Short-term rental house rules explain how guests use the property, contact the operator, and return the unit. Give guests the completed rules before they accept the stay. Clear terms help both parties identify the agreed limits and resolve questions.
This guide includes an original English template for Malaysian owners and operators. It covers guest conduct and a property checklist. It does not replace the accommodation agreement or establish permission to operate.
Download the house rules and guest checklist
Download the editable Word template or download the printable PDF.
Both files contain two pages: house rules and an arrival, departure, and damage record. The downloads are free and require no email address.
- Replace every bracketed field in the Word file.
- Check the rules against the property's approved use and building requirements.
- Agree the guest terms before payment or acceptance of the stay.
- Give the guest a copy of the completed rules.
- Keep the agreed version with the stay record.
What to include in the rules
| Topic | Detail to record | Reason |
|---|---|---|
| Occupancy | Maximum overnight guests and permitted visitors | Prevent disagreement about capacity |
| Arrival and departure | Dates, times, contact, and key procedure | Coordinate access and the next stay |
| Noise | Quiet hours and event restrictions | Respect neighbours and common areas |
| Parking | Assigned space and vehicle procedure | Prevent use of another person's space |
| Pets and smoking | Permitted areas or restrictions | Explain the property conditions |
| Shared facilities | Access hours and applicable rules | Separate unit access from facility access |
| Faults and emergencies | Operator contact and emergency instructions | Give guests a clear action |
| Deposit | Amount, purpose, inspection, and refund procedure | Keep payment records clear |
Use the permitted occupancy for the property. A template cannot determine that limit. Check access arrangements with building management where applicable.
Original sample house rules
The text below shows the style of the downloadable template. Complete the fields before use. Obtain local legal advice for cancellation, deductions, liability, or disputed terms.
The maximum number of overnight guests is [number]. Visitors require [agreed procedure]. Quiet hours are [start time] to [end time]. Use only parking space [reference].
Arrive after [time] on [date]. Depart before [time] on [date]. Return [keys and access cards] through [procedure]. Contact [operator and number] for access problems or faults.
Report a defect when you find it. Keep dated photographs of any existing damage. The operator will compare the arrival and departure records before any proposed damage charge.
Avoid a fixed penalty for every broken rule. Record the incident, relevant agreed term, actual loss, and evidence before you propose a charge. A sample clause does not establish that a deduction is lawful.
Keep deposits separate from accommodation charges
Record the deposit amount, receipt date, payment reference, and agreed return procedure. State when the operator will inspect the property and contact the guest. Use an agreed review date instead of an unsupported national deadline.
| Record | Example field |
|---|---|
| Deposit receipt | RM [amount], [date], [reference] |
| Condition before arrival | [Photograph references and existing defects] |
| Proposed deduction | [Item, reason, evidence, and amount] |
| Guest response | [Response and date] |
| Return record | RM [amount], [date], [payment reference] |
| Unresolved item | [Issue and next agreed action] |
Keep cancellation terms in the accommodation agreement. State the applicable dates, charges, and refund process there. Do not treat a refundable deposit as earned rental income in the cashflow worksheet.
Use an arrival and departure checklist
- Record the property condition and photograph references before arrival.
- Count the keys, access cards, and remote controls.
- Check the listed appliances and report defects.
- Give the guest the access and emergency instructions.
- Compare the inventory after departure.
- Record any issue and the agreed next action.
The operator should keep access codes outside the public template. Share the actual codes through the agreed private channel. Collect only guest details that the stay and applicable requirements need.
Check permissions before the first stay
The MOTAC registration FAQ lists a local-authority accommodation business licence among its registration requirements. That registration route does not establish permission for every unit.
Use the business setup checklist to record the property documents, authority contacts, and open questions. If an operator handles guests, assign these tasks in the management comparison.