This template terms and conditions for serviced accommodation; such as bed and breakfast, guest houses, self catering or hotels, are made freely available for your own reference while compiling or updating your own booking terms. Use this template as a guide to writing your own terms and conditions or booking terms by simply copying all the text below the dividing line to the bottom of the page. You can then edit, delete, remove any parts that don't apply to you. This booking terms template has been compiled from experience, UK Gov legislation, B&B terms and conditions, self catering terms of booking and hotel booking conditions. I've credited Holiday Cottages West Wales for their input and suggestions.
Coronavirus Accommodation Terms Template
I have updated this template to include a Coronavirus policy section where you can update any terms, guidance or restrictions required to stay in-line with the latest Government regulations for services accommodation, such as self catering, bed and breakfast, hotels etc. You will need to add any Covid-19 specific terms into this serviced accommodation template, that relate to your local area as well as the UK national guidance at that time. There is a line to enter the last updated date, which will be handy to keep guests in the know about when your terms and conditions was last updated, and any new regulations that the UK Government may have introduced. While this might require updating often, it's safe to say the Coronavirus Pandemic has a tendancy to keep businesses changing the way they do things.
About This Free Serviced-Accommodation Template
Please use this accommodation terms template as a guide to create your own bed and breakfast terms or self catering terms and conditions document. You will need to edit specific areas to suit your own arrangements. I accept no responsibility for it's use or publishing on any website. You use / adapt this template at your own discretion, under your own liabilities and take full responsibility when used / published. For a professional terms and conditions document please seek professional legal advice.
Copy and adjust the terms template shown below:
Terms of Booking & Booking Deposit
By placing a booking with us (the property owner / his/her representative) you (the lead guest) and your booking party (guests) agree to the following terms and conditions as set-out. During your stay you agree to abide by the subsequent conditions as set-out. If you have any questions about booking with us, please contact us before making a booking.
Coronavirus Guidance & Restrictions
The following Coronavirus guidance and restrictions are in place at this accommodation, in accordance with the current national and local Government guidance. You can read more about current advice and guidance for accommodation providers on the Gov.uk website here. You can also read the latest on Coronavirus from the Government here.
Last updated: 01/10/20
- (Enter any Coronavirus related terms, restrictions or requirements in a list here.)
To place a booking with us the lead guest must be at least 16 years of age. The maximum number of staying guests per room is illustrated in the room occupancy details on the website. Where the person making the booking is different to the lead guest taking up the occupation, the person making the booking may be held responsible for cancellation, non-arrival and damages as set-out within. Only the lead guest and the named booking party are allowed to use the property and its facilities, any third party visitors are only allowed access at our express permission.
To secure any booking we require a deposit to be paid in advance, this deposit amount is = .
Deposit payments must be 'cleared funds' before a booking can be confirmed. Deposits are only refundable under the conditions set-out here within.
Payments can be made online / over the phone using debit / credit card as well as by digital bank transfer, cheque or cash deposit. Any charges raised against us by our banks for handling dishonoured cheque's, bank transfers or any other payments, must be reimbursed by the lead guest within seven (7) days of any request to do so.
All guests agree to respect the privacy and peace of all other staying guests, neighbours and the owners at all times. We reserve the right to cancel a booking with immediate effect if guests are not honouring this agreement or causing a disturbance / nuisance to other guests, neighbours or the owners.
Check-in & Check-out
Guests must check-in and check-out by the times stated below;
- Check-in by: 14:00pm and before 19:00pm on day of arrival
- Check-out by: 11:00am on day of departure
Cancellation, Returned Deposit & Non-Arrival Conditions
Guest who need to cancel a booking should contact us as soon as possible. Deposits already paid are only returned in accordance with the following conditions;
- Cancellation made 15 days or more in advance of arrival date = Full deposit refund
- Cancellation made 14 days or less of arrival date = 50% of deposit refund
- Cancellation made 48hrs or less of arrival date = No refund issued, full amount of booking due
Non-arrival guests, who are unable to attend or fail to attend for whatever reason forfeit their deposit paid and the full amount of the booking will be due. It is suggested that booking guests take out appropriate holiday / cancellation insurance where required.
In the rare event we need to cancel your booking with us, please be aware that we cannot be held liable for circumstances beyond our control and that our liability to you is limited to the refund of any payment already made.
WiFi Fair & Appropriate Usage Policy
Where WiFi Internet access is provided, guests accept to use this access to the Internet fairly and appropriately. We may monitor network performance and user usage in order to maintain a fair and high level of service to all our guests.
The Internet access provided is intended for general use such as access to the world wide web, email, messaging, social media, light video / music / media streaming. It is not intended or ideally suited for heavy media streaming, online gaming, extensive downloads / uploads. Access to illegal activity or use of our network for illegal activity is prohibited and will be reported to local authorities.
Damages & Lost Property
We reserve the right to charge the lead guest for any damages caused through the course of a booking by any member of the booking party. This includes breakages, spillages, stains, damage to furniture or fixtures and fittings. Any accidental damages should be reported as soon as possible in order to minimise damage and associated costs. Lost keys / fobs / access cards will incur a replacement charge per key / fob / card lost.
Any lost property, if discovered and found, left behind by guests during a stay will be held for a period of 1 month. While we will make our best efforts to reunite lost property with their owners we accept no responsibility in replacing lost items and encourage guests to ensure they have all their belonging before checking-out. We may offer to post lost items via recorded delivery at the cost of the property owner, otherwise collection can be arranged.
Smoking of any tobacco products including, but not limited to cigarettes, pipes, e-cigarettes, e-liquids, cigars, snuff or chewing tobacco, is only allowed in designated areas as sign posted throughout the accommodation grounds and is in accordance with the Health Act 2006.
Pets & Service Dogs
We do not accept pets throughout the accommodation, except for service dogs. / We accept well behaved dogs for the additional fee of £x per dog, to a maxiomum of 2 dogs. / We are a dog friendly accommodation and accept dogs to a maximum of 2 dogs.
Where on-site parking is provided guests accept that they park their vehicles at their own risk.
We have provided an accessibility and access statement here, which you can download and read.
Your Personal Details & Privacy
We are required to keep a register of guests over the age of 16 who stay with us, this includes full names and nationality, and/or passport numbers, place of issue, details of next destination if they are non-British, Irish or Commonwealth guests. This is in accordance with the (Immigration (Hotel records) Order 1972). These records are kept for a minimum of 12 months and in accordance with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation).
You accept that any entries you make to an on-site guest book, if available, will not contain personal information or details you would not want disclosed. Any entries containing personal details that may fall into the DPA and GDPR may be removed and destroyed.
Terms References & Further Information
You may find the following link useful to further understand our booking terms and conditions, including information about your personal data privacy and data protection.
- Health Act 2006
- Immigration (hotel records) Order 1972
- Overview of the GDPR - General Data Protection Regulation
- Data Protection Act 1998
- Privacy and Electronic Communications Regulations 2003
- The Guide to the PECR 2003
- Self Catering Terms & Conditions Template
Our Right To Cancellation
We reserve the right to cancel any booking without compensation, refund or reimbursement if the terms of these conditions are breached.
Template version 2.1 October 2020