House rules, inventory list and refundable security deposit in short-term rental

These issues are very important – before you start renting, you should prepare house rules for the stay and an inventory list, and decide whether to collect a refundable security deposit from customers. Guests should have easy access to this information. The house rules and inventory list can be posted on the website, sent by e-mail after the customer makes a booking, and placed in a visible spot in the apartment. If we decide to collect a security deposit, this information should be stated in the house rules, together with a detailed explanation of the terms of its collection, refund and any deductions. The customer should also be able to obtain this information before making a booking and for confirmation during the stay.

Apartment house rules

When renting out our own apartment for a few nights to people who are, in fact, strangers, we must set clear rules about which behaviors we accept and which we categorically do not. Guests should comply with them. If someone doesn't like the rules in place (e.g., no option to come with a 50 kg dog), then unfortunately they should look for another place. As the owner, you have the right to impose certain conditions. Contractual penalties can be set for failure to comply with the house rules.

Think about the following issues and describe them clearly, point by point, in the house rules:

• What will the check-in and check-out times be? Is late-night check-in possible? If so, on what terms?
• What is the maximum number of people who can stay in the apartment? Will there be a penalty for exceeding the limit?
• Do we allow smoking in the apartment? If not, do we provide for a penalty for breaking this rule?

EXAMPLE: Smoking cigarettes is strictly prohibited inside the apartment. Breaking this rule incurs a penalty of PLN 300. Smoking is, however, permitted on the balcony, where a closed ashtray is provided

• Do we allow children to stay in the apartment? If so, of any age, or do we want to specify an age range?
• Will guests be able to bring pets? If so, specify which animals are accepted, the rules for keeping them and the penalty for any damage to property.

EXAMPLE: Guests may bring one animal weighing up to 15 kilograms (hamsters, guinea pigs, rabbits, small dogs, cats). Rodents, however, must stay in cages – they may not be let out in the apartment. Dogs and cats may not be left alone in the apartment for more than 4 hours. Any damage caused by animals will be deducted from the refundable security deposit collected.

• Until when and on what terms can a booking be canceled? Do we collect an advance payment or a non-refundable deposit (zadatek)?
• Can loud parties be held in the apartment? If so, on what terms? If not, do we provide for a penalty for breaking the ban?
• Do you intend to collect a refundable security deposit? If so, what will the terms of its collection, return and any deductions be?

Inventory list

It is a good idea to make a list of all the furniture, appliances and other items in the apartment. This allows the owner to easily check the condition of the apartment's furnishings. It also makes things easier if anything is found to be missing. Every renter should be informed that they must report any missing items, as otherwise damage or misappropriation may be attributed to the wrong person.

Sample inventory list for a 48-square-meter two-room apartment with a separate kitchen and bathroom:

• Hallway: 1 large two-door wardrobe with a mirror, 1 shoe cabinet, 1 standing coat rack
• Living room: 2 large chests of drawers, 1 sofa bed, 2 armchairs, 1 coffee table, 1 square table, 4 chairs; 1 55’ TV, 1 radio; 1 wall clock, 3 paintings, 3 potted plants, 5 standing decorations; day-night roller blinds on the windows.
• Bedroom: 160×200 cm bed, 2 nightstands, 1 large built-in wardrobe; 3 potted plants, 3 paintings; 42’ TV; day-night roller blinds on the windows, curtains.
• Kitchen: 1 set of custom-made kitchen cabinets, 2 chairs; 1 refrigerator, 1 electric oven, 1 sink, 1 microwave, 1 drip coffee maker, kettle; 6 each of large plates, deep plates and small plates, coffee cups, glasses, wine glasses, cutlery; 2 frying pans, 3 pots; day-night roller blind on the window.
• Bathroom: 1 shower, 1 vanity sink, 1 toilet, 2 wall cabinets, mirror.

Refundable security deposit

Collecting a refundable security deposit is a contentious issue. Poles are not used to paying one for short-term rentals – so many people may abandon the offer if, on top of the fixed costs, they have to pay a few hundred zloty in security deposit. For the apartment owner, however, it is protection against damage to property. What decision should you make?

If you decide to collect a security deposit, it can't be too high, because it will scare off potential guests. A range of PLN 100-300 is entirely appropriate. Clear and transparent information about the security deposit should be presented to the customer when viewing the listing, in the house rules and when placing the booking. It is worth deciding to collect a security deposit when:

• the apartment will often be occupied by families with small children – tableware or knick-knacks may get broken, or the sofa may get dirty, or walls, the sofa or bedding may get scribbled on with markers;
• the apartment will accept pets – animals may get stressed in an unfamiliar place, and when left alone for a few hours they may chew, scratch, break or soil something;
• we allow parties to be held in the apartment (birthdays, bachelorette or bachelor parties) – unfortunately, alcohol can lead to various kinds of damage;
• the apartment is upscale and its furnishings were expensive.

The security deposit can be collected by bank transfer together with the payment for the stay and returned to the guest's account after the apartment has been inspected, or collected in cash at check-in and returned when the apartment is handed back. In the latter case, however, check-out should take place in the owner's presence so that they can verify any damage or losses.