Packet part 2 - Krainin Real Estate

KRAININ REAL ESTATE
2016 TERMS OF AGREEMENT for VACATION RENTALS
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TIME FRAME & RATES
• In consideration of the efforts of Krainin Real Estate, Inc. (Agency), to rent the weeks Property Owners make
available, Owners agree that Agency will be their Exclusive (only) rental agent for the referenced property through
December 31, 2016. Submission of a Data Update with Available weeks will constitute acceptance of the terms herein.
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• Owners agree to make a minimum of 2 Peak weeks available to Agency for rental (4 weeks for new listings).
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• Commission Rates: !
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! Listings postmarked or emailed on or before 9/30/2015...!
! from 10/1/2015 - 10/15//2015...! !
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! from 10/16/2015 - 11/15/2015...! !
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! from 11/16/15 on...!
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• Owners agree that rates advertised or otherwise offered by Owners will be exactly the same as the rates that Agency is
authorized to advertise.
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• Owners agree not to rent directly to any previous Agency-acquired renters.
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• No commission is due to Agency for Owners’ private rentals, except if renters were previously acquired through Agency.
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• At Owners’ request, Agency will process Owners’ private rentals for a commission of 15%. ‘Private rentals’ means rentals
acquired independently by Owners (not through Agency or Owners’ participation in Agency’s advertising/marketing plan,
including the ‘Aggregator Marketing Program’). The lower commission rate is in recognition of reduced contact time required
on Agency’s part with regard to the rental, so for an owner-referral to qualify for the 15% commission rate, the Owner must
have engaged prospect in conversation at least once, collected their contact information, and answered all their questions about
the property.
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• HomeAway: HomeAway’s pricing structure has changed. We now receive a 25% discount, no matter how many
listings or what percentage of our listings we advertise. Their current regular rate is $399.00; they offer us $299.25.
Their rates are revised at the turn of the year, so we do not know now (Sept. 2015) what our rate will be in 2016. If
Owners wish their property to be advertised on HomeAway for the upcoming season, they agree to opt-in and pay
50% (currently $149.62) of whatever rate HomeAway is charging Krainin for a Basic listing at the time of sign-up.
Krainin will deduct the HomeAway subscription fee from Owners’ final payout at the end of the season (regardless of
whether any bookings have been obtained through HomeAway – most opted-in owners receive at least 1 booking).
If you do not want your property on HomeAway, please opt out in writing by September 30, 2015. If you
were on HomeAway for 2015 rentals, your property will continue to be advertised until your subscription expires.
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• Owners agree to the advertising of their property by Agency on various other aggregator websites at Agency’s
expense. HomeAway might also advertise Krainin listings on some of their other sites at no additional charge,
notably VRBO.com and VacationRentals.com, but that is at their discretion and is not guaranteed.
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• During Peak Season, Agency fee for giving out keys to Owners’ family and Owners’ private renters will be $30 with
min. 24-hr notice, and $60 if no notice, to be billed to Owners. $30 additional charge if keys are not returned by stated
date. Keys for Owners themselves and trades people will continue to be handed out (with authorization) at no charge.
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• Owners agree to notify Agency immediately if they decide to put the property on the sales market, whether with
Krainin R
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regarding listing properties for sale and for rental at the same time.
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• If the property is not listed for sale, but Owners are willing to sell to a renter or other buyer who has been
produced by Agency, Krainin Real Estate will be the agency of record, at a commission rate to be negotiated at the time.
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AGENCY SERVICES & FORMS
• Rental Listing consists of receipt by Agency of 2016 Listing Form, with updated Owner Information and Property
Data, completed and signed or submitted electronically; 4 sets of tested keys (if not already in Agency’s possession);
Federal form W-9 for new listings or changes in previous listings’ disbursement.
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• Agency’s service includes: Photographs and data entry for individual brochures and website; extensive Agency
marketing, primarily on the internet; placing renters; collecting rents, security deposits and taxes; checking renters
in and out – with accompanying instructions; overseeing their stay; and disbursing proceeds with full accounting
and I.R.S. form #1099 at year-end. Proceeds will be paid at the beginning of the month for all rentals completed
within the previous month. Owners agree that Agency may use photos of their property in generic marketing efforts.
3.! NON-DISCRIMINATION
! • Owners and Agency agree that the property is to be offered to any person without regard to race, color, religion,
! national origin, gender, sexual orientation, age, familial status or disability.
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RESERVATIONS
• A time slot will be considered Reserved (“Matched”) when Renter agrees to send a deposit and a rental agent notes the
match in Agency’s reservation system. Time slots will be considered Booked on receipt of deposit (50% of the rent) by
Agency. A receipt will be mailed to Renter, with a Confirmation to Owners. Agency’s commission shall be considered
earned when deposit is received. Agency will email or mail Reservation Update reports to Owners from time to time,
and specifically when a Match is made or cancelled, or renters are not responding to Agency’s communications.
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• RECOGNIZING THAT AGENCY MAY HAVE RESERVATIONS IN PROGRESS, OWNERS AGREE TO
CHECK WITH RENTAL STAFF BEFORE COMMITTING THEIR PROPERTY FOR USE BY THEMSELVES,
THEIR FAMILY OR THEIR PRIVATE RENTERS. IN THE EVENT OF A CONFLICT, AGENCY’S RENTER
WILL HAVE PRIORITY. Owners take full responsibility for any and all consequences if, ignoring this provision,
they pre-empt any rental already reserved by Agency. Owners hereby agree to pay Agency’s commission for the
rental(s) they pre-empted, plus any related expenses of re-accommodating the renters and any legal expenses that may
result, including Agency’s consultations with its attorney regarding Agency’s and Owners’ potential exposure.
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• If renters cancel their reservation, Agency will notify Owners and attempt to re-rent the time, unless Owners wish to
use the time themselves. Any amount of time used by Owners or re-rented will be refunded to the cancelling renter,
pro-rata, less Agency service charge of 20% of the deposit. If time period is not re-rented, all funds received from
renter will be paid to Owners, less Agency’s commission.
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• Agency will attempt to contact renters if payment is not received when due, and will notify Owners if/when renters
cannot be reached, but Agency cannot guarantee receipt of funds. If renters pay their initial deposit but cannot be
reached prior to arrival and do not show up on their appointed arrival date, Agency shall pay the deposit to Owners
less Agency’s commission. Agency will not be liable to Owners for the balance of the rent.
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• If a booked party doesn’t respond to Agency’s communications, Owners should not assume they can therefore plan
to use the property themselves. Agency accepts payment of the balance in cash or by bank check or money order at
time of arrival. If renters have paid their deposit but are subsequently unreachable by Agency regarding payment of
the !balance due, that doesn’t necessarily mean they are no longer planning to come. They may be out of contact (e.g.,
traveling abroad), but still planning to come and planning to bring the payment balance in acceptable form.
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• Last-minute rentals (within 1 week prior to arrival) are booked on an ad hoc basis. Agency accepts PayPal for last
minute rentals, but not all renters have PayPal accounts and it may take several days for them to set one up, assuming
they are agreeable to doing so. Agency therefore accepts payment for last-minute rentals in cash form at arrival. However, renters may change their minds about the rental but fail to notify the Agency, and just not show up.
Agency is not liable to Owners for the rent of last-minute no-shows.
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PROPERTY CONDITION
• Owners are responsible for making sure that the property complies with all applicable laws, including life safety
codes. Owners further agree to maintain the property in safe and clean condition, adequately furnished and in good
repair; to inspect the property as necessary to make sure it is in good repair; and to advise Agency promptly of any
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changes in furnishings or amenities. Owners agree to indemnify, defend and hold Agency harmless against any and all
claims (including reasonable attorneys’ fees) arising from the condition of the property (including but not limited to
noncompliance with laws, maintenance deficiencies, or any other deficiencies in amenities, appliances, structures,
grounds or waterfront, including decks, docks, floats, etc.
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• Owners are responsible for the continued availability of all equipment and amenities advertised, and hereby authorize
Agency to purchase missing items, and to repair or replace damaged or lost equipment with items of equivalent value, at
Owners’ expense. Owners further authorize Agency to relocate renters and/or to refund or abate the rent, at Agency’s sole
discretion, in case of problems affecting safety (e.g., absent or broken railings), health (mold, unpotable water, etc.),
cleanliness, problems with essential services (water, heat, electrical service, refrigeration, sewage disposal,etc.),
inaccuracies of property information provided !by Owners, or unavailability of promised amenities for whatever reason.
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SMOKE & CARBON MONOXIDE DETECTORS
• Owners agree to comply with State of Maine laws requiring smoke detectors and carbon monoxide detectors in all
rental units, and agree to install detectors according to requirements, or to authorize Agency to do so and agree to pay
the cost of materials and labor.
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CLEANING
• Spring Cleanings: Property will be thoroughly Spring Cleaned at Owners’ expense before the beginning of the
vacation rental season. Spring Cleaning consists of a deep cleaning of the entire interior and immediate exterior of
the property. Cleaning may be done either by Agency, by Owners, or by Owners’ cleaner. A list of tasks and
Agency’s rate will be provided with the Spring Mailing.
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• Between-Rental Cleanings: Property will be cleaned before each Krainin rental, at Owners’ expense. Cleaning may
be done either by Agency, by Owner or by Owners’ private cleaner, following Agency’s Between-Rental checklist.
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• Between-rental cleanings are not substitutes for Spring Cleaning. Krainin cleaners arriving for the first
Between-rental Cleaning and finding that Spring Cleaning was not done will perform as many of the tasks as
possible, given the time available, and Owner agrees to pay the cost differential.
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• If additional Spring or Between-Rental cleaning are required at any time, Agency will attempt to reach Owners or
Local Manager, per Owner’s instructions. If Owners cannot be reached, the additional cleaning may be conducted by
Agency at its discretion, and charged to Owners or renters as circumstances require.
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• Cleaning by Krainin cleaners is available before Owners’ private rentals, friends and family, at the same rate as for
Krainin rentals, with advance notice.
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• Deadline for ordering a between-use cleaning is Noon Thursday. Orders after that time may be subject to an
additional charge.
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• Deadline for canceling a scheduled between-use cleaning is Noon Thursday. Cancellations after that time may be subject
to a charge.
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• Due to cleaner scheduling and labor and transportation costs, if Cleaners arrive at a property to conduct a requested
cleaning and are turned away by Owners, Owners’ Renters, or Owners’ Family, for any reason, the charge will be
50% of the regular cleaning rate.
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• Check-in time is now 3 pm. Owners using Krainin cleaning agree to instruct their renters and family
members not to remain at the property beyond 10 am, or arrive before 3 pm on those Saturdays when Krainin
cleaning is scheduled.
8.! TRASH REMOVAL
! • Owners agree to maintain at least one suitable outdoor trash barrel for each two people the property accommodates, plus one
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• Trash !cans shall have secure lids (animal-proof) and be conspicuously marked with property ID code, Owners’ name,
cottage address or other identifier, in case renters leave them in an unexpected location or take them to the Krainin office.
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• Trash will be removed from the property promptly after each weekly rental, or weekly during multiple-week rentals, by a
trash hauler or by the Owners or Owners’ Cleaner. “Promptly” means by 5 pm Saturday.
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• Krainin’s dumpster at the Raymond office is no longer available for trash brought from rental properties.
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• Owners should not instruct their Krainin renters or private renters to use Krainin’s dumpster.
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• If trash removal is required but does not take place, Agency will attempt to reach Owners or Local Manager, per
Owner’s instructions. If Owners cannot be reached, the trash removal may be conducted by Agency at its discretion, and
charged to Owners or renters as circumstances require.
GRILLS, HEATING FUEL & PROPANE
• Owners agree to provide either a charcoal grill or a gas grill, in good operating condition. Good operating condition
means the grill is stable, clean, rust free in the cooking area, and burners are capable of producing sufficient even
heat to grill with. Hibachis or fire pits with grates are not sufficient substitutes. Owners will provide appropriate fuel
for heat, and propane for gas grills for the season. Two full propane tanks will be provided at the beginning of the
season and Agency is authorized to replace as necessary or reimburse Renters for one tank each week, and to deduct
the cost from Owners’ proceeds. A quality gas gauge is recommended for economy and for renters’ convenience.
Owners should label tanks that they own and do not want swapped, and should also attach a note to remind renters to
always shut off the tank valve when not in use.
10.! WATER SUPPLY
! • If the household water supply is from a private well and represented as drinkable, Owners agree to conduct a safety test before
! the first rental of each season, allowing enough time (3 weeks minimum) for remediation if it should be necessary, and to
! provide Agency with a copy of the test report. If Owners have not provided Agency with a Satisfactory test by three (3) weeks
! before the first Booked rental week, Agency is hereby authorized to conduct a test at Owners’ expense, and to retest after
! unsatisfactory results and after remediation, as may be required. If household supply cannot be made potable before the
! first rental is due to begin, Owners hereby authorize Agency to install a bottled water cooler (e.g., Poland Spring) and/or make
! water delivery arrangements, at Owners’ expense, or to cancel the rentals and relocate renters, at Agency’s sole discretion.
11.! TELEPHONE SERVICE
! • Telephones are no longer required for listing; however, telephone service is a life safety issue, and Agency
! highly recommends having some kind of phone service at the property. A wired land line that is independent of
! the !home’s electrical service is the safest, but even cable phone is better than nothing. Cable phone can be purchased
! with a “bundle” (combination of cable, internet and telephone), in which case renters will be advised that the house
! phone won’t work when the power is out.
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The reason for this recommendation (vs no phone or only a cell phone) is that renters must be able to contact the Fire
Department, Rescue, or Agency in an emergency, and vice versa. Leaving a cell phone at the property that may or
may not be findable or charged, or expecting renters to rely on their own cell phones, especially in the many areas of
the Lake Region where service is variable or nonexistent, is not sufficient. Emergency 911 calls made from renters’
cell phones will not necessarily provide responders with the location of the caller. Further, renters may not be
able to give responders the correct property address from their cell phone in the tumult of an emergency. The 911
address of the property should be prominently posted on or near the phone. Agency will provide Emergency Contact
cards for this purpose.
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• If a telephone line is advertised as a working amenity and property is offered for vacation use year-round, telephone
service will be active year-round. Otherwise, account will be activated at least three (3) weeks before the first Booked
week, with a phone number assigned by the service provider and reported to Agency by Owner.
• If a telephone line is advertised as a working amenity Agency in its sole discretion may relocate renters if telephone
service cannot be made available in a timely manner.
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• Phone should have Screen Billing with Third Party Block or other blocking service for long-distance calls within the
US and internationally, or unlimited, ‘free’ long distance if available. Agency does not take responsibility for long
distance charges incurred by renters.
12.! PROPERTY READINESS & OWNER ACCESSIBILITY
! • Owners agree to review Agency’s checklist regarding the property’s readiness for rental prior to the first rental, to
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• Owners agree to provide Agency with their cell phone numbers and to keep Agency apprised of their whereabouts
throughout the season, and particularly at the beginning of the season. Note: This is essential, especially for owners
of new listings.
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• Recognizing that last-minute Agency bookings can occur at any time, Owners agree to check with Agency before
leaving home if they decide to use the property themselves for any time period that they have indicated is available
for Agency to rent (see ¶4 Reservations), even if they have not heard from Agency that it is rented.
13.! PROPERTY MANAGEMENT
! For every week that is rented by Agency, Owners agree to provide a Local Manager who will take responsibility for
! solving problems at the property. On receiving a complaint or advisement from a renter, Agency will contact Local
! Manager immediately, and from that point on, Manager will be responsible for resolving the problem. Manager will
! proactively notify Agency of progress in resolving the problem. Agency may also follow up with renter to determine
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• be local! – no more than an hour’s drive away
• have a reliable cell phone and voice mail, provided to Agency
• be available 24/7 for the entire period of time that renters are occupying the property
• have full authority to take action on Owner’s behalf, incur expenses and engage service providers
• address all problems promptly and follow up through completion
• address all problems with a positive, hospitality-industry attitude
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! • If Local Manager cannot be reached, or does not take action within a reasonable time (by Agency’s
determination), Owners hereby authorize Agency to take any steps it deems appropriate, including retaining outside
services, such as plumber, electrician, or septic pumping, and agree to hold Agency harmless from any liability which
may arise therefrom, and to pay Agency’s Incident Fee of a minimum of $50, plus labor at $50/hour, in 15-minute
increments, plus expenses. Mileage is included in the hourly rate.
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• Property Management (“Local Manager”) service is also available from the Agency, at $295 for the season. ! The fee
covers weeks #21 - 42 (May 21 through October 22, 2016) and includes not just the weeks that Krainin renters are in
residence, but also weeks when Owners’ family, friends and private renters are at the property.
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• Time, phone and mileage for calling or visiting the property for the purpose of evaluating problems are included in
Agency’s Property Management service. However, time spent on repairs at the property and time spent making
purchases are not included, and will be charged at $50/hour, in 15-minute increments, plus expenses. Mileage is
included in the hourly rate. Whenever Agency engages outside services (e.g., plumber, septic pumping), their bill will
be paid by Agency and charged to Owners’ account. No Agency override is added to outside trade service charges.
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• All charges will be deducted from rental proceeds. Agency agrees to consult with Owners before spending more than
$150 on any single issue, except in an emergency. Owners agree to reimburse Agency promptly for any amounts that
exceed rental proceeds. In opting for Agency management, Owners hereby authorize Agency to take any steps it deems
appropriate, and agree to hold Agency harmless from any liability which may arise from conducting this service.
• If Owners choose Agency to be Local Manager, Agency will be on call 24/7, and respond directly to renter issues
and to cleaners’ or Owners’ requests for repairs, and arrange for all in-season repairs and small purchases.
14.! INSURANCE
! • Owners agree to maintain sufficient liability insurance for their own and Agency’s protection ($500,000 per
! occurrence is recommended), and to indemnify, save, protect, and hold Agency harmless from any and all
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expenses, claims, damages, fees (including reasonable attorneys’ fees) or costs arising from any cause
whatsoever as a result of Agency’s attempts to rent or the actual renting of the property. Owners’ insurance
shall cover any boats included with the rental. Owners hereby confirm that insurance is in place and agree to
provide Agency with a copy of the declaration page on request.
15.! BEHAVIOR & BELONGINGS
! • Agency does not guarantee that renters or their guests will conduct themselves in accordance with the terms of the
! rental agreement they sign. Owners understand that Agency is providing rental services for a fee and is not responsible
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• Agency is not responsible for damage or disappearance of any of Owners’ furnishings or personal items at the property.
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• Owners should not leave items of high value, personal or dangerous items such as tools, firearms, medicines, motorized or
specialty watercraft, firewood, fireworks, liquor, or anything not intended for use by renters in any area of the property that is
accessible by renters, their children or pets.
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• Agency strongly discourages Owners providing linens to renters because of the frequent confusion about whom they belong to,
time constraints in getting them washed, etc. If Owners wish to provide linens, Owners agree to either rent Agency linens for
pickup and return to the office, or have their cleaner or local manager handle them entirely. Agency will not be responsible for
Owner’s linens either left at the property or mistakenly brought to the office by Owner’s cleaners, Krainin cleaners or renters.
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• Sufficient empty closets, cupboards and bureau drawers should be made available to renters for their belongings, and
Owners should store their personal items in a locked closet or room.
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• If any areas of the premises that include essential services, such as the electrical panel, are locked, Owners agree to provide a
key, to be kept in a lockbox on the premises, and to give Agency the access code in case of maintenance problems.
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• Owners understand that renters are entitled to private, peaceful occupancy of the premises, and should not be
intruded upon by near or distant observation (whether in person or by electronic means), or unexpected visits of
Owners, neighbors, tradespeople, etc. If Owners wish to visit the property to retrieve personal items, or have any
kind of work done there, except in emergencies, Owners agree to contact Agency at least 24 hours in advance, so
Agency can obtain permission of the renters.
16.! SECURITY DEPOSITS & CHECKING FOR DAMAGE
! • Absent a call from Owners or their designee to hold the security deposit, renters’ security deposits are returned
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• The purpose of security deposits is to cover the cost of unusual breakage, substantial (several hours) extra
cleaning, or flagrant violation of house rules (over-occupancy, bringing unauthorized pets, etc.) Owners should expect
wear and tear, minor loss, and occasional accidental breakage for which they will not be reimbursed, and which could
be up to a couple of hundred dollars when it happens. The rental rates for the property should reflect this awareness.
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• Agency does not check properties after rentals, or on any regular basis. Even if Agency cleans the property,
Agency’s team members may vary each week, and cleaners are not familiar with the furnishings, or which damages
might have been pre-existing, so they might only notice and report obvious problems. If Owners want the property checked,
but cannot do it themselves, they must arrange for someone to check it. The Checker should be very familiar with the
property to begin with, and must have inspected the property before renters have moved in, and inspection must take place
before another renter moves in. Owners should provide their Checker with a checklist of items and areas to inspect each
time. It is a good idea to take a video of the entire property prior to the rental season, particularly of any furnishings or areas
for which the Owners have concerns.
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• You do not have to have a checker if you’re willing to accept the wear and tear as the season proceeds, but if you
have one, the checking must be consistent. If the property is not checked before the next renters arrive, Agency
cannot withhold a deposit. Agency will not conduct investigations or interrogations of previous renters on behalf of
Owners in unclear situations resulting from failure to have the property checked.
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• The initial instruction to hold a security deposit must be made by phone to 207-655-5189 (or 800-883-5253 if a
toll free number is needed), within 48 hours of renters’ departure. Saturdays are hectic. Please ask for the Rental
Department and get the name of the person you file your report with. Reports may also be made by email to
[email protected] within 48 hours of renters’ departure.
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• Security deposits are covered by Maine landlord-tenant laws. Agency is required to notify renters in writing within 30
days following departure as to why their deposit is being withheld, and what the repair or replacement costs are, or
Owners are liable for double the amount of the security deposit if contested in court. Proof of the damage is required.
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• Agency will not process a claim for common damage (pet hair, stains on rugs, minor breakage, extra cleaning
needed, excessive trash, etc.) without photos. Therefore, cleaners and checkers must be equipped with a digital camera or
phone capable of taking and emailing photos, and told that they MUST take photos of the damage or issue claimed. Photos
must be !taken IMMEDIATELY, WHEN THE DAMAGE IS FIRST DISCOVERED, AND BEFORE IT IS REMEDIED, and
must clearly show the issue or damage, both close-up and from a short distance. Photos should be forwarded to
[email protected].
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• In the case of serious or multiple damages, on request of the Owner or Owner’s Cleaner/Checker, Agency staff will visit the
property on a Saturday or the next most convenient day (but before the next renters move in) to inspect the damage. Photos
should be taken by Owner/Cleaner/Checker, and staff will take additional photos when they arrive. No cleaning may be done
in the damaged area until Agency staff has seen and documented it.
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• Owners should tell their cleaners to expect the property to be left in a range of conditions by renters, and not to overreact if
some cleanings take longer than others. Owners may wish to pay their cleaners on a per-cleaning basis, rather than by the hour,
to emphasize this point.
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• Cleaners and Checkers should be told never to engage renters in discussions about the renters’ cleaning or damage as they
depart, but to document any issues carefully and promptly relay the details to Owners and/or Agency.
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• In addition to proof of damage, Owners must provide proof of the cost to cure, in the form of receipts, estimates,
and/or tallies of time spent on cleaning or repairs. Agency requires this documentation WITHIN 14 DAYS
following renters’ departure, to allow time for processing and communications within the 30 days maximum
prescribed by law. If a timely claim has been made, with proof, but charges/estimates are not submitted within 14
days, and Agency has received no communication from Owners regarding progress on assessing the charges, the
security deposit will be returned to the renter.
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• It is essential that proof of damage and who caused it are indisputable and not a matter of hearsay or assumptions based on
circumstantial evidence, because renters who feel wrongfully accused may not acquiesce quietly, but take the issue to court,
especially if the claim is for a significant amount, or the Owner is seeking reimbursement over and above the amount of the
security deposit. “Court” does not have to be Small Claims Court. The claimant can hire a lawyer and go to District Court,
in which case, of course, the costs will be higher. If the renter wins in either court, the renter is entitled to having his/her
attorney costs paid. Also, if the judge decides in favor of the renters, the results will show up as a judgment against the
Owners on their personal credit report. On the day of the hearing, the parties in Small Claims Court are asked (told) by the
judge to meet with a mediator on the spot. If the Owners or the renters decline to mediate and the judge then hears the case
and the Owners lose, or even if the parties agree to mediate and a compromise is reached, the results will show up as a
judgment against the Owners, as they are usually the defendants in the case. A judgment appearing on your credit report
can mean reduced credit lines, outright loss of some credit cards, and other financially-related complications.
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• IMPORTANT: Owners should also be aware that mentioning damage to renters, even casually, will in and of itself cause
them not only to dispute it, but be quite likely never to return to the cottage again, no matter how the issue eventually gets
resolved. Therefore, before bringing up an issue of minor damage done by otherwise acceptable, possibly repeat renters,
Owners !should consider whether they really intend to drive those renters away.
XXX
Please see addendum, below, regarding Renting and Selling your property simultaneously.
-7-
ADDENDUM: RENTING & OFFERING A PROPERTY FOR SALE AT THE SAME TIME
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1. Krainin Real Estate offers both Sales and Rental services, and is pleased to work with Owners in both modes
simultaneously. In our experience, this can be handled successfully if everyone’s expectations are managed and
communications are clear and consistent. Naturally, it is easier if Krainin is providing both services, but if the
property is already listed for sale with another agency, or Owners wish to list with another agency, Krainin can work
with them if they are cooperative and communicative.
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2. A rental booking is a legal contract, and Owners are legally obligated to complete any bookings made by renters who
were not aware that the property was on the market or was going to be. If Owners put the property on the market after
bookings are made, even if the closing will take place before any rentals are scheduled to begin, the rental agreements are
still legal contracts, and the new owner/buyer has to honor them or face legal consequences from the individual irate renters.
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4. Because some renters may be reluctant to put themselves in the position of possibly having to relocate to a property
as-yet-undetermined, fewer renters may book the property. Timing plays a significant role. The later it gets in the
season, the less likely it is that a buyer will be found or the closing take place before the rentals occur. Owners
can also counteract renters’ concerns by guaranteeing rentals, or guaranteeing them after a particular date. A
checkbox for guaranteeing rentals is available on the Listing Data Entry form. Owners seeking clarification of
how guaranteeing rentals works should ask a Rental Agent.
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5. If Owners list property for sale before any rental reservations are made, the following procedures are agreed to:
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a)! Owners (not the Listing Agent) will notify Krainin Rental Department immediately upon listing, and provide contact
information for the Listing Agent and a copy of the MLS brochure and any related marketing materials.
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b)! Owners hereby authorize Agency Rental Department to provide prospective buyers with a rental history upon
request of the Listing Agent, to include rates and data sheet, and to confirm the potential for future rental income.
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c)! Owners agree to instruct their Listing Agent to make sure that prospective buyers are notified that the property is
on the rental market, which weeks have been booked prior to the time it is shown to them, and whether the rentals booked thus
far must be honored (either because the owner has guaranteed the rentals or because the owner has listed the property after
booking some rentals) or can be cancelled. Prospective buyers must also be advised by the Listing Agent that any rentals
completed after the closing must be conducted in accordance with the Agency’s rental program, and that they will be expected
to sign a rental contract with Agency for the balance of the season.
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d) In order to effect a smooth transition in the event that a buyer wants to keep some or all of the rentals, Owners
agree to notify their Listing Agent at time of listing that they will need to include terms in the P&S that obligate the
buyer to comply with the rentals, establish who will pay the customary costs of setting up for rentals (spring cleaning,
grounds cleanup, lawn mowing, between rental cleanings, etc.), obligate the buyer to sign Agency’s rental contract
and conduct the rentals in accordance with Agency’s policies, and provide that Agency is an intended 3rd party
beneficiary of those terms. In the absence of such provisions being included in the P&S, Owners agree to pay all
customary costs of setting the property up and conducting the rentals.
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e) The Listing Agent will need to stay in touch with the Rental Department regarding progress of bookings, and/or Owners can
forward their Updates from the Rental Department to the Listing Agent.
3. Honoring rentals that have been booked may not be convenient or desirable for a prospective buyer; in fact, for
some buyers it could make enough difference that they could not or would not want to purchase the property.
Therefore, it is in the Owners’ best interest to avoid the problem altogether by listing the property for sale before any
rental reservations are made. Those reservations will have been made with the renters’ foreknowledge that the
property is on the market, and with their agreement that they may be moved and/or refunded if the property is sold.
-8-
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f) Before booking a reservation, the Rental Department will notify prospective renters that the property is on the
market, and that if they book the property, they will be expected to allow a reasonable number of showings during
their stay (Maine law requires 24 hours notice, but they can allow a showing on less notice if they wish) and that they
will need to choose between being relocated if a buyer does not want to honor their rental, or receiving a 100%
refund. If Owners are guaranteeing rentals, renters will be informed of this also.
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g)! All arrangements for showings during renter occupancy will be made only through the Krainin Rental
Department, and only the Rental Department will contact the renters. The Listing Agent will not enter the property or
otherwise inconvenience the renters, or allow any other agents to do so, or contact the renters in person or by phone
unless specifically authorized to do so by the Krainin Rental Department. Owners agree to install an easy-to-operate
answering machine or voice mail at the property for everyone’s convenience in making showing arrangements.
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h)! Owners agree to instruct their Listing Agent to notify Rental Department promptly when property goes Under
Contract and the projected closing date. Rental Department will then provide Listing Agent with a rental
schedule showing all rentals booked thus far, and listing paperwork for the buyer to accomplish the transition, if the
buyer wishes to keep any rentals. Listing Agent will promptly report back to the Rental Department whether or not,
or which of the rentals, the buyer wants to keep, in order to ensure that the Owners can timely comply with the terms
of their contracts with renters.
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i) As soon as the property goes under contract, the Rental Department will immediately contact whichever renters the buyer
does not want to keep, and start making preparations to move them, rather than waiting until inspections, financing, etc., are
completed. This is in consideration of the time limitations involved and the courtesy of the renters in having agreed to rent
an on-the-market property and allow showings of the property, to give them the best chance of finding a replacement rental.
Owners understand that if the contract subsequently falls through, it may not be possible to reclaim their rentals, and Agency is
not responsible for any loss of rents.
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j) Owners agree to pay Agency’s rental commission for any and all rentals that have to be moved or cancelled due to
a sale. However, if Krainin Real Estate is one of the agencies participating in the sale, the rental commission for
moved or cancelled rentals shall be waived.
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6. If Owners list their property for sale after any rentals are booked, the terms in paragraph 5 shall still apply,
except that paragraphs (f) and (i) will be replaced with the following alternatives with respect to those rentals
that were booked before the Rental Department was advised of the listing:
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a) All renters with reservations will be immediately notified in writing by the Rental Department that the property is
now on the market, and that their rental will be honored, but they may relocate if they wish, or receive a 100% refund.
Renters who booked before the property was listed do not have to allow showings during their stay. If they choose
not to allow showings, showings must be limited to changeover times (Saturdays from 10 am to 2 pm) and Owners
agree to so instruct their Listing Agent. If the renters do allow showings, 24 hour notice must be provided, though
they can waive it if they wish.
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b) Understanding that they are required to complete the rentals, if there are any rentals the buyer would prefer not to
complete, Owners may attempt to negotiate with renters, through the Agency Rental Department only. Owners agree to
negotiate in good faith with the buyer and with all renters affected who booked before the property was listed, to adjust
the closing date, or whatever else may be necessary to come to an arrangement that is fair and acceptable to all parties.
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7) Non-Notification of Listing Property for Sale
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a) Failure to notify Agency that the property is listed for sale will not affect the Owner’s responsibility to honor all rentals
previously booked. If/when Agency discovers that the property is on the market, Agency will notify booked (and future)
renters that the property is now on the market, but will not on Owners’ or Buyers’ behalf try to persuade them to relocate
or abandon their booking, or to accept showings during their rental time period. Owners agree to reimburse Agency for
all expenses incurred as a result of Owners’ failure to notify Agency that property is listed, and Agency will not waive
-9-
rev. 9.10.15
This is an 8-day, Saturday to Saturday Calendar
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Year 2016
New Year’s Day - Jan 1
Martin Luther King Day-Jan 18
Groundhog Day - Feb 2
Ash Wednesday - Feb 10
Valentine’s Day - Feb 14
President’s Day - Feb 15
Leap Year! - Feb 29
St. Patrick’s Day - March 17
Palm Sunday - March 20
Easter - March 27
Patriots Day - April 18
Passover - April 23
Cinco de Mayo - May 5
Mother’s Day - May 8
Armed Forces Day - May 21
Memorial Day - May 30
Flag Day - June 14
Father’s Day - June 19
Independence Day - July 4
Labor Day - Sept 5
Fryeburg Fair opens - Sept 25
Rosh Hashanah - Oct 3
Columbus Day - Oct 10
Yom Kippur - Oct 12
Halloween - Oct 31
Election Day - Nov 8
Veterans’ Day - Nov 11
Thanksgiving - Nov 24
Chanukah - Dec 25
Christmas Day - Dec 25
New Year’s Day - Jan 1
GUIDELINES FOR VACATION RENTAL OWNERS
For owners who are new to renting their property, as well as those who are “old hands,” we offer these rules and
suggestions for a happy hospitality experience for all.
GENERAL ATMOSPHERE: Just follow the Golden Rule: Present your cottage as you would like to find one for your
own vacation. Renters will take better care of an attractive, well-kept cottage than they will of one that looks as if the
owners themselves don’t care about it. Pretty curtains, plenty of lamps (no bare bulbs, but a few spare ones), clock, radio,
games for people to play on rainy days — all these make your cottage homey and appealing. Renters are just like
guests, except that they pay! Anticipate their needs and show that you care, and they will come back year after year.
FURNISHINGS & BEDDING: Furniture that is clean and comfortable welcomes your guests. If legs or rungs are
broken, upholstery torn, or springs sagging, please take care of them well before the rental season opens.
Bedboards may temporarily shore up a sagging situation, but replacing lumpy mattresses is a better solution and will
keep your tenants comfortable. Mattresses especially should be clean and fresh, with clean covers on each one.
The most effective mattress covers are the kind that have a layer of waterproof vinyl between two layers of fabric, but
they can be uncomfortably hot in summer. Pillows should also be up-to-date, with clean covers, and each bed should
have a blanket and a bedspread. All these should be in good repair. It’s a good idea to keep extra mattress pads,
pillow covers, shower curtains and liners on hand, so that soiled ones can be laundered and replaced later.
KITCHEN: There should be sufficient dishes (not chipped), bowls, glasses and cutlery to accommodate at least the
number of people allowed to occupy the cottage, plus a few for guests. A properly working toaster, drip coffeepot,
and tea kettle; clean potholders, trivets, barbecue tools, and a kitchen-size garbage container, with a good supply
of garbage bags. A standing barbecue is also expected by renters. It should be in good condition, and not rusty.
Charcoal grills are still offered, but a gas grill is better. Be sure to supply a full tank of gas, and also a backup tank
that is easy to find. There is no way to guess who will grill how many times each week, so if the gas runs out, we
usually ask renters to get a new tank, reimburse them and deduct it from your account.
REFRIGERATORS AND STOVES: Clean, of course, and with all features in proper working order: burners, broiler
and oven all functioning; freezer should freeze ice cream. If appliances are old, replace them. Parts are hard to
locate in a hurry in the summer, and it is a major inconvenience for renters to be without essential appliances for
several days in a one-week-long vacation. If we can’t get repairs done quickly, we will move renters to another
cottage or reimburse them part of their rent money, resulting in loss of income to you, so please check out your
appliances and have them working well before the season begins.
HEAT: Every cottage must have some form of heat. If you have a woodstove or fireplace, and you want to provide
wood and/or kindling, be sure to leave a note telling renters where it is, and if you have other wood that you don’t want
burned, please mention that in the note, too. You might also mention a nearby place to buy camp firewood, if you know
one. You will also need fireplace tools, hearth protector, and any necessary instructions for the fireplace or woodstove.
Electric, gas and oil heaters should also have the tools necessary to operate them, plus instructions. It is safer and
more considerate to leave pilot lights on, so that renters who may be unfamiliar with the mechanisms do not have to
tinker with them. We cannot assume responsibility for lighting gas furnaces. If you have a floor furnace, be sure to
leave a prominent sign telling tenants never to place furniture or rugs over the grill, and where to find the lighter wand.
WATER: If you have well water, or filtered lake water, or even if you customarily drink lake water unfiltered, and you
want to tell your renters that they can drink it too, then you must have the water tested annually. Test kits are
available from our office, or our maintenance staff can run the test for you if you wish. Frye Island water is tested
regularly throughout the season, so you do not need to have it tested yourself.
If your cottage draws water from the lake, please post a sign in a conspicuous place (by the sink, on the refrigerator,
etc.) telling renters that the tap water is not for drinking, and where they can obtain drinking water. Provide a few
large, clean, empty containers, and leave a filled, fresh one in the fridge. Or provide bottled water for them, in
individual bottles or a 5 gallon cooler.
-1 -
Copyright 2014 Krainin Real Estate, Inc.
TRASH: Arriving renters do not like to inherit past renters’ trash. All trash must be removed from the property on
Saturday, before the arrival of the incoming renters, or later in the day if necessary. Krainin cleaning crews travel 3 or 4
people to a vehicle with cleaning equipment; they have no room for trash. If you do your own cleaning, or hire someone
to do it, trash removal should be included in the job description. There are now trash pick-up services available in all
area towns. The hauler list is provided with the Spring Mailing to Owners, but please ask if you’d like it sooner.
It is essential that you have one large, clean, strong trash can for every two people of occupancy allowed. Cans
should have tight-fitting, raccoon-proof lids; bungee cords do help. It’s a good idea to put your name or the cottage
name on each can and each lid, so they can be returned if they “wander off”. If renters do not follow instructions, so
that the hauler is unable to complete the pick-up, when we are told about it (usually by the incoming renters), we call
the hauler to return, or send Krainin staff, and deduct the cost of the trip from the noncomplying renters’ security
deposit. Renters can also request a pick-up any day except Saturday, and pay for it themselves.
APPEARANCE: The exterior of the cottage is important — most renters base their choice on the appearance of the
cottage and lot. We often send prospective renters to drive by cottages. As early in the spring as possible, brush down the
outside walls, sweep and re-organize the porch, rake the beach and yard. At the same time, remove any dust coverings,
properly arrange the furniture, and leave the windowshades up and the curtains open, so they can see inside.
SPRING CLEANING: All cottages must be cleaned between rentals, but Saturday between-rental cleanings are
hurried, and not thorough. If these quick Saturday spruce-ups are to be sufficient, the entire cottage must be thoroughly
Spring Cleaned every year. This includes windows and floors, window frames and screens, eliminating all cobwebs,
cleaning out all cupboards and drawers and replacing shelf paper, washing all dishes, pots and pans, and generally
getting into every nook and cranny with a scrub brush. Spring cleaning must be done no earlier than 30 days before
the first rental, and if done that far ahead will probably require a touch-up the week before (flies and other bugs hatch
out in the spring heat and die on the window sills). Once your cottage is spring cleaned, don’t close it up tightly. Leave
a few windows open if possible; heat and humidity make mold and mildew.
CLEANING SUPPLIES: Renters will leave a cottage clean if they find it clean, and if they have the tools to clean it
with. Don’t skimp on cleaning supplies. Be sure to supply brooms, dustpan, mop, pail, cleansers of various types,
and a properly-working, sand-grabbing vacuum cleaner, with plenty of bags. Keep clutter inside the cottage to a
minimum; open, accessible spaces are much easier to clean.
SAFETY & MAINTENANCE: Before the season starts, check all through the cottage for any safety hazards. Replace
any frayed or broken electical cords, tack down any curled-up linoleum or skittery scatter rugs. Outside, be sure that all
steps are strong and safe and have railings. Railings must be strong enough for an adult to lean against. Replace all
step and deck boards that feel spongy. If an accident occurs and a renter makes a claim against your insurance, things
will go much more smoothly with your insurance company if your steps, decks, railings, etc., comply with town code.
Docks should be properly installed, swings hung on strong rope. Any litter, especially broken glass, should be
removed. Paints and chemicals should be stored in a safe location, away from children’s reach. If you include a
rowboat or sailboat, provide real life preservers (not just cushions) for every seat, and include some child-sized ones.
The game warden will ticket anyone in a boat without proper life jackets. Extra oars and oarlocks are also helpful and
often needed — a standard item.
Place a recently serviced, easy-to-operate fire extinguisher in the kitchen and at least one other location, and install
smoke and carbon monoxide alarms to state requirements (see Resources page). Replace smoke alarm batteries
before each season starts. Be sure all windows open and close properly and have well-fitting screens. If the toilet
tank sweats in hot weather, install a foam liner, or, better yet, have the plumber install a mixing valve to run hot water
in during the summer months. Many an expensive repair call for a “leaking toilet seal” turns out to be just a sweating
tank, and the constant wetness is unpleasant for renters, causes mildew, and rots floors and woodwork. Have your
septic tank pumped regularly. Dehumidifiers are now essential in all properties offering basement accommodations,
to prevent mold. They need to be self-draining, as renters cannot be expected to empty them on a regular basis.
-2 -
DOCKS & MOORINGS: So many renters own boats or rent them nowadays, the lack of a dock or mooring can really
mean fewer rentals for you. Docks should be sound and straight, with no rotten boards. On larger lakes, or where fast
boats will make waves, it’s a good idea to have bumpers at the side. Moorings should be strong enough to hold at
least a 21’ boat (or stronger, on large lakes or where storms might make the water rough). Moorings should be clearly
marked as belonging to your cottage, with a good float and fittings to attach a boat properly. We can arrange qualified
mooring inspection service at your request. It is a good idea, because mooring chains deteriorate over time. You will
also be told how much weight it’s safe to advertise the mooring as able to hold. A dinghy or inflatable boat for getting
out to the mooring is also helpful; most renters don’t carry their own.
INSURANCE: Our Terms of Agreement require that you notify your insurance company that you are renting your
cottage, and arrange coverage appropriate and sufficient to protect both yourself and Krainin Real Estate. If you
include a boat with your rental, mention that fact specifically. We will be happy to provide your insurance agent with a
copy of the Rental Agreement that we have renters sign.
NEIGHBORS: We recommend that you notify your neighbors that you will be renting through our agency. This is a
courtesy to them, and also provides an extra measure of protection for your property. Be sure they understand that this
doesn’t mean you want them to spy on or interfere with your renters. Just encourage them to notify us immediately of
any disturbances, large parties, septic odor, etc. We will respond to problems at your cottage quickly and appropriately,
but to do that, we have to know about them! If your neighbors wait until the end of the season to complain to you when
you return to your cottage, that is not helpful for anyone. Pick up some KRE business cards or Neighbor Notes to give to
your neighbors the next time you are at the office.
COMMUNICATIONS: It’s very important that we be able to reach you at all times during the rental season
(even if you have Agency Management), so be sure to provide us with all email and phone numbers,
especially if you will be out of the country. In fact, if at all possible, and especially if you are a new rental
owner, DON’T EVEN GO OUT OF TOWN your first rental week of the season. That’s when most maintenance
and supply problems will be discovered, and we will probably need you to help us address them.
DAMAGE AND DEPOSITS: You should expect a certain amount of “no fault” wear and tear, and your rental rates
need to include a maintenance/contingency allowance. There is a system in place for handling damage deposits and
we have to follow it. We cannot hold deposits on cottages that are not checked between rentals. Krainin’s cleaners
are not checkers. If you discover damage at your cottage after renters leave, you or your checker needs to let us
know immediately. Don't wait until other renters or your family are occupying the property, because then we cannot
clearly identify the responsible party. We will need photographs (e.g., from your cell phone), and receipts for
replacements or estimates to repair, which you should start working on as soon as possible, as State law requires us
to notify renters in writing within 30 days of departure or be liable for double the security deposit. Please don't ask us
to withhold security deposits for minor damage — the inevitable protracted arguments and bad feelings are really not
worth anyone's time.
CONTINGENCY PLANNING: Be sure to leave your cottage prepared for power outages and other contingencies
resulting from hurricanes or mishaps. Clean containers for drinking water, candles and matches, flashlights at the
minimum. More helpful would be to have some kind of cookstove that doesn’t depend on electricity, lanterns and
possibly even a generator. And stay in touch with events in the region – if you hear that there has been a power
outage in this area, or have reason to suspect one, call us, or call your renters at the cottage and ask how they’re
doing. Find out what the conditions are at the cottage and if they need anything to tide them over until power is
restored. We do our best in such emergencies, but with so many cottages to cover, it is a great help if the owners
stay in touch with renters, and renters feel better about the situation, knowing that the owner cares about their
wellbeing.
AND FINALLY... RELAX! 95% of our rentals are problem-free!
Rev. 1.12.14
-3 -
COTTAGE INVENTORY CHECKLIST
It isn't necessary to have every single item on the list, but the well-stocked property will have most.
COOKING
Salt, Pepper, Sugars, Spices
Pot Holders
Juice Pitcher
Grater
Measuring Cups
Measuring Spoons
Colander/Strainers
Lobster Pot
Lobster Crackers & Picks
Butter Warmers
Spaghetti Pot
Spaghetti Fork
Steamer Pot
Cutting Boards
Granny Fork
Tongs
Toast Tongs
Pie Pans
Muffin Pan
Cake/Brownie Pans
Cookie Sheets
Cookie Scoops
Cooling Racks
Roasting Pan
9x13 Pyrex
Casseroles, various sizes
(Corningware goes everywhere)
Pizza Pan
Pizza Cutter
Ladles
Veggie Peelers
Paring Knives
Slicing/Carving Knives
Knife Sharpener
Egg Beater
Whisks
Spatulas/Turners
Ice Cube Trays
Mixing Bowls
Butter Dish
Several Fry Pan Sizes
Saute pan
Cooking grease container & note
Several Saucepans, some w/lids
Griddle
Teakettle
Kitchen trash receptacles
KITCHEN
Toaster
Blender
Can openers - electric & hand
Coffee Maker - 12 cup drip
type
Coffee Filters
Electric Kettle
Microwave
Microwave Cookware
Electric Mixer
Timer
Kitchen Clock
Electric Frypan
Food Processor
Popcorn Maker
Juicer - Electric/Hand
Ice Cream Maker
Cute fridge magnets
Paper Towel Holder
Napkin Holder
ENTERTAINMENT
Radio, CD, DVD, VCR
TV - Cable or Dish
Internet with WiFi
Pens & Pencils
Note Pads (scrids)
Board games
Puzzles
Books
CDʼs/Videoʼs – esp. for kids
DINING
Please provide service for
twice the homeʼs sleeping
capacity
Dinner plates
Salad/bread plates
Cups/Mugs
Large glasses
Small glasses
Cereal/Soup Bowls
Serving Bowls
Corn on the Cob servers
Platters
Sugar Bowl & Creamer
Steak Knives
Table Knives
Forks
Salad/Dessert Forks
Teaspoons
Table/Soup Spoons
Salt & Peppers
Large Salad Bowl & Tongs
Individual Salad Bowls
Serving Tongs, Forks &
Spoons
Trivets
Trays
Chip & Dip servers
BAR GEAR
Corkscrew
Bottle Opener
Cocktail shaker
Ice Bucket & Tongs
Shot Glasses
Cocktail Glasses
Wine Glasses
Beer Glasses
Coasters
Wine Chiller
SLEEPING/BATH
OUTDOORS
(Do not leave personal linens!)
Picnic table – clean & stable
2 Pillows each bed
Chairs and Lounges
Pillow covers & spares
Plastic/Oilcloth Tablecloths
Mattress pad each bed &
Tablecloth Clips/Weights
spares
Screen Food Covers
1-2 light blankets each bed
Napkin Holder
Bedspreads/coverlets per bed Iced Buffet Servers
Wastebasket each bedroom
Plastic glasses
Alarm Clock
Plastic Chip & Dip
Drawer Space
Outdoor Broom
Closet space
Clothesline & Pins
Plenty of Hangers
Outdoor Ashtrays or Containers
Reading Lamps
Citronella candles
Radio/TV
Tiki torches
Mirrors
Bug spray
Bathmats & Spares
Bug Zapper
Hair dryer
Shovel
Fans for each bedroom
Rake
Pooper-Scooper/shovel
Large (30 gal or larger) trash
SAFETY/UTILITY
barrels - 1 for each 2 people
Flashlights & Batteries
Garden Hose
Extra Batteries for Remotes
Screwdrivers, regular and Philips Watering Can for plantings
Hammer
Pliers
Electric Heater, if applicable
OUTDOOR GAMES
Furnace Lighting Wand, if
Badminton
applicable
Volley Ball
First Aid Kit
Bocce
Fire Extinguisher
Croquet
Extra Lightbulbs
Ring Toss
Candles & safe holders
Horseshoes
Matches & long matches
Frisbees
Fuses if applicable
Smoke Alarms
CO Alarms
WATERFRONT
Screens all windows
Oars/Paddles
Shades all windows, esp. west
Extra Oarlocks
facing
Life Jackets
Fireplace Tools
Cushions
Firewood Holder
Boat bumpers
Heat proof container for ashes
Mooring w/ball
from fireplace and grill
Beach toys
Flyswatters
Floaties
Ant Traps
CLEANING
Sponges & Cloths
Mop/Sponge Mop
Indoor Broom
Dust Pan
Bucket with Handle
Toilet Plunger - a serious one!
Kitchen Trash Bags & Ties
Outdoor Trash Bags
Toilet Brush & Holder
DIsh Soap
All Purpose Cleaner
Vacuum
Vacuum Bags
Bathroom Wastebaskets
Laundry Soap
Dryer sheets
Iron
Ironing Board
Extra shower curtain liners
INFO FOR RENTERS
Electrical panel location
Directions for TV, Internet
Directors for Heaters if fueled
Restaurant Menus
Area Brochures
Local Fauna
Emergency Contact
Krainin Contact Info
Neighbor Notes Contact Info
911 address on fridge
Label light switches
Note re fridge temp maintenance
Cable Customer Svce
Septic Pump alarm
instructions, if applicable
Well/pump info
Welcome letter
Guest book
Rev.5.15.14
Why do we need to have a phone at our rental property?
and why should it be a hard-wired land line and not just a cell phone...
or “911-only”, or a neighborʼs phone (even if we are the neighbors)?
1) Safety – For communication with the outside world during emergencies. What if there is a fire? What if someone gets hurt
and they need to call Rescue? Did you know that cell phones give their HOME location to 911, not where they are calling from
right now? Precious time could be lost while the first responder tries to figure out where the emergency is – and the renter may
not know exactly where your property is located, or remember and find their arrival packet in the heat of an emergency. With a
land line, the location of your property is immediately known to 911.
Cell phones can have poor voice quality and spotty reception, especially in our area of granite mountains and lakes. Parts of a
call can get dropped. A call-stable, clear-sounding land phone could literally mean the difference between life and death,
especially when someone is upset and trying to give clear information to responders. If you provide a 911-only cell phone, for
example, how will the renters call the other people they need to contact after they call 911? Such as their family, or Krainin
property management? And how will we be able to call them back?
2) Reliability – A land line phone is always available and located at the house, even when the power is out. What if the renter
and/or their phone fell in the lake? Or they forgot their phone charger at home, or the phone gets lost or broken during their
stay? Is your cottage in a dead zone? What if the cable tower gets hit by lightning? Might you or your neighbor go out for the
day or evening, and not be home when the renters’ emergency happens?
3) Maintenance & Repairs – To protect your property and their responsibility for it, renters must be able to report problems and
hear back from your Property Manager. They need to be told what to do until help can be arranged, who is coming to fix it, and
they need to communicate with whoever is following up to make sure it got fixed properly. This can take many phone calls back
and forth, which would be an imposition on your neighbor.
4) Privacy – Important for both emergency and non-emergency conversations. Yes, you could let them use your own house
phone, if you live next door – or your neighborʼs, if they are agreeable. But the renters may need to have private or confidential
conversations. How comfortable would you feel talking with your doctor or lawyer from a strangerʼs home phone? Or maybe
the renters don’t care about the privacy issue, but they need to make a lot of personal calls; it doesn’t take many before it begins
to feel like an imposition.
5) Internet Access – Everyone brings a laptop nowadays. If you donʼt have WiFi, their only access to the internet may be
through the phone line. If they have to bring their laptop and work while on vacation, they will not be able to rent your cottage.
6) Family Communications – Staying in general contact with their home base is important and desirable for renters, especially
if they donʼt own cell phones. They may have kids enrolled at a local summer camp while they are renting, or someone is sick at
home they want to stay in touch with. If your cottage has no phone, those issues may keep them from renting it.
7) Activities & Entertainment – Renters want to take advantage of the activities available in the Sebago Lake Region, it’s part
of the fun of staying in an unfamiliar area. That could include making restaurant reservations, checking on movie times,
sightseeing tour times, etc., or making arrangements for the next part of their trip. A lot can be done on smart phones, but a land
line phone is the most reliable way of getting uptodate information.
8) Property is on the Market – When an occupied property is on the market, it’s extremely important to have both a phone and
an answering machine. Buyers often want to see properties on short notice, especially in summer, and our rental department
needs to be able to reach your renters quickly and easily to arrange showings. The renters need to be able to call us back to
confirm that itʼs OK to show, or not. Also, the showing agent may call us to say they’re running late, and if there’s no phone, we
can’t let the renters know.
9) Competitive Advantage – Renters compare what amenities are being offered, and choose the one that meets the greatest
number of their needs for the price. Not having a phone automatically moves your property lower down their list of possibilities.
10) Old-Fashioned Courtesy & Consideration – Having a land line phone is an inexpensive way to show renters that you
manage your property thoughtfully, and that you care about their comfort and safety. Cell phone reception can be very spotty in
the lake region. Not having a land phone makes your renters more vulnerable exactly at the time when they need your support
the most – when there is an emergency underway.
In summary, we ask all rental owners to consider having a land line phone – the cost is not high when compared to the potential
loss of rental business and property, and the service can be put on Seasonal rate to save money when the cottage is closed up.
Please note: If you have Cable or Wifi, and phone service is bundled with it, we can live with that – but remember, there will be
no phone service when the power is out, which is when emergencies are more likely to happen.
Thank you for reading and considering the safety and comfort of your renters.
We sincerely appreciate your cooperation!
1/9/14