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Exclusive Rental Agreement

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Exclusive Rental Agreement

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Owner's Name:

Mailing Address:

City/State/Zip:

Home Phone:

Work Phone:

Email:

Email 2:

Week No.

Unit No.

Rental Year

Week No.

Unit No.

Rental Year

"Check here if any of the above contact information is new."

I am a U. S. citizen. U. S. Social Security Number (required):

I am NOT a U.S. citizen, but have a U.S. Tax Payer Identification Number. (Please include a complete and accurate IRS Form W-8BEN with the signed rental agreement.)

I am not a U.S. citizen, and do not meet the criteria to complete form W-8BEN (Please refer to item 12 of the terms and conditions on the reverse side of this agreement for information regarding Federal Income Tax withholding.)

Owner hereby authorizes and contracts with Orange Lake Country Club, Inc. ("Rental Agent") to rent Owner's unit(s) week(s) referenced above ("the Weeks") during the calendar year indicated above pursuant to the terms and conditions on the reverse side of this Exclusive Rental Agreement ("Agreement").

Date

Owner

"Rental Agent"

Orange Lake Country Club, Inc

Florida Corporation

Date

By

Authorized Agent

For Internal Use Only

MFB

LTR299

Accepted/Entered

RCI #

SPBK

CXL

8505 W. Irlo Bronson Memorial Highway - Kissimmee, Florida 34747-8201 - Tel (407) 239-0000 Fax (407) 239-5119

Terms and Conditions

1. The Rental Agreement will not be accepted by Rental Agent unless and until all operating assessments, reserve assessments, and taxes are paid and received by ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION, INC., ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION II, INC., OR ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION III, INC., as applicable, and all mortgage payments are current with ORANGE LAKE COUNTRY CLUB, INC.

2. Priority for placement of unit/week(s) on the rental program is determined by the order in which completed rental agreements are received and accepted by Rental Agent. Priority for rental of unit/week(s) is subject to the demand for particular unit size, type and location.

3. Owner hereby grants Rental Agent exclusive authority and power, as Owner's duly authorized agent to:

(a) Accept and/or cancel rental agreements and rental reservations for the Week(s); and

(b) Collect rents due or to become due from the rental of the Week(s) and give receipts therefore; and

(c) Terminate tenancies and sign and serve such notices in the name of the Owner, as Rental Agent deems appropriate.

4. Owner agrees to:

(a) Fully and timely perform all of Owner's obligations under the condominium and timeshare plan documents applicable to the Week(s) including, but not limited to, the timely payment of all operating assessments, reserve assessments, ad valorem taxes and other fees and costs; and

(b) Be liable and pay for any and all damages or theft resulting from transient occupancy by third parties, to the extent not covered by insurance.

5. This agreement is not assignable by Owner, and Owner shall not sell, rent or otherwise transfer any Week(s) subject to this agreement without first canceling this Agreement pursuant to Paragraph 13 below. In the event Owner fails to comply with this provision by selling, renting or otherwise transferring a Week subject to this Agreement without first providing written cancellation to Rental Agent, Owner shall be liable to Rental Agent for all damages suffered by Rental Agent, including, but not limited to, loss of commission and all expenses involved in satisfying any rental reservations which cannot be fulfilled as a result of Owner's breach.

6. Rental Agent has full authority to determine rental policies and procedures, including, but not limited to, the qualification and acceptability of renters, and reserves the right to reject, in its sole discretion, any rental request that does not comply with the rental policies and procedures promulgated by Rental Agent from time to time.

7. Owner hereby agrees that Rental Agent has full authority and authorization to accept advance deposits from renters and hold such deposits in an interest bearing account with all interest accruing to the Rental Agent.

8. Rental Agent does not guaranty any particular rental amount or rental occupancy. Rental Agent is authorized to rent the Week(s) for such rental amount and in such frequency as Rental Agent determines to be appropriate in Rental Agent's sole discretion.

9. Rental Agent shall not be responsible for the cancellation of reservations made for the Week(s) prior to or during the reservation or rental.

10. The Unit in which the Week(s) are located may be cleaned each day it is rented, depending on the specific rental transaction and term and frequency of rental transactions. The condominium association provides the first cleaning of the Unit at no additional cost to the Owner above applicable operating assessments. All additional cleanings shall be at Owner's expense.

11. Owner agrees to allow Rental Agent to deduct thirty-five percent (35%) of the 'Net Rental' as a commission and consideration for its services. Net Rental shall be defined as the total rent actually received and collected by the Rental Agent from a third party renter, less: (a) commissions due travel agents and/or tour operators, if any, and (b) state and local taxes. The Rental Agent shall remit the Net Rental proceeds to Owner less: (a) the cost of additional Unit cleaning services; (b) any credit card fees payable in connection with the transaction; (c) with respect to non-U.S. citizens, any Federal withholding tax; and (d) any and all sums due and payable from Owner to ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION, INC., ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION II, INC., OR ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION III, INC., as applicable, for operating assessments, reserve assessments and/or ad valorem taxes and/or ORANGE LAKE COUNTRY CLUB, INC., for mortgage payments. The Net Rental, less deductions set forth above, shall be forwarded to Owner within approximately forty-five (45) days following Rental Agents receipt of the same.

12. Net rental due to non-U.S. citizens will be subject to U.S. Federal Income tax withholding of 30% unless Owner submits to Rental Agent prior to disbursement of such monies an accurate, completed and signed IRS Form W-8BEN proving exemption from tax withholding. Rental Agent reserves the right to reject any IRS Form not completely and accurately completed.

13. Owner may cancel this Agreement at any time prior to Rental Agent's acceptance of a reservation or the actual rental of the Week(s), whereupon Owner's occupancy and third party exchange rights shall be restored within a reasonable time thereafter, subject to any and all restrictions and conditions with respect to such rights imposed by Owner's exchange company. If the Week(s) have not been rented, Owner has up to two weeks (14 days) prior to Owner's occupancy date for the Week(s) to cancel this Rental Agreement and place the Week(s) with Owner's exchange company for processing. Once Rental Agent accepts a reservation or rental, Owner shall not be entitled to cancel this Agreement. Cancellation of this Agreement must be in writing and shall not be effective until actually received by Rental Agent. Cancellation notices must be mailed to Orange Lake Country club, Inc., c/o Orange Lake Country Club, 8505 W. Irlo Bronson Memorial Hwy, Kissimmee, Florida 34747.

14. This Agreement shall be governed by and construed in accordance with Florida law, and venue shall be in Orange County, Florida.

15. It is understood and agreed that Rental Agent in performing its services described in this Agreement shall be considered at all times and in every manner an independent contractor with Owner. Nothing in this agreement, expressed or implied, is intended or shall be construed to create a joint venture, partnership or other business relationship between the parties other than the contractual terms contained in this Agreement.

RENTAL AGENT MAKES NO GUARANTEES OR PROMISES REGARDING ITS ABILITY TO RENT THE WEEK(S) OR THE AMOUNT OF ANY RENTAL MONIES WHICH MAY BE RECEIVED IN CONNECTION WITH ANY SUCH RENTAL

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What an Exclusive Rental Agreement Is and When it Applies

An Exclusive Rental Agreement is a written contract in which a property owner grants a single agent or manager the exclusive right to lease or place tenants in a specified property for a defined term. The agreement typically identifies the parties, property, term, rental amount, manager responsibilities, marketing and showing permissions, fee or commission structure, and termination conditions. It creates enforceable obligations between owner and agent and can allocate authority for screening, signing leases, collecting security deposits, and pursuing enforcement actions on behalf of the owner.

Why Use an Exclusive Rental Agreement

An exclusive agreement clarifies responsibilities, reduces duplicate marketing, and centralizes tenant screening and communications. It helps establish commissions, reporting expectations, timelines for occupancy, and remedies for breach while providing a single contact for tenant relations and property oversight.

Why Use an Exclusive Rental Agreement

Who Typically Completes an Exclusive Rental Agreement

Property owners, licensed real estate brokers, property managers, and leasing agents commonly prepare or sign exclusive rental agreements.

  • Individual owners managing a single property or small portfolio
  • Professional property managers or leasing brokers handling rentals
  • Real estate brokerages offering leasing and tenant placement services

Tenants seldom sign this agreement directly; they sign separate tenant leases prepared under the manager's or owner's authority once a tenant is identified.

Core Components Every Professional Exclusive Rental Agreement Needs

A complete agreement combines operational detail with legal protections so both owner and agent understand scope, limits, and compensation for leasing activity.

Parties

Full legal names and contact details for owner(s) and the agent or management company, including business entity names where applicable.

Property Description

Exact street address, unit number, parcel or legal description, and any included parking, storage, or common-area access rights.

Exclusive Term

Start and end dates for exclusivity, renewal options, and any notice periods required to terminate prior to expiration.

Agent Authority

Specific powers granted to the agent: advertise, show, screen tenants, sign leases, collect deposits, and coordinate repairs within stated limits.

Compensation

Fee or commission structure tied to lease execution or rent collected, payment timing, and handling of prorations or renewals.

Termination & Remedies

Grounds for termination, cure periods, post-termination duties, and indemnity or liability allocations between parties.

Required Information and Key Clauses to Include

Owner Identity: Legal name and mailing address
Agent Identity: Brokerage name and license info
Term Dates: Start and end dates
Fee Terms: Commission percentage or flat fee
Authority Limits: Spending and lease-signing caps
Property Details: Address and unit specifics

How to Complete the Exclusive Rental Agreement — Step by Step

Follow this sequence to create a clear, enforceable document that protects both owner and agent and streamlines tenant placement.

  • 01
    Identify parties: Enter owner and agent legal names and contacts
  • 02
    Describe property: Provide full address and unit details
  • 03
    Set exclusivity: Specify term dates and renewal rules
  • 04
    Confirm fees: State commission, payment timing, and incentives

How to Customize Online Workflow Fields and Permissions

Configure digital routing and field behavior to match your leasing process and signer roles before sending the agreement for signature.

Field Configuration
Signature Field Required for owner and agent
Initials Optional for each page
Date Field Auto-populate upon signing
Conditional Clauses Show only if checkbox selected

Digital Signing and Delivery Options

Choose a platform that supports role-based routing, audit trails, and the authentication level required for your transaction.

  • File Formats: PDF, DOCX supported
  • Integrations: CRM and storage platforms
  • Authentication: Email, SMS, or advanced options

Where to File, Send, and Store the Executed Agreement

Follow this routing sequence to ensure the agreement is recorded, distributed, and retained according to practice and legal needs.

  • Owner Copy: Deliver signed copy to owner or entity records
  • Agent Copy: Provide agent with final executed document
  • Tenant Lease: Agent prepares tenant lease under agreement terms
  • Record Retention: Store in secure document management system

Key Timelines and Deadlines to Track

Track dates that affect exclusivity, fee payment, renewal notices, and tenant placement to avoid disputes and missed obligations.

Agreement Effective Date:

Start determines when exclusivity and obligations begin

Exclusivity Expiration:

End date after which agent loses exclusive rights

Notice to Terminate:

Deadline for delivering written termination notice

Fee Payment Timing:

When commissions are due after lease execution

Record Retention Start:

Date retention clock begins (effective date or signing)

Typical Processing Stages from Listing to Lease

This sequential timeline highlights milestones from listing activation through tenant move-in and close-out procedures.

01

Listing Activation

Agent posts property to market and begins showings

02

Applicant Screening

Agent conducts background and credit checks

03

Lease Execution

Owner or agent signs the tenant lease; commission triggers

04

Move-In & Handover

Keys transferred and condition report completed

Common Mistakes When Preparing an Exclusive Rental Agreement

  • Failing to specify the exact start and end dates, which creates ambiguity about when exclusivity begins and ends.
  • Using imprecise fee language such as 'reasonable commission' instead of a clear percentage or flat fee and payment triggers.
  • Granting unlimited authority to the agent without spending or lease-signing limits, exposing owners to unexpected commitments.
  • Neglecting to include renewal or automatic extension language, which can cause inadvertent renewals or gaps in coverage.

Penalties and Legal Risks from an Incorrect Agreement

Contract Disputes: Litigation risk
Fee Disputes: Withheld commissions
Unauthorized Acts: Agent liability exposure
Tax Reporting Errors: Incorrect 1099 reporting
Invalid Authorization: Enforcement difficulty
Regulatory Fines: State licensing violations

Practical Tips for Accurate and Efficient Completion

Adopt consistent processes and document controls to reduce errors, support compliance, and speed tenant placement.

Use precise dates and definitions
Define terms such as 'rent', 'security deposit', and 'lease execution' clearly. Ambiguity drives disputes and slows enforcement; precise language avoids differing interpretations.
Limit agent authority
Cap discretionary spending and require owner approval for non-routine repairs or concessions. Explicit authority limits reduce financial exposure and clarify responsibility.
Document broker licensing
Include broker license numbers and business entity details. Accurate licensing information protects both parties and supports regulatory compliance in audits or disputes.
Standardize digital workflows
Use consistent templates, required fields, and audit trails for every exclusive agreement. Automation reduces omissions and preserves a complete signing history for legal admissibility.

Real-World Use Cases for an Exclusive Rental Agreement

Examples illustrate how owners and managers structure exclusivity to match portfolio size and risk tolerance.

Small Portfolio Owner

An owner with three single-family rentals appoints one local manager to handle showings and screening.

  • The manager gets exclusive placement rights for a six-month term.
  • This centralizes tenant vetting, ensures consistent rent collection procedures, and simplifies 1099 reporting at year-end.

Brokered Leasing for Apartments

A brokerage obtains exclusive rights to lease a 20-unit building for one year.

  • Commission paid on each lease within the term.
  • The broker coordinates marketing, tenant placement, and lease execution, providing owner reporting and reducing vacancy days.

eSignature Vendor Pricing and Feature Comparison

Comparison of starting prices and common feature criteria for document signing platforms; signNow is listed first as the initial column.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year No cap No cap No cap

Frequently Asked Questions About Exclusive Rental Agreements

Answers to common legal, signing, and process questions about drafting, executing, and managing exclusive rental agreements.


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