WP E-Signature by Approve Me - Sign Documents Using WordPress -

Vacation Rental Management Premium

PREMIUM VACATION RENTAL MANAGEMENT AGREEMENT

This Property Management Agreement (hereinafter “Agreement”) is made effective at time of execution by Owner (hereinafter “Effective Date”) between Pine State Property Management, LLC, a Maine limited liability company, D/B/A Professional Rental Operations™ (hereinafter “Manager”) and , (Hereinafter “Owner”). Owner means the owner, any holder of legal or equitable title to the property, their heirs, successors, assigns or agents.

This contract affects the property located at (hereinafter “Property”), for the term of 12 months after completion of design/furnishing and the availability of the Property for rent.

1.1 Manager is engaged in the business of management of rental properties, and Owner owns certain real property that is suitable for rental as a short term and/or vacation rental property.

1.2 Manager and Owner have agreed that Manager will provide certain short term rental services to Owner, all upon the terms and conditions set forth herein.

NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:

2. Summary

The following is a summary of the parties and property that is subject to this Agreement:

Owner:
Owner address:
Owner Telephone and Email:
Property address:
Property manager: Pine State Property Management, LLC D/B/A Professional Rental Operations™
Property manager address: 115 Main Street STE 3A Bangor, Maine 04401
Property manager Telephone and Email: 207-991-9800; info@prorentalops.com

2.1 Management Authority

A. Owner hereby employs and grants to Manager the exclusive right to act on behalf of Owner and provide services on owner’s behalf for the Property available to the public for rent to third parties (Hereinafter “Guests”). Manager is hereby authorized to take any or all of the following actions, when and to the extent Manager determines the same to be in Owner’s interest.

B. Manager may advertise the property, by means and methods that Manager determines are reasonably competitive including but not limited to creating and placing advertisements with interior and exterior photos and video of the Property and related information in any media, including the internet.

C. Manager may place signs on the Property in accordance with applicable laws, regulations, ordinances, restrictions, and homeowners’ associations.

D. Manager may hire, discharge, and supervise contractors to make any and all reasonable or necessary non-emergency repairs, maintenance, or alterations to the Property; provided that Manager shall not incur more than $300.00 for any single repair, maintenance, or alteration without Owner’s consent. Manager may hire contractors to make emergency repairs to the Property without regard to the expense limitations, if Manager determines that such repairs are necessary to protect the Property or the health or safety of a Guest. In the event of an emergency, Manager will make every attempt to contact the Owner. From time to time, Manager and Owner may enter into short-term separate agreements subsequent to the Effective Date regarding the cost of repairs or modifications to the Property to accommodate Guests.

E. Manager may use some of its own personal property to manage the reservations or operations of the Property. In such an event, all of such personal property will remain the property of Manager and will be removed at the end of the term of this Agreement.

F. Manager may provide cleaning, laundry services, make readies, inspections, and maintenance to the Property, as deemed necessary by Manager. Manager will charge the cost to Owner.

G. Manager may determine nightly and/or weekly rental amount based on Manager's sole discretion and understanding of the rental market. Owner authorizes Manager to set nightly and/or weekly rates for the term of this Agreement.

H Manager may charge Guests taxes, reservation fees, cancellation fees, pet fees, cleaning fees and other admin fees, as Manager determines to be appropriate and reasonable. Any such fees will be in addition to the base rental rate charged to the Guest and such fees shall be paid to Manager, without accounting to Owner, and shall not be deemed part of the Net Rent (as hereinafter defined in Section “2.13.c”). Owners should consider this notice that on occasion without accounting to Owner, Manger may receive incentives, reimbursements, referral fees, cash payments from business associates including, but not limited to, cable companies, internet service providers, contractors and vendors to refer or participate in joint business arrangements relating to repairs, inspections, improvements, maintenance, referrals or group marketing efforts.

I. Manager reserves the right to negotiate a refund with Guests in the event they are unhappy or dissatisfied with accommodations or if repairs cannot be completed in a reasonable and timely manner.

J. Manager may use services, including but not limtied to VRBO and AirBnB to advertise the Property and take bookings. Manager will deduct any fees charged by these services from rental receipts.

2.2 Guest Privacy

Owner shall not enter the property during a Guest stay, unless authorized by Manager. If Owner is entering surrounding a Guest stay, it is the responsibility of the Owner to contact Manager to verify Guest’s check in and check out times. Manager is not required to provide guest information such as, but not limited to, guest full name, phone number, email, residence location, payment information, etc.

2.3 Manager Duties

A. Manager shall maintain a separate accounting record of all receipts, expenditures, disbursements, and reservations regarding the Property. Manager shall prepare statements of all Rental Receipts received in each month, based on the reservations ending in that month (hereinafter “Monthly Statement”). Manager shall make an online statement available to Owner.

B. Necessary Repairs. Manager shall promptly notify Owner of any needs for any necessary replacement, repairs, improvements, or maintenance that is the responsibility of Owner.

C. Manager shall act as a liaison between Owner and any Guest who is unhappy, makes a claim, or has a dispute with Owner, and Manager shall assist in negotiating the resolution of any such claim or dispute, but shall in no way be responsible for the solution to any such claim or dispute.

2.4 Compensation Due to Manager

Manager shall be entitled to receive a commission in an amount equal to 20% of all collected “Net Rent” (hereinafter defined in paragraph “2.13.C” below) as compensation for Manager’s services provided pursuant to this Agreement (Hereinafter “Management Fee”). Manager shall deduct and retain Management Fee from the Net Rent collected from Guests. No Management Fee is due when the Property is occupied by Owner, Owner’s family or non-paying Guests affiliated with or identified by Owner (with limits as set out in paragraph "2.10" below). Owner and Owner’s Guests are subject to the same check-in, check-out times and procedures as Guests who rent the Property from Manager. In the event any occupant is identified by Owner as non-paying, Manager shall have no duties under this contract.

2.5 Owner’s Representations and Responsibilities

Owner represents and warrants to Manager that Owner holds right and interest to the Property and has full authority to enter into this Agreement, or, if there are any other owners of the Property, Owner represents that Owner has authority to enter into this Agreement on behalf of all other equitable or legal owners. This includes obtaining all necessary licenses or permits to operate legally. It is the responsibility of the Owner to provide a valid copy of all licenses or permits to Manager. This representation shall include Manager's right to use of all images both inside the house and on the grounds that Manager may use to advertise the property or for Manager's own advertisement. Owner is solely responsible to check all applicable local, state and federal laws and regulations regarding vacation or short term rentals and report same to Manager. Its Owner's sole responsibility to provide Manager with required tax withholding information to include, but not limited to hotel tax, vacation rental tax etc.

2.6 Owner agrees as follows

Owner shall immediately notify Manager of any plans to list the Property for sale and shall make no commitment that shall breach any agreement with any prospective or current Guest.
Owner shall provide a clean, safe, fit rental and its contents in working and habitable condition that is satisfactory for rentals at all times.
Owner shall notify Manager of any changes made to the Property. Any major changes requiring new photos, per Manager’s discretion to accurately display the Property for rent, the Owner shall be responsible for the photography expenses; these changes may include, but not limited to, paint color, new furniture, structural changes, landscaping, additional features, decor, etc.
Owner will promptly comply with any notices from Manager regarding any needs for replacement, repairs, improvements, and maintenance of the Property that are the responsibility of Owner.
Owner shall give advance notice of any maintenance, repair or replacement that will take place at the Property, in order to assure the Property will remain unoccupied for the duration of the repairs or to enable Manager to adjust the instructions for a Guest.
Owner shall furnish the Property with good quality, style, and utility, including appropriate furniture in each room to accommodate the number the Property will occupy and the appropriate amenities for the number of occupants (dishes, kitchen utensils, pillows, blankets, bedspreads and/or comforters). Manager has a standard set of materials and has the right to exercise aesthetic approval of the overall Property and all furnishings. Owner will be provided a "soft goods list" and a "basic goods list" required for all vacation rentals managed by Manager. Owner can provide these items or Manager can acquire for an additional fee, as outlined within the lists.
Owners shall not store any of Owner’s personal items at the Property that Owner does not wish for Guests to use. Any personal items at the Property are available for Guest use. Owner is allowed to have an "owner's closet" which shall consist of a small space, such as a closet, that can be locked that guests do not have access to. Owner's may store their personal belongings in this closet. Any such "owner's closet" shall meet criteria solely set and approved by Manager.
Owner shall give Guests complete occupancy of the Property once they have occupancy and shall be accorded peaceful and undisturbed possession of the Property for the duration of their rental period.
Owner shall provide Manager with copies of any and all documents and records relating to the maintenance of the Property, including any existing service contracts.
Owner agrees to pay any assessments, dues, and premiums on all policies of insurance required under this Agreement and all mortgages, real property taxes, maintenance fees, and other taxes levied and assessed against Property and Owner.
Owner agrees to establish and maintain all utilities and services to the Property to include electricity, heat, air conditioning (when applicable), water, sewer, septic/holding tank maintenance, high speed internet and Wi-Fi service and any other service Manager deems necessary for the Property.
Owner may not exceed personal occupancy of up to 14 nights per year without written consent from Manager. This includes any night that is unpaid or rented at lower than fair market price. Owner shall pay Management Fee, which percentage is agreed upon in this Agreement, on the fair market value rate, deemed by Manager, of any night(s) exceeding the allowed personal occupancy per year to Manager.
Owner agrees to honor any bookings made during the course of this Agreement and shall pay Management Fee for any booking made during the course of this Agreement, even after termination or cancellation of this Agreement.

2.7 Check-In and Check-Out

Manager shall establish check-in and check-out times for the Property, and initially, Manager shall set check-in at 4:00 pm and check-out at 10:00 am. Manager has the authority to change these times at any time without notice to Owner.

2.8 Cleaning, Linen, Maintenance & Bill Pay

Manager shall provide each Guest, at expense to Owner with cleaning and linen services, including (a) cleaning of the Property upon departure of each Guest, limited to ordinary housekeeping operations and excluding maintenance due to damages or wear and tear such as carpet cleaning, laundry of drapes, or the repair or replacement of property damaged or removed by a Guest; and (b) providing fresh linen service at the beginning of each occupancy under a reservation, which includes (but is not limited to) bed sheets, pillow cases, bath towels, wash cloths and kitchen towels. Manager will provide additional maid services and linen service as requested by Guests during their occupancy, or by Owner at the beginning or during Owner’s occupancy, for a special services fee to be agreed upon and paid by the party requesting the additional services. If a longer than average guest stay takes place of 8 or more nights, the Owner shall pay for a new set of guest supplies and refresh of linens, per Manager’s discretion.

Manager shall assist Owner, at expense to Owner, with routine and emergency Maintenance coordination as may be necessary.

Manager will pay any bills directed by Owner. Owner agrees that within 5 days of executing this agreement, they must contact all billing departments for the bills they wish to have Manager process, and update billing address to

Professional Rental Operations
Attn: Accounts Payable
115 Main Street
STE 3A
Bangor, ME 04401

Owner agrees that they are to remain the obligated guarantor, but the billing address will be changed. Owner further agrees that they will provide Owner a list of bills to be paid and will receive acknowledgement, within 5 days of executing this agreement. Manager is not responsible or liable in any manner for any late fees or other charges Owner incurs to any creditor caused by a late or insufficient payment made to any creditor by Manager, on behalf of Owner. Owner agrees that Manager will reimburse itself for any bills paid out of the proceeds from the property. If there is not sufficient funds to cover the cost of bills paid, Manager will send Owner a statement showing the remaining amount due and Owner will remit payment to Manager within 5 days of Manager sending such statement. Additionally, if opting into this service, Owner agrees that Manager will retain a "reserve" fund equal to $500 per property.

2.9 Rental Rates

The rental rates charged each Guest for occupancy under a reservation will be set by Manager based on rents received for comparable units available in the local vacation rental market. Rates may vary greatly due to weather, seasons, length of stay, availability, holidays, days of the week, number of occupants, etc.

2.10 Owner and Owner's Guests

Owner may reserve the Property for Owner’s use or guests of Owner; provided, Owner shall not request the cancellation or movement of already booked reservations. Owner agrees and acknowledges that Owner cannot occupy the Property during any time in which there is a booked reservation for the Property. Owner shall pay all cleaning fees at the same rate as all Guests. Owner must provide Manager with 30 day’s notice of any intended Owner or Owner's guest stays. Owner agrees that even with 30 day's notice, if there is already a reservation, Owner cannot override that, therefore, its in Owner's best interest to request their time with as much notice to Manager as possible. Owner agrees to not occupy the property during the course of this Agreement for more than 7 nights per year. If Owner reserves more than 7 nights per year, for either themselves or their guests, Manager will be compensated for each additional night over the 7 nights based on the fair market rent for said nights, as determined by Manager.

2.11 Expectations of Guests

Manager shall ask and expect Guests to take out trash, remove food they brought in, load and start dishwasher, turn off lights, lock and secure windows and doors, and adhere to any other provided instructions or rules, both written and verbal, provided before and during their stay, however, Manager is not responsible if Guests do not do as instructed.

2.12 No Rental by Owner

Owner shall not negotiate the rental rate or rent the Property to any third party without Manager’s prior written approval.

2.13 Rental Receipts

A. Manager shall collect all rent due from a Guest for a reservation for the Guest’s occupancy. Manager shall not be liable to Owner for rental proceeds which cannot be collected for any reason, including but not limited to NSF checks, credit card charge backs, and unpaid damages.

B. In the event a dispute arises with a Guest regarding the Property, on or after taking possession and for any reason, and if the dispute is resolved by Manager’s agreement to reduce the Rent, the rent shall be the amount collected in settlement of the dispute.

C. “Net Rent” shall consist of the rent amount collected from Guests on fully prepaid reservations for the Property, less taxes, cleaning fees, security deposits, credit card charges, travel or reservation agent fees incurred for reservations for the Property, or any other charges incurred by Guest for concierge or other services rendered by Manager. From the Net Rent received for each month, Manager shall deduct and retain its Management Fee; all remaining Net Rent received for such month shall be remitted to the Owner with the Monthly Statement, less any other amounts due to Manager or others as provided for in this Agreement.

D. Manager may refund a Guest’s rent and security deposit without reductions if a reasonable likelihood exists of a continuing dispute or litigation with the Guest arising for any reason, such as cancelled reservations, shortened stays, removal to other rental property.

E. In the event the collection of rent or an eviction of a Guest shall become necessary, Manager, may, at Manager’s discretion, at expense of Owner, incur administrative expenses associated with correspondence, billing notices and telephone calls. All other collection or eviction expenses are at the discretion of the Owner and shall be the Owner’s responsibility, including attorney fees. At direction of Owner, Manager may incur collection or eviction expenses, including attorney and court costs and fees, on behalf of Owner with Owner’s prior approval.

F. In the event a collection agency is employed by Manager to recover monies due from a Guest, Owner hereby authorizes payment to the agency of a collection fee based on a percentage of monies collected by the agency. Any collection fee paid will be deducted entirely from Owner’s share of the rent collected. Manager will not incur collection expenses on behalf of Owner without Owner’s prior approval.

G. Manager makes no representation to Owner about the amount of rental income Owner may anticipate receiving under this Agreement. However, the rental income from reservations under this Agreement will be derived solely from the rental of the Property, there being no pooling of income or expenses with other units.

2.14 Repairs to Property

Owner may maintain a home warranty contract for the repairs to the Property, providing all repairs are accomplished before the next Guest arrives. If Manager believes that the repair will impact the next Guest, Manager may arrange for the repairs to be performed or managed through a contractor at a reasonable rate. Owner shall advise Manager of any regularly scheduled maintenance for the Property (such as mowing, pool/spa maintenance, exterminating fees, etc.), and all costs for such regular maintenance will be paid directly by the Owner, unless otherwise agreed upon, in writing, by Manager and Owner, additional fees apply.

2.15 Damage to Property

In the rental process, Manager will communicate damage charges to each Guest within fourteen (14) business days after check-out by such Guest. Manager will charge for the cost of willful damages to the Property discovered and attributed to the Guest. Manager will provide receipts and/or invoices to Owner for any such damages and charges. In no case will Manager be liable to Owner for more than the amount collected from the Guest security deposit. Manager, nor Guest is responsible for normal wear and tear on Property.

2.16 Term and Termination

A. The term of this Agreement shall be that set forth in above in this Agreement. Unless either party provides written notice of termination to the other party at least 60 days before the expiration date, this Agreement will automatically renew for successive periods of 12 months each. Upon termination, Owner shall honor all future bookings, and Manager shall retain Manager’s commission and all reservation fees associated with future bookings. Owner is solely responsible for any booking cancellation fees, refunds etc.

B. Either party may terminate this Agreement upon the breach by the other party of a material term of this Agreement if the breaching party fails to cure such breach within fifteen (15) days after receiving written notice of the breach. All agreed upon fees (specified in this and other agreements) are due upon termination, and Owner shall reimburse Manager for all costs incurred by Manager relating to the Property.

C. In the event a Contract for Sale is entered into on the premises by the Owner and a third party during any term of this Agreement, Owner shall owe Manager a one-time termination fee equal to $2,000.00, plus actual costs incurred by Manager. Owner may opt out of the $2,000 termination fee if Owner enters into an exclusive listing agreement with an employee of Manager who is a licensed real estate agent.

D. Owner has the right to terminate this agreement with a 30 day written notice to Manager. Owner will pay an Early Termination Fee of $1,000.

E. Manager may terminate this contract at any time prior to the Property being advertised for rent on listing sites. Manager may also terminate this contract at any time after advertisement of the Property for rent with a 30 day notice.

2.17 Compliance with all federal state and local fair housing laws

Owner acknowledges that federal, state, and local laws and codes governing the Property that is the subject of this Agreement require Property to be shown and made available to all people without regard to race, color, religion, national origin, sex, disability of familial status. Also, additional protected classes (creed, status as a student, marital status, sex orientation or age). Owner shall make every effort to ensure no violation of federal, state, or local law arising out of fair housing laws occurs.

2.18 No Partnership or Joint Venture

Nothing contained herein shall be construed to create a partnership or joint venture between or among parties. It is the express intention of the parties that Manager shall be an independent contractor to Owner and that Owner shall have no right to control or direct the details of Manager’s business or activities.

2.19 Entire Agreement

As of the Effective Date, this Agreement constitutes the entire agreement between the Owner and Manager concerning the management of the Property and supersedes and replaces all prior agreements between Manager and Owner, if any, whether written or oral concerning the property. This Agreement shall be binding upon and shall endure to the benefit of the parties hereto and their respective successors and permitted assigns. Whenever in this Agreement a reference is made to any of the parties hereto, such reference shall be deemed to include a reference to the successors and permitted assigns of such parties.

2.20 Notice

Any notice required to be given to the owner or Manager shall be by certified mail, fax, or express mail to the following address:

Manager:

115 Main Street STE 3A_____________

Bangor, ME 04401 __________________

OWNER:

2.21 Attorney’s Fees

Manager is not authorized to practice law. Where legal assistance is needed for such matters, such as enforcing the collection of rent or eviction of a Guest, such actions will be through legal counsel. All expenses of such counsel will be the responsibility of Owner.

2.22 Prevailing Party Awarded attorney’s fees and costs

The prevailing party in any action on a dispute shall be entitled to seek and recover attorney’s fees and costs. This Agreement shall be governed by the laws of the State of Maine.

2.23 No Assignment

This Agreement shall not be assigned by Owner but may be assigned by Manager provided Manager gives written notice of such assignment to Owner.

2.24 Dispute Resolution Forum

The parties agree to first attempt to resolve any dispute arising out of this contract between Owner and Manager informally. If the parties are unable to resolve their differences, exclusive venue for suit will be a state district court in Penobscot County Maine. The laws of the State of Maine shall govern any dispute between the parties.

2.25 Attorney Fees

If any judicial remedy is necessary to enforce or interpret any provision of this Agreement, the prevailing party shall be entitled to reasonable attorney fees, costs, and other expenses, at trial and on appeal.

2.26 Limitation Of Manager Liability

Manager’s liability to Owner shall be limited to the amount actually paid by Owner to Manager under section 2.4 above, under the current term of this Agreement, and Owner shall not look to any other property or assets of Manager or to the property or assets of any of the Manager Parties (as hereinafter defined) in seeking either to enforce Manager’s obligations under this agreement or to satisfy a judgment for Manager’s failure to perform such obligations or for any claim whatsoever by Owner weather by error, omission or negligence of Manager. Neither the direct or indirect shareholders, partners or members comprising Manager nor the shareholders, partners, members, directors, managers or officers of any of the foregoing (the “Manager Parties”) shall be liable for the performance of Manager’s obligations under this Agreement. The terms of this Section 2.26 shall survive the expiration or termination of this Agreement.

2.27 Successors and Assigns

This Agreement shall inure to the benefit of and constitute a binding obligation upon Owner and Manager and their respective successors and assigns; provided, however, that neither party shall assign this Agreement or any of its duties hereunder, without the prior written consent of the other.

2.28 Homeowner's Insurance and Surcharge

A. At all times during this agreement while the property is under management, Owner must maintain in effect a public liability insurance policy (Home Owner’s insurance) that covers losses to the property. This will include an amount equal to the reasonable replacement cost of the property’s improvements and containing endorsements showing the insuring party is aware that the home will be leased to tenants. It is required that the Owner name Pine State Property Management, LLC D/B/A Professional Rental Operations™ as “Additionally Insured” on their Owner’s Insurance Policy.

B. This Agreement will also serve as Manager’s authorization to obtain and discuss any claim regarding the property with the Owner’s insurance.

C. All Owners incur a TWENTY FIVE DOLLAR ($25.00) per month Administration Surcharge to cover the cost of administrative fees associated with home Owner’s insurance policy compliance and tracking.

D. Owners may opt out of the above monthly Surcharge by providing Manager a letter or notice delivered via mail or email that indicates Pine State Property Management, LLC D/B/A Professional Rental Operations™ as “Additionally Insured” on their Owner’s Insurance Policy no later than 15 days from the execution date of this agreement.

This Agreement is made effective as of the Effective Date set forth above. By signing below I have read and agree to the terms contained herein.

March 1, 2026

Leave this empty:

Your legal name

Your email address

Please Confirm full name and signature.

Draw Signature
Type In Signature

Draw your signature with your mouse, tablet or smartphone Clear

I agree that I am and I agree this is a legal representation of my signature for all purposes just the same as a pen-and-paper signature

I agree that I am and I understand this is a legal representation of my signature

Adopt & Sign

Timestamp

Audit

September 25, 2024 6:31 am EST

Vacation Rental Management Premium Uploaded by Michael Conners - mconners@prorentalops.com IP 72.227.69.11