charge.


Late Arrivals

Special arrangements can be made for late arrivals. Call us if you will be arriving late. Shorewood Real Estate is open 7 days a week. Our business hours are (In season 9am-5pm) (Off-season 9am-5pm and Sundays 10am-2pm ). Late Arrivals will pick up their key packets at our office in the front corridor of the building. Our office is located at 7703 Emerald Drive, Emerald Isle, NC 28594. Call our office the next morning to confirm your arrival. Rental Department: (252)-354-7873


Making a Reservation

Book Online or Call to reserve the week and rental of your choice. We will then send you a confirmation email stating the unit/cottage you rented, the arrival and departure dates and the amount due. The email will assign you a username, password, and you will find a link to the Guest Portal. Within 24 hours, you will need to log in to the Guest Portal, accept the VRA (Vacation Rental Agreement) and make required payment. This will secure your reservation. (If we do not receive the required payment by the due date, we will be forced to cancel your reservation.) If you are having difficulties meeting that deadline, call us and special arrangements can be made. All Reservations made within 45 days MUST be paid in full within 24 hours of booking. We accept VISA, MASTERCARD, DISCOVER, AMERICAN EXPRESS and E-Check.


Final Payment

The final payment shall be made 45 days prior to your arrival date. You may pay with a personal check if final payment is received 45 days prior to your arrival date. Any payments made within 45 days must be in the form of certified funds or credit card.


Check Out Procedures

Failure to comply with the check-out procedures listed below will result in a minimum charge of $75.00 to the card on file.

  • Wash all dishes and put back neatly in cabinets.
  • Remove all food from cabinets and the refrigerator/freezer.
  • Make sure all furniture and furnishing are in original locations.
  • Remove ALL trash from the property and place outside in the receptacles.
  • Lock all exterior windows and doors.
  • Make sure all appliances are OFF.
  • Check closets, bathrooms, under beds and other furniture for personal items prior to leaving.
  • Leave home broom clean.
  • Return all keys and gate cards/parking passes to Shorewood Real Estate and REPORT any maintenance needs or damages.

Charges for lost items listed above are as follows and will be charged to credit card on file.

  • KEYS $5.00/each
  • GATE CARDS- $50.00/each
  • PARKING PASSES- $25.00/each



If the beds were already made prior to your arrival, you can leave the linens on bed. Pile towels near the main entry door.

If you made the beds, please remove the linens from the beds and put the linens and towels in the bag that was originally provided by Island Essentials.

DO NOT INCLUDE: pillow shams, pillow covers, mattress covers, blankets, and/or bed spreads. 


Optional Trip Cancellation/Interruption Insurance

Shorewood Real Estate Inc. offers CSA Travel Cancellation/Interruption Insurance to every guest. CSA is authorized by the North Carolina Department of Insurance. CSA insurance is optional but is strongly recommended. No refund will be made in the event of a mandatory evacuation if a guest does not purchase CSA Insurance. For any questions concerning the Travel Insurance, please call CSA directly at 800-554-9839.

"VRPP” (Vacation Rental Protection Plan) Insurance or Damage Security Deposit

The VRPP Plan is an optional product available to you. The Cost is $35.00 and Non-Refundable. Purchasing the VRPP Plan includes insurance for accidental, reported damage due from inadvertent acts or omissions to the rental property up to $3000. The VRPP Plan also includes assistance services. VRPP may not be available for all units. Please check with your Reservationists. For a full description of the plan including exclusions, please refer to the Evidence of Coverage detailing the terms, conditions and responsibilities of the tenant and Shorewood Real Estate, Inc. If you do not receive an Evidence of Coverage upon purchase of the plan, contact Shorewood Real Estate, Inc. for a copy. Purchasing VRPP in lieu of a security deposit Does Not Negate your Responsibilities as a tenant. All damages must be reported prior to departure. If you decide not to purchase VRPP, a security deposit will be added to the final balance. Payment for VRPP will not be accepted after the guest occupies the unit. The units are carefully inspected after each rental. Shorewood Real Estate, Inc. receives compensation for offering VRPP. Some properties do not participate in the VRPP Insurance Plan. If you do not choose VRPP, a Damage Security Deposit of $300 will be collected. (The deposit is returned within 45 days provided there are no damages or missing items & all keys and/or gate cards/car I.D. tags and swim tags are returned to Shorewood Real Estate, Inc. (Amounts may be withheld to repair damages, replace missing items or reimburse owner/agent for expenses resulting from a violation of the agreement or additional charges to account.) VRPP Plan insurance is provided by Virginia Surety Company, Inc.



Cancellations must be in writing. In the event of a cancellation by tenant, tenant shall receive a refund of all payments made by tenant, less an administration fee of $100.00, If the premises are re-rented on the terms set forth. If the premises are not re-rented on the terms set forth, tenant will not be entitled to a refund of any rent payment made here under. Tenant rather than Agent, shall be responsible for seeking reimbursement of any fees paid by the tenant to agent for goods, services, or benefits procured by agent from third parties for the benefit of tenant that may have been paid out prior to tenant's cancellation.


Off-Season Late Departures

Guests may be able to depart late from vacation rentals providing there are no guests checking in. The charge for a late departure is $30.00. Please confirm the availability with your reservationists.


Vacation Essentials

Some of our vacation rentals provide linens and towels. If you have chosen a rental which does not, you may rent linens through our office or bring your own. Please place orders 2 weeks in advance. When packing plan to bring beach towels, kitchen towels, cleaning supplies, paper products, garbage bags, coffee filters, sunscreen, beach towels and beach chairs.



North Carolina law prohibits grilling on decks and balconies of rental properties. Grilling is permitted on concrete or stone surfaces away from wooden structures. If grills are provided with the vacation rentals, the rental guests are responsible for cleaning the grill. Grills (gas or charcoal) can be rented through our office.


No Teen Groups/House Parties

Shorewood Real Estate, Inc. has the right to terminate rentals without refund if in our opinion the renter is detrimental to the property or rented the unit under false pretense. No college or teen groups, even if chaperoned by an adult.


Most of our properties have telephones. Long- distance calls are blocked on all vacation rental properties. Please use a calling card when making long-distance calls.


Lost and Found

We cannot be responsible for items left behind. However, when items are found and claimed, we will gladly return them to you via USPS COD plus a $10.00 handling fee. Unclaimed items will be donated to local charity after 30 days.


No Pets!/No Smoking!

No pets allowed unless advertised differently. No smoking designation must be honored. Units are sometimes owned and/or rented by allergic individuals. (Pets or smoking in a non-designated unit will result in an immediate eviction.)

Some owners of our Vacation Rental properties choose more than 3 rates and/or a Holiday Rate. Some owners allow 2- or 3-day minimums off-season or during season if the unit is not booked by the Wednesday proceeding the desired arrival. Call for the per diem rates. Some cottages and condos are available for the winter months at very special rates. Call for the list. Rentals 1-888-557-0172 or visit (winter rentals).



North Carolina sales tax is 6.75% and is added to all rentals of 90 days or less. The Carteret County occupancy tax is 6%. The total tax added to all rentals is currently 12.75%. These rates are as of time of printing. Tenant will be responsible for the taxes due at the time of tenancy. Taxes will be disbursed upon termination of the tenancy or material breach of the agreement.


Lockout Policy

If you are locked out of your vacation property during business hours, you may stop by our office and check-out a key. After business hours, call our emergency number 252.354.4892. A service call of $25.00 is charged for unlocking the unit and is due and payable when service is rendered.


Repairs and Service Calls

Before calling our office be sure that the repair is necessary and not an oversight. If the air conditioning is not cooling as quickly as you think it should, give it time to adjust.  It may have been turned off prior to your arrival. Do not set the AC to a temperature lower than 70, as the unit may freeze.  If a service was ordered and not necessary per the repair person, a service call will be charged to the tenant by charging the credit card on file.  Please report any inoperative equipment to our office.  We will make every effort to have the repairs done quickly.  Most issues can be resolved within a 24-hour period.  Our Vacation Rental Homes are individually owned.  We are unable to offer refunds when appliances fail, parts need to be ordered or other repair needs arise. 

Central Air/Heat ~ Heat Pumps

Most of our properties are heated and cooled with Heat Pumps. Cooling: The thermostat(s) should be set between 70 and 75 degrees- Auto/Cool. Be sure not to set below 70 degrees or the unit will freeze up and will not cool properly. On extremely hot days, the pump may only cool to a 10-12 degree differential. Heating: The thermostat(s) should be set between 65 and 70 degrees- Auto/Heat. Misuse may result in an additional charge.

Pest Control

Water bugs and ants are indigenous to Emerald Isle and the Crystal Coast.  If a serious issue is present, contact us to schedule an exterminator.  By keeping the area tidy, trash removed, and food put away, the situation should be remedied until the exterminator arrives.  Should you decide to purchase repellents, a reimbursement for the purchase will be provided with a receipt.

Cable TV/ WiFi / Satellite TV

These items are provided with most of our beach rentals; however, these services cannot be guaranteed to be provided without interruption.  Occasional interruptions of service may occur due to our location.  We are unable to offer refunds for interruption to these services.  

Additional Beach House Amenities

Swimming pools, hot tubs, spas, whirlpools, elevators and appliances cannot be guaranteed against failure. Every effort will be made to have them in good working order; however, no refunds or discounts will be made in the event they are inoperable during your stay.  Guests use these amenities at their own risk during their stay.   


"After Hours" Emergency Calls

After hour emergency calls are defined as the following: Anything that places the Tenant or Property in danger. Malfunctioning air-conditioners, telephones, minor plumbing problems etc. do not constitute an Emergency. Leave a message on Shorewood Real Estate’s office voice mail and a maintenance work order will be issued the following morning. For "After Hours" Emergencies call 252.354.4892. Emergency calls will be answered and responded to in order of importance.


Family Groups Only
Shorewood Real Estate, Inc. has the right to terminate rentals without refund if in our opinion the renter is detrimental to the property.
No house parties.
No college or teen groups, even if chaperoned by an adult.

According to section 42A-23of the Vacation Rental Act, a tenant may be evicted in an expedited eviction proceeding if the tenant does any of the following:

1.       Holds over possession after his or her tenancy has expired

2.       Has committed a material breach of the terms of the Vacation Rental Agreement that, according to the terms of the agreement, results in the termination of his or her tenancy.

3.       Fails to pay rent as required by the agreement.

4.       Has obtained possession of the property by fraud or misrepresentation.


Driving on the Beach

The Town of Emerald Isle allows vehicles on the beach from September 15 through April 30, except during Easter week. A permit is required and is obtainable through Emerald Isle Town Hall 252.354.3424.


Beach Access

Pedestrian access areas to the ocean and sound are located about every 500 feet. Some are boardwalks and others are sandy paths.


Public Parking/Beach Access

Emerald Isle has two regional oceanfront beach accesses with bath house and shower facilities. The East ern Access is located on Islander Drive. The Western Access is located on Park Drive.


All Properties are Individually Owned

All of our vacation properties are individually owned and reflect each owner’s tastes. If you have specific standards or requirements regarding your vacation rental, we advise you to personally view the unit prior to placing a reservation. We cannot make substitutions or provide refunds upon your arrival. All information is believed to be accurate. We cannot be held responsible for changes made by the owners after printing. Please view our website for any updates or changes to our properties.



In searching for a vacation rental property that meets the occupancy needs of your family; you will find that many of our properties offer several different bedding options. However, when considering your occupancy needs, please note that the NC Commission for Health Services (Laws and Rules for Sewage Treatment and Disposal Systems) states that one bedroom is designed for maximum of two people. For example, a 3-bedroom unit would accommodate no more than 6 people.

Every effort has been made to ensure that the information in this brochure is accurate. Some descriptions may not reflect changes to, or new information about, rental homes after this brochure was printed. We suggest that you view our website for the latest and up to date information.

Due to state regulations regarding septic permits, some information presented may be inaccurate as the availability of these permits is limited. Every effort has been made to ensure all information is accurate and specific guidelines of the Carteret County Health Department have been followed. Our realty firm shall not be liable for unintentional errors, omissions, or changes in the advertisement of bedrooms and occupancy. The information herein is believed to be accurate and timely, but no warranty as such is expressed or implied.

Departure Cleaning Service

All of our properties are inspected prior to your arrival, however if you feel the property is not cleaned to your specifications, please let us know within 24 hours of your arrival and we will send housekeeping to rectify any discrepancies. There will be no refunds given for housekeeping related issues. Any extra cleaning required upon your departure, above and beyond the norm, will be billed to you. If you are vacationing for more than one week, you may request additional housekeeping services by calling SWRE~Housekeeping Department~. 252.354.7873


Next Year, Same Time ~ Same Place?

If you are interested in renting the same property and week next year, please stop by our office during your vacation week or call to reserve (252.354.7873). A holding number will be issued at that time. Contracts will then be mailed out in the fall requiring a deposit. Due to the limited time at Check-Out , we do not accept reservations at that time. Homeowners reserve the first right of refusal with all weeks that are tentatively reserved.


Vacation Properties Listed for Sale

Occasionally the property for which you have rented may be for sale. This property may need to be shown. You will be contacted to coordinate a convenient time that the property can be shown.


Swimming Pools & Fireplaces

Swimming pools in Condominium complexes are generally open from Memorial Day to Labor Day. (Some complexes may extend that season if weather permits). Some Private Pools are heated during the off-season at a cost to the Rental Guest, please consult your Reservationists regarding those properties. Fireplaces are not to be used during the Summer Months (May-September). 

 Enjoy your vacation!



Find your Vacation Rental Deals here!

View participating properties that are offering discounts!



Save Here

Find Your Dream Home


We are here to help you find your special spot in Emerald Isle or the Surrounding Areas.



Search Now

Property Management

A Full Service Real Estate Company specializing in Superior Customer and Client Services Since 1996. Offering excellent management of Vacation & Long-Term Rentals on the ISLAND and MAINLAND.


Learn More