Page 1 Autumn Wood Retreat Rental Agreement ADDRESS: 313 Autumn Wood Trail (Section 5, Lot 131), Holly Lake Ranch (Hawkins), TX 75765. Phone: 903-769-3999, Cell: 903-539-7761 CHECK-IN TIME is AFTER 3 P.M. CST AND CHECKOUT is 12 Noon, CST. NO Early Check-in or late checkout. This is a NON SMOKING unit. PETS are NOT PERMITTED in rental unit under any conditions. RESERVATION DEPOSIT - A reservation deposit of $200 is required. This must be received within five (5) days of booking the reservation. The reservation deposit automatically converts to a cleaning/damage deposit upon arrival. The deposit is NOT applied toward rent; however, it is fully refundable within fourteen (14) days of departure, provided the following provisions are met. No damage is done to unit or its contents, beyond normal wear and tear. No charges are incurred due to contraband, pets or collection of rents or services rendered during the stay. All debris, rubbish and discards are placed in outdoor trash container, and soiled dishes are placed in the dishwasher and cleaned (Checkout and Cleanup/Damage Policy page 3). All keys are left in lock-box by back door and unit is left locked. Any charges accrued during the stay are paid prior to departure. No linens are lost or damaged. No early check-in or late checkout. The renter is not evicted by the owner (or representative of the owner), the local law enforcement, or the security force employed by Holly Lake Ranch. This includes complaints arising from loud, offensive, illegal, disrespectful, destructive and/or objectionable behavior, in which security is called to resolve complaints against renter or any and all guests of the renter. WEEKEND/WEEKLY RENTAL PAYMENT An advance payment equal to 50% of the rental rate is required 60 days before arrival. The advance payment will be applied toward the rent. The advance payment is not a damage deposit. The BALANCE OF RENT is due thirty (30) days before your arrival date. Please make payments via credit card or personal checks payable to Autumn Wood Retreat. A $50 fee will be assessed on all insufficient checks. MONTHLY RENTAL PAYMENT - is due one hundred twenty (120) days for monthly rentals. Please make payments via credit card or personal checks payable to Autumn Wood Retreat. A $50 fee will be assessed on all insufficient checks. WEEKEND/WEEKLY CANCELLATIONS A thirty (30) day notice is required for cancellation. Cancellations that are made more than thirty (30) days prior to the arrival date will incur no penalty, and payment will be refunded in full. Cancellations or changes that result in a shortened stay, that are made within 30 days of the arrival date, forfeit the full advance payment - reservation deposit will be refunded. Cancellation or early departure does not warrant any refund of rent. MONTHLY RESERVATION CANCELLATIONS Monthly renters must cancel ninety (90) days prior to check-in. Monthly renters who make a change that results in a shortened stay must be made at least ninety (90) days prior to check-in.
Page 2 MAXIMUM OCCUPANCY The maximum number of guests is limited to twenty (20) persons. MINIMUM STAY This property requires a two (2) night minimum stay. If a rental is taken for less than two days, the guest will be charged the two-night rate. INCLUSIVE FEES Rates include a one-time linen & towel setup. Amenity fees are included in the rental rate. HOTEL/MOTEL TAX CHARGED A tax rate of 13% is collected on all rentals. NO DAILY HOUSEKEEPING SERVICE Linens and bath towels are included in the unit, daily maid service is NOT included in the rental rate. We suggest you bring beach towels. We do not permit towels or linens to be taken from the units. FALSIFIED RESERVATIONS Any reservation obtained under false pretense will be subject to forfeiture of advance payment, deposit and/or rental money, and the party will not be permitted to check in. WRITTEN EXCEPTIONS Any exceptions to the above mentioned policies must be approved in writing in advance. Email correspondence serves as an acceptable form of written exceptions. GUEST PASSES Prior to arrival, renters must furnish a list of guests to Autumn Wood Retreat, which will be forwarded to Security for entry. Upon arrival of Holly Lake Ranch, please proceed to the Security Office located at the EAST entrance of Holly Lake Ranch (Holly Trail East, east of FM 2869) and obtain a guest pass and a gate entrance token. The guest pass must be displayed at all times on the dash of each vehicle desiring entrance onto premises. WOODSTOVE Only firewood may be burned in stove (scrap lumber, cardboard, paper, etc.) are not to be burned. Firewood may be purchased at the Chevron Station ½ mile south of Holly Lake Ranch entrance on FM 2869. SEWAGE AND SEPTIC The septic system is very effective; however, it will clog up if improper material is flushed. DO NOT FLUSH anything other than toilet paper. No feminine products should be flushed at anytime. If it is found that feminine products have been flushed and clog the septic system, you could be charged damages up to two hundred dollars ($200). AUTUMN WOOD RETREAT - is privately owned; the owners are not responsible for any accidents, injuries or illness that occurs while on the premises or its facilities. The Homeowners are not responsible for the loss of personal belongings or valuables of the guest. By accepting this reservation, it is agreed that all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premise. INCLIMATE WEATHER/NATURAL DISASTERS No refunds will be given unless the state or local authorities order mandatory evacuations as a result of tornadoes, high winds, extreme rains, floods, fires, disease outbreak or any other disaster which may arise, which is beyond the control of the homeowners. In such mandatory evacuations, we will refund any unused portion of rent from a guest currently registered at time of such disaster.
Page 3 Checkout and Cleanup/Damage Policy Please note that checkout time is at 12:00 noon on the designated date of checkout. Unless prior written arrangements are made, a fee of $25 per hour will be assessed on late checkouts. Before you leave, we want to remind you that, per your rental agreement, we have a self- cleaning policy, so kindly refer to the list below. Your $200 reservation deposit automatically converts to a cleaning/damage deposit upon arrival ($100 cleaning/$100 damage). Failure to leave home as described below may result in forfeiting your $100 cleaning deposit. Additionally, any damage/loss to furnishings and fixtures may result in forfeiting your $100 damage deposit. You will be responsible for the replacement cost of damages exceeding $100. Please take all trash, including bathroom trash bags, out to the trash can. Please load all dishes into the dishwasher and run it on the normal cycle. Please clean all countertops and sinks. Please sweep all hard floor surfaces and vacuum carpet (broom and dustpan in pantry vacuum cleaner in upstairs hall closet). Please turn the heat down to 60º F in the winter, and please turn the A/C up to 80º F in the summer (both up and down stairs). Please place all used towels and wash cloths in bathtubs. Please leave all beds un- made and sheets on beds (we prefer to launder one room at a time). Lock all doors and place key in lockbox by back door. If you choose, we d also appreciate an entry in our guestbook. We love to hear from all our past guests. We hope you have a safe journey home and visit us again in the future. Allen and Rhonda Sanders www.autumnwoodretreat.com Home 903-769- 3999 Cell 903-539- 7761 Holly Lake Security - 903-769- 2164 Our address is 313 Autumn Wood Trail (Section 5, Lot 131)
Page 4 Autumn Wood Retreat Guest List Guests of Allen and Rhonda Sanders 313 Autumn Wood Trail (Section 5, Lot 131) Home: 903-769-3999 - Mobile: 903-539-7761 Required for All Vehicles Entering Holly Lake Ranch Holly Lake Ranch is a secure, gated community which requires all guests and vehicles to be registered. Upon arrival, please proceed to the Security Office located at the main entrance on the east side of FM 2869 to obtain a guest pass and gate token. Holly Lake Ranch Security s phone is 903-769-2164 Names of Guests:
Page 5 If you wish to use a credit card for this rental, please provide the following information Name on credit card: Credit card billing address: City State Zip Code Type of Credit Card: Master Card Visa Discover Credit Card Number Exp date CVV (Security)Code I hereby give permission to charge my credit card for the amounts above. I agree that all rental monies are non-refundable per cancellation policy above By Signing Below, I agree to all terms and conditions of this agreement. Sign Date
Page 6 Rental Agreement Checklist Booking Information Property Address Autumn Wood Retreat s guest phone: 903-613-3999 (local calls only) # of Guests Booked Guests Name(s) Check-In Time, Date & Day of Week Checkout Time, Date & Day of Week Payment Instructions Security Deposit Amount Total Bill Payment Due Date Payment Methods Accepted Address to Mail Checks Returned Check Fee Instructions for Paying by CC Cancellation Policy Credit Card Authorization Name on Card Billing Address Credit Card Number Type of Card Expiration Date Reiterate Cancellation/Refund Policy Signature with Date Rental Rules Smoking Policy Pet Policy Rental Restrictions (Age, Noise, etc.) Maximum Occupancy Minimum Stays Post-Stay Information Housekeeping Procedure Checkout Policy (Keys, Cleaning, etc.) Penalty for Late Checkout Deposit Refund Policy (incl. deadline) Other Written Exceptions Clause (if renter wishes to alter anything outlined in rental agreement) Inclement Weather Policy Use of/access to Community Amenities Homeowner or Property Manager Contact Info