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Rental Policy

Thank you for considering Coast Realty LLC for your vacation needs.  Please review the rental policies below and contact us with any questions.

1. Your Lease Agreement

Under the North Carolina Vacation Rental Act, a short term lease agreement must be executed by all Guests. The lease agreement is found under the terms and conditions at check-out, and a fillable copy will be emailed to you after booking. The leaseholder must be at least 25 years of age and is required to occupy the home for the duration of the stay. Our homeowners authorize us to rent to family groups and approved non-family groups only. A family group is defined as one or more families consisting of immediate and extended family members that vacation together in one home. This means no sororities, fraternities, or young groups, with or without chaperoning. Non-family groups are only permitted with special consideration and approval from the homeowner, and may require a refundable cash security deposit which will be returned 45 days after departure. Coast Realty LLC operates under the North Carolina Vacation Rental Act and will commence an expedited eviction under this law if a home is rented under false pretense.

2. Payments

  • Initial Deposit
    If your arrival date is more than 31 days from booking, your initial deposit is due within three days of booking. Reservations made within thirty days of arrival must be paid in full on the day of booking. Negotiations cannot be made after the first payment is received. Reservations not paid within the required time period are subject to cancellation without notification.

  • Balance Payments
    The balance of rent, including sales tax, occupancy tax, and any additional optional fees, are due thirty days prior to your arrival. There will be no after-hours check-ins for reservations with outstanding balances.

  • Payment Methods
    VISA, MASTERCARD, and DISCOVER are accepted. If you prefer to mail a check, please notify our office and ensure payment is received by the due date. We cannot accept personal checks within thirty days of check-in. There will be a $35 service charge for returned checks, upon which payment must be overnighted in certified funds or reservation will be subject to automatic cancellation. Please note that even if you plan on using another payment method, we require a valid credit card on file for security purposes in order to hold your reservation. All payments must be made in U.S. funds.

  • Reservation Fee
    A reservation fee will be assessed on each reservation, due with your initial deposit, and cannot be waived or refunded.

  • Charges for Damage
    Cost for any intentional or malicious damage, damage caused by negligence, pet damage, trash removal, arranging furniture back to original position, or any unnecessary expenditures (including nuisance service calls) incurred during or resulting from the duration of this lease will be charged to the credit card provided upon reserving.

3. Cancellations and Transfers

All cancellations, including transfer requests, by Tenant must be in writing and the receipt of the request must be confirmed by Agent. If a cancellation request is not received and Tenant does not arrive during the rental period, the reservation will be considered to have been cancelled and not re-rented and all funds forfeited. If a reservation is cancelled and not re-rented for the cancelled period, all advance payments including applicable taxes and fees, except the Security Deposit, will be forfeited by Tenant. If Tenant rents multiple weeks and cancels any portion of their stay, Tenant remains responsible for the original time period reserved. If the property is re-rented for the full contract amount, all money prepaid will be refunded except the travel insurance premium, non-refundable reservation fee, charges for linens if order cannot be canceled, any third-party booking fees, and a $150.00 plus tax cancellation fee charged by Agent. If the property is re-rented for less than the contract amount, the refund will be further reduced by the difference between the contract amount and the amount actually received. Any refund will be processed within 30 days of becoming eligible for the refund. Transfer requests will not be allowed from one reservation to another if the request is not made at least 60 days before the scheduled arrival date. Transfers can only be arranged within the original property rented and not to other properties. All transfer requests are subject to Owner approval and will be subject to higher rental rates, if applicable. All transfers result in a nonrefundable $100.00 plus tax fee to Agent and must occur within the same calendar year as the original reservation.

4. Travel Interruption Insurance

Travel Interruption Insurance is offered for those who want financial coverage for their vacation in the case of an unexpected event, such as a death in the family, medical emergency, or a mandatory evacuation. Coast Realty LLC offers Travel Interruption Insurance through TravelGuard. After the 15 day free-look, Travel Interruption Insurance cannot be cancelled or refunded. Please keep in mind that per the North Carolina Vacation Rental Act, Agent is unable to offer refunds or relocations due to mandatory evacuations and/or damage caused by storms that would otherwise be covered by the Travel Interruption Insurance. For this reason, we strongly recommend that our guests purchase the Traveler Interruption Insurance.

5. Linens

All of our homes include pillows, comforters, and mattress pads on beds. Unless otherwise stated, Linen Packages may be rented for a fee.

6. Checking In and Out

Your vacation home is available for you to check-in beginning at 4 pm on your arrival date, but no later than 6 pm. If you plan on arriving before this time and would like early access to the home, please request Early Check-In. A limited number of Early Check-Ins are offered on a first come, first serve basis for a fee ranging from $200-$250. Early Check-In may not be available on all homes, and cannot be guaranteed due to unforeseen circumstances. In the event Early Check-In can not be accommodated, the fee will be refunded in full or in cases of delayed Early Check-In, prorated. We do not recommend grocery shopping until after you’ve checked in to your house. Do not go on the premises or park your cars at the home you are renting before 4 pm unless you purchased Early Check-in. This delays the cleaning, inspection and maintenance, and ultimately, your check-in.

Check-out is at 10am. Guests can arrange for Late Check-Out at noon for $100.00 plus tax. This is offered on a limited, first come, first serve basis. Late Check-Out must be arranged prior to your arrival and the fee is due with your balance payment or immediately if added after balance payment. After 10 am (noon for late check-out), the leaseholder and their guests may not re-enter the property or occupy the premises. The property should be left clean and in good order for the next guests.

7. Amenities

  • Pools/Hot Tubs: Private pools are open from mid-May to mid-October, unless otherwise noted on individual property descriptions. Pools and hot tubs are serviced on turnover day and will not be ready until 4 pm. A chemical check is done mid-week. Most community pools are open from Memorial Day to Labor Day. Some homes with pools can be heated for a fee, which will be listed on the property description. Absolutely no babies or toddlers in diapers should be allowed in the pool without proper swim diapers. We have heard that occasionally a mild ground current has been experienced in some pools in both Dare and Currituck Counties. This appears to be the result of the Earth's natural electrical current rather than a pool defect or household current. Locations of certain properties may be affected more than others and the currents tend to be intermittent. Please be advised that certain devices such as pacemakers and other similar devices may be affected. Children under 5, including babies and toddlers, should not be allowed in hot tubs and children under 12 should not be allowed in without supervision. Please follow all safety instructions.

  • Fireplaces: Available November 1st thru April 1st, unless otherwise noted. Propane is supplied for gas fireplaces. Wood for wood burning fireplaces is the responsibility of the renter.

Elevators: Children under the age of 14 are NOT allowed in the elevator without an accompanying adult. The elevator should ONLY be used by individuals who are unable to use the stairs and supervising adults. Do not tamper with elevator equipment. Failure to comply with this policy can lead to injury, death and/or financial liability to the leaseholder for elevator service calls. IN CASE OF FIRE, USE STAIRS. DO NOT USE ELEVATOR. Please follow all safety instructions posted. Elevator doors should remain closed at all times, except when entering or exiting.

  • Internet Access: All homes provide internet access for guests. Unless otherwise stated, the internet connection is wireless. If a wired connection is required, Guests should bring a network cable to connect laptop to modem. Tech support is only available from the local provider on their help line. No refunds will be made if service is unavailable or interrupted.

  • Grilling: Do not move the grill. Charcoal is the responsibility of the tenant. Gas Grill’s require propane and tenant will be reimbursed for propane bottle exchanges, provided the receipt is submitted to Coast Realty prior to departure. It is tenant’s responsibility to clean the grill after each use.
    Please be aware that amenity availability is subject to change due to damage, malfunction, or other unexpected issues that may arise. We will do everything we can to rectify the situation, however, this may not be possible under certain circumstances. No refunds or relocations will be offered due to unavailability or malfunction of amenities.

8. Furnishings and Home Inventory

Starter Kits, compliments of Coast Realty LLC, are provided in every property and include a roll of paper towels, a roll of toilet paper, dish detergent, laundry detergent, hand soap, and a trash can liner. Other than the items provided in the Starter Kit, no other paper products or detergents are provided. Sheets, pillowcases, and bath towels are not included but can be rented for a fee that varies depending on the size of the home. Furnishings and decor reflect the personality of owners. Specialty items vary. Do not rearrange furniture! If your group is renting more than one home, do not mix the furnishings. Most homes have an Owner’s Locked Closet. Tampering with locked closets will result in charges to credit card.

9. Cleaning

Your vacation rental home is cleaned for you before and after your arrival. Upon request, we can also clean daily, mid-week or between multiple weeks for a nominal fee. The cost varies per home and must be arranged with our office at least five days prior to check-in. The North Carolina Vacation Rental Act requires tenants to maintain dwelling unit such as “Keep that part of the property which he or she occupies and uses, as clean and safe as the condition of the property permits and cause no unsafe or unsanitary conditions in the common area and remainder of the property that he or she uses. Keep all plumbing fixtures in the property or used by the tenant as clean as their condition permits". Failure to leave the property in a habitable condition may result in a charge to your credit card. It is the tenant’s responsibility to clean grill and dispose of tenant’s trash, as well as any cigarette butts or dog waste, in a proper manner prior to check-out.

10. Damages

Each tenancy is covered by a SafelyStay Damage Policy, which covers up to $3,000 of unintentional, accidental damage. Cost for any intentional or malicious damage, damage caused by negligence, pet damage, trash removal, arranging furniture back to original position, or any unnecessary expenditures (including nuisance service calls) incurred during or resulting from the duration of this lease will be charged to the credit card provided upon reserving.

11. Pets

Properties that allow pets are designated as Pets Welcome. Unless the property is designated as Pet-Friendly, no animals are permitted on the property. Pets are limited to adult dogs only, with a $150 plus tax fee for each dog which is nonrefundable once paid. Permission to bring more than two dogs must be obtained from homeowner prior to arrival and will require an additional fee of $150 plus tax per dog. Tenant is required to clean up after pets, including surrounding property if necessary. Dogs are not permitted in pools and/or hot tubs. Pets in non-pet properties will result in immediate eviction, loss of rent, and a minimum charge of $500 for violation of this policy, as well as costs associated with any additional issues resulting from this violation. All pets staying in pet-friendly homes must be paid for and claimed on the lease agreement. Puppies, cats, and other animals are prohibited. Leash laws vary from town to town. Please keep in mind that even if a property isn't designated as pet-friendly, there is no guarantee that a pet has never entered the home. Service animals must be disclosed prior to arrival.

12. Non-Smoking Homes

Every effort is made to ensure the homes are smoke-free. Smoking in a non-smoking home is considered damage and is grounds for immediate eviction, as well as loss of rent. This is the responsibility of the leaseholder and will result in a minimum charge of $500 for non-compliance with this policy, as well as any costs associated with returning the home back to non-smoking status, such as carpet and upholstery cleaning.

13. Occupancy

Local law dictates occupancy limits. Occupancy limits are based on septic permits for each home. In most cases, this is determined as two per bedroom. Bedding is advertised as a point of reference only. Tents and other free-standing structures, including campers, RV’s, and motor homes, are not allowed on the property. Some communities do not allow parking of any vehicles on the street. Over-occupancy is a violation of your rental agreement and will cause an expedited eviction as allowed by the Vacation Rental Act of North Carolina.

14. Special Events

Some homes may allow specials events, such as weddings or family reunions. Approval must be obtained prior to making your reservation. A non-refundable special event fee will be assessed, which varies by property, and a $1,500 security deposit is required. Additional terms may apply.

15. Water Quality

Because many of the homes in Corolla and Duck rely on well water, the water quality varies in these areas. It is advisable to stock bottled water for drinking during your visit. While the water is perfectly safe for consumption, showering, etc., it’s probably not what you’re used to, even though most of these homes have water treatment systems. Please be advised that clothes washed in this water may become discolored. Agent has no control over the water quality and there will be no relocations or refunds in regards to this matter.

16. Maintenance

Every effort is made to keep all equipment in good working order. Contact our office within twenty four hours of your arrival to report any observed damage or problems to prevent tenant liability. Agent is not responsible for the working condition or malfunction of equipment such as TV, VCR, STEREO, A/C, etc. Agent has no control over service schedules of power, cable, phone or electric companies. Repairs are made as soon as possible. No refunds or relocations are guaranteed for malfunction of this equipment. Independent companies service pools and hot tubs weekly. Maintenance services required as a result of intentional misuse by guests will be charged to the leaseholder’s credit card. If it is found that a guest reports a problem and nothing is found by the vendor, the guest will be responsible for the trip charge. Please report maintenance issues during office hours. Only emergencies will be dealt with after hours. All other issues will be addressed the following morning.

17. Lockouts

All homes have keyless locks. In the event your code is not working, please text 252-564-8955 for assistance.

18. Mail/Calls

Please do not arrange mail delivery to the rental home. If you need to receive mail while on vacation, please send to YOUR NAME and RESERVATION NUMBER, c/o Coast Realty, 3324 S. Virginia Dare Trail, Nags Head, NC 27959. Someone will contact you when received and arrange pick up at our office. All long distance calls are to be charged to your home phone or credit card.

19. Items Left Behind

Please check your rental home carefully before you leave. Coast Realty is not responsible for items left behind. However, we will hold all found items for ten days (unclaimed items after this time period will be donated to charity). If you’ve left something behind, we will try to locate your lost items for you. They can be shipped to you via Fed X, UPS or DHL. Tenant is to pay shipping and $25 plus tax to Agent for handling, as well as arrange for pick-up.

20. Construction/Beach Nourishment

As our area continues to grow, we cannot predict or control new construction, demolition, or condemnation of surrounding structures. Periodically the Outer Banks undergoes Beach Nourishment. Beach Nourishment is a process by which sediment, usually sand, is lost through longshore drift or erosion is replaced from other sources. A wider beach can reduce storm damage to coastal structures and will help to create a wider beach area to protect and enhance our shoreline. The beaches will remain open during this time but access to certain areas will be restricted during the actual construction phase. There will be no relocations or refunds regarding these matters.

21. Publishing Errors

We have made every effort to assure all descriptions and information online are accurate; however, Coast Realty LLC is not liable for errors or changes made by owners in regards to furnishings, amenities, bedding arrangements, or rates.

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