Standard Terms & Conditions When Renting a Villa in Phuket, Koh Samui & Bali

When planning to rent a villa in Phuket, Koh Samui, or Bali, you need to read and agree to the terms and conditions set by the specific owner or its representative. Renting a villa in these islands or anywhere in the world are unlike renting a room at a hotel, and therefore, you must be well aware of the standard conditions a specific villa has, to make your stay smooth sailing.

Here are the important standard terms and conditions that you must know when renting a villa in Phuket, Koh Samui, or Bali:

1. Arrival & Departure Time / Registered Guests / Minimum Stay

Standard check-in time in most villas is at 3:00 pm and check-out time is at 12:00 pm unless stated otherwise. Any early arrivals or late departures are subject to the availability of the villa, and can also be arranged in advance with the owner. Extra charges may be imposed.

You must also be aware that only the specified number of guests during the time of the booking are allowed at the villa. Any additional guests will be charged for a fee if the villa can accommodate more guests. Otherwise, they are simply not allowed to stay.

Most villas require a minimum stay for guests, with the standard of 3 days for most of the year. There are mainly 3 different seasons when renting a villa. Peak seasons and holidays typically have higher rates due to the demand. Peak seasons like Christmas and New Year require a 7 to 10-day minimum stay, while other special holidays such as Easter and Chinese New Year have a minimum stay requirement of 5 days. These are strict rules but there can always be exceptions especially for last minute bookings.

2. Payment Requirements / Security Deposit

Payment requirements may vary from one villa to another but payments and security deposits are determined by the date of your booking. See examples as follow:

Bookings done more than 6 months prior to date of stay require at least 25% of the total rental amount, with the payment to be made within 5 days from booking.

Bookings done less than 6 months prior to date of stay require at least 50% of the total rental amount, with the payment to be made within 5 days from booking.

Full payments of reservations are required at least 45 days before arrival date, and no contract will be given until the receipt of funds. If guest fails to pay the amount specified within 5 days of booking, he or she loses the reservation.

A security deposit is also required for villa rentals, which has to be paid in full at least 10 days prior to the date of stay. This amount will be returned 48 hours after check-out.

Should the guest incur any damages or have outstanding balances, the amount will be deducted from this deposit.

3. Cancellation Policies

The guest must notify the owner by filing his/her cancellation in writing, but an email will also do. The cancellation will take effect the day the letter is received. Below is an example of cancellation and refund policies:

If booking is cancelled more than 180 days prior to date of stay = Guest forfeits 25% of the rental amount.

If booking is cancelled more between 46-180 days prior to date of stay = Guest forfeits 50% of the rental amount.

If booking is cancelled within 45 days prior to date of stay = Guest forfeits 100% of the rental amount.

Note: This policy varies from villa to villa. Some owners may or may not issue refunds at all. We strongly recommend for all guests to have an insurance. Read here for more details about insurance.

4. Conduct Behaviour / Social Responsibility

The villa owner reserves the right to ask the guests to leave the premises upon evidence of misconduct and bad behavior. In such instances, no refund will be given to the guest for the amount paid for the villa rental.

Illegal substances and activities are strictly prohibited, which includes the use of illicit drugs, prostitution, gambling, and possession of firearms and dangerous weapons.

Most villas are located in private neighborhoods, and guests are expected to behave in accordance to good proper conduct and behavior at all times within the premises. Smoking is prohibited in most villas unless otherwise permitted.

5. Food & Beverages

Food and beverages are not included in the rental. However, the staff or chef at the villa can do the grocery shopping on behalf of the guest (w/ 10-25% surcharge of the total costs of the purchased items). The guest may also opt to do the shopping themselves if they do not want to pay the surcharge. All villas include a Chef service serving breakfast, lunch, dinner, and snacks.

It is important to note that the terms and conditions for different villas may vary. It is therefore highly recommended that you take the time to read a villa’s policies before making your reservation.

Sylvain Roullier

Sylvain Roullier

Sylvain is the Managing Director at The Luxury Signature and oversees the bookings/reservations department. He often travels around Asia, mainly in the islands of Phuket, Koh Samui, and Bali, inspecting luxury villas, connecting with villa owners, partners, and guests.
Sylvain Roullier

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