General Guidelines
Please find enclosed our International Real Estate Network & Affiliates Program. We are excited and anxious to receive all the necessary information concerning your property and all pictures and descriptions on your valuable listings available for rent or for sale in your area or in your Agency Portfolio.
- We welcome comments and or questions to better our systems and methods of work. We in return need your follow through and make sure our clients are satisfied and referred back to us once their vacation rental is terminated.
- Published rates (especially on the Internet) should include our commission. You may want to offer a discount when dealing directly with a direct inquiry. This may also help "seal a deal" and we can present a unique price to the public. Unless you send us in writing we will assume you are giving us authorization to include your property(ies) on our web site. We will also assume that all images and information you are providing are free of any restrictions concerning duplication and insertion on our marketing tools.
- Rates should be guaranteed if our clients request another reservation directly with you or your local office the request should be
redirected to our office and or it should be commission able to our company.
- Peak and Holiday season availability early release when ever possible so we can continue to satisfy our client base. Our new web site offers the possibility to have an automatic calendar for your property(ies), simply contact us in order to receive administrative access.
- We understand it is more advantageous for you to book certain dates with your own resources but we hope you also look at
the bottom line and "reward" our productivity with priority on your calendar for peak season and so recognize and value our business.
- New visuals, brochures and or updated descriptions, rates, calendar of availability should be sent to us at as soon as possible. When ever possible, immediate availability should be given to us. Email with Microsoft word attachments are requested and or faxed in the US: (631) 725-5825
- Slides and or chromes of your best properties should be sent to us in order that we may continue to market your product through all of our editorial channels and travel writers in our regional and national publications.
- Let's discuss any exclusive properties you would like us to concentrate on (one property sometimes is enough) and we will be happy to share with you what our clients are looking for, our best rental formula, a brochure consultation, PR opportunities, editorial needs, etc. Last but not least, we trust you will make sure that all on your end is in perfect condition prior to our client's arrival, and that you will always represent yourself as the responsible independent local agent working with our company to insure a memorable stay.
As we move forward in the new century we look forward to sending you more business, strong and mutual growth for all of us who are working with the unique Vacation Villa experience and all that it offers.
Sincerely,
Alfredo Merat
Example of our General Terms and Conditions
A) Sales Commissions:
Co. broke agreement 50/50 or ______ of the commission paid by the seller.(If amounts indicated are not satisfactory please feel in.)
Listing fee 25% or____ of the commission paid by the seller. Referral fee 10% or____ of the paid commission paid by the seller
B) Rental Prices:
It should always include, maid service, utilities, linens, pool maintenance, grounds maintenance. (In some cases, taxes, heat and utilities could be calculated separately.) If you are offering a percentage of your commission please indicate____%.
C) Rental Commissions:
The commission markup included in the final published rental price needs to be up to 30% and no less than 15% of the rental fee.(In that respect you will be able to market the property with other Villa brokers, travel agents and maximize reservations, or when dealing with one of your clients directly offer discounts etc....)
D) Rental Payments to you:
Peak season: 50% of rental fee upon reservation . Off season or reservations more than 1 year prior to occupancy: 20% of rental price upon confirmation. Balance payments always 30 days prior arrival.
E) Cancellation :
Sliding scale. 90% of deposit when canceled up to 6 months prior arrival, 75% when canceled after 6 months and up to 60 days prior to arrival, 25% up to 2 months prior arrival, non refundable 30 days prior arrival.
F) Insurance's and liability:
Please address this question with your owner and local insurance agent concerning tenants, occupants, liability etc.
G) Damages and telephone charges:
We keep on escrow 20% of the rental fee or more depending on the accommodation, content, $1000 for telephone charges. Tenant is responsible for all damages incurred during occupancy if any.
H) Client /Costumer relationships
As we understand that the relationships which you/your company have with the owners of the listed properties are important to you, we agree not to have contact with the owners of such properties without your express permission, and will only arrange for the rental or purchase of said Property through your agency.
Overseas Connection arranges for the rental or sale by our clients of villas, chalets, and apartments. We develop positive and lasting relationships with our clients and those relationships are of great value to us and must be respected. Thus, it is agreed between us that no contact will be initiated by you or your company with our client Further it is agreed that any future inquiry, whether client initiated or not, regarding the rental or purchase of the initially booked property or any other property by said client or other individual referred by said client, will be referred back to Overseas Connection without exception.
In short, we will respect each other's client relationships.
I ) Brochures, catalogs and images usage
By sending your information we will assume you are giving us the right to publish this information on our web site and or to distribute this information to any of our prospects.
AGREEMENT BETWEEN OVERSEAS CONNECTION INC., hereafter referred to as "O.C."
& __________________________, [ ] OWNER [ ] AGENT HEREAFTER REFERRRED TO AS "AGENT/OWNER"
OF THE PROPERTY ______________________________, HEREAFTER REFERRED TO AS "THE PROPERTY".
O.C. is in the business of arranging for the rental by our clients of villas, chalets, and apartments. Currently, we are booking our clients into the property that you either own, or a property, which is listed with your company. We work very hard to develop positive and lasting relationships with our clients and those relationships are of great value to us. Therefore, we will book our clients into your property upon the following conditions:
- It will be Agent/Owner responsibility to insure via verification and conscientious checking that PRIOR to the client's arrival, the villa is in impeccable order. This includes but is not limited to, all appliances including air conditioning, telephones, kitchen, stereo, CD, VCR, and entertainment equipment, pool, Jacuzzi, spa equipment, indoor & outdoor lighting, tennis or other athletic courts, gardens, linens, staff, services such as garbage pick-up and grounds maintenance, and any other amenities that the villa property offers on the premises. If there is a problem with any of the condition of the villa, Agent/Owner will a) notify O.C. immediately b) oversee immediate rectification of the problem and restore said problem to swift working order c) prorate a refund to overseas connection (not directly to the client) for the days during which such a problem is present and not yet rectified.
- The cancellation/refund terms regarding monies paid for rental on the Property are the following unless alternate arrangement has been made between O.C. & Owner/Agent: within 60 days prior to occupancy, Owner/Agent is obligated to refund directly to O.C., 75% of deposit funds made to date, if made within 45 days prior to occupancy, Owner/Agent is obligated to refund TO O.C., 50% of deposit funds made to date, if made within 15 days prior to occupancy, Owner/Agent is obligated to refund TO O.C., 25% of deposit funds made to date, if cancellation is made later than 15 days prior to occupancy, Owner/Agent is obligated to refund 0% of deposit funds made to date, however no further funds are obligated to be paid under the contract than those paid by the date of cancellation.
- Agent/Owner shall have no contact or communication with any of our clients before, during, or after the term of any client's rental, except to do the following: (a) greet the client upon the client's arrival at the airport or rental premises, and/or escort them to the rental property and familiarize them with the premises. (b) Answer and otherwise address the problems, questions, and concerns client with respect to the state of repair or use of a rental property or, if applicable, to the staffing of a rental property, or the general area and services that need be provided regarding the resort area.
- Other than circumstances upon which we have specifically agreed, Agent/Owner will not have any discussion or furnish any written material to any of our clients regarding (a) the pricing of a rental property or any other financial matter relevant to such property including, but not limited to, matters involving security deposits, property damage, taxes, telephone or other charges, or regarding (b) any future rental, sale, or other arrangement involving the occupancy of a property by said client or other individual referred by client, whether such request for information be initiated by client or Agent/Owner. Instead, Agent/Owner will refer all client or client referred inquiries, booking, referrals, sales, regarding the Property, or any other property, to O.C. Such subject would include but not be limited to inquiry regarding future rental of this or another property, or purchase of this or another property by client or any individual referred by client.
- The term client as used in this letter shall be deemed to include all persons referred to you by Overseas Connection who rent or make inquiries concerning properties listed by Agent/Owner, as well as all other individuals who accompany or occupy the Property with such persons, or any individual referred to Agent/Owner by a client of O.C.
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