RENTAL POLICIES
Reservations:
Canaan Realty, Inc. is open seven days a week from 9am to 5pm (EST). You may make a reservation by calling our office at 1-800-448-0074 during business hours or by visiting us online any time at www.canaanrealty.com. All reservations are subject to an administrative fee, 6% West Virginia sales tax and 6% Tucker County hotel/motel tax.
Payment:
Forty percent (40%) of the total rent ($200.00 minimum) is due within fourteen (14) days of making your reservation. The balance of the rental fee must be received thirty (30) days prior to your arrival. Payments for advanced deposits are preferred via check, money order or certified check. A $30.00 handling fee will be charged for all returned checks.
Multiple reservations will be subject to a fifty percent (50%) deposit per reservation. Multiple reservations are more than one reservation booked at the same time or for the same arrival date, or under the same name.
Reservations made within thirty (30) days of arrival must be paid with a Certified Check, Money Order, Cash or Credit Card. Checks will not be accepted within 30 days of arrival. Payments made by credit card do not receive the published 3% cash discount rate and pay the regular rate. When paying by check or money order please include the following on your check:
Please write reservation number on check or money order
Please make out check or money order to Canaan Realty.
Please mark your calendar with payment schedule, as we do not send a reminder.
Final payment must be received within 30 days of arrival. If the payment is not received within this time period, your reservation may be cancelled and the advance deposit forfeited if the property is not re-rented for the same dates at the same rates.
Check-In Procedures:
Check-in is at the Canaan Realty office located at Mirror Lake on Route 32 anytime after 4pm with the exception of Holiday seasons during which check in time is 5:00pm.
Due to the size and complexity of many of our homes and condominiums, our housekeepers need every minute of the 10am to 4pm window to ensure the cleanliness of your vacation home. Please do not interfere with or pressure the staff to allow you entry before the above check-in times. The winter season can be hectic and sometimes it is necessary to delay check-in beyond 4pm, until the unit is ready. Your patience and understanding is appreciated as we prepare the rental unit for occupancy. No refunds will be given for delayed check-ins.
You are welcome to check in early only if there is no one checking out that same day and the house is ready for rental. Please call or email the office the day before you arrive to check about the possibility of an early check in.
Late Arrivals: Late arrivals must make special arrangements at least 24 hours before arrival. Late arrivals may need to stop by the Canaan Realty office by 12pm the following day to sign paperwork and/or credit card slips.
Check-Out Procedures:
Check out time is 10am. We realize that sometimes it is hard to get moving on check-out day, but please check out by 10am so that the property can be prepared for the next guest. If you have any question about the check out procedure, please refer to the instruction sheet posted on the refrigerator in your unit or you may call our office at 304-866-4400 and someone will assist you.
Late check outs can be arranged by calling the office and only if there is no one coming to the property the same day you leave. Please make sure the following items are completed prior to your departure:
Trash must be bagged and taken to the dumpster provided. If there is not a dumpster provided where you are staying; please bring your trash to the trash shed at the Canaan Realty office. Dumpsters are provided for guests staying in Old Timberline, Woods End, Talheim, Northpoint and Beaver Ridge/Pines units. Failure to follow the trash disposal instructions will result in a minimum of $25 being deducted from your security deposit.
Empty and wipe out the refrigerator and the cupboards of all items you brought to the house
Load and start the dishwasher; the dishwasher may be left running
Wash and dry all towels used; the dryer may be left running for the last load.
Strip all used bed sheets and place bed linens to the laundry area; please do not leave bed linens near baseboard heaters. Each house has two sets of sheets for each bed. If you use both sets of sheets during your stay, plese make sure there is a clean set ready to go back on the bed when you check out. Failure to leave a clean set of sheets for each bed will result in a minimum charge of $75 from your security deposit.
Leave the furniture and TV?s, VCR?s, DVD?s arranged as you found them.
In cold weather, please turn thermostats down to 55 degrees and make sure all fires have been extinguished
If you used the grill, please clean the grill for the next renter
Leave a supply of dry firewood in the house for the next renter
Please do a final walk through to check that all doors and windows are closed and locked and that all lights are turned off.
A cleaning fee (minimum of $75.00) will be deducted from your security deposit if the property is not left in acceptable condition or requires excessive housekeeping time to return the property to its original condition.
Security Deposit:
A damage or security deposit is to protect the home from malicious or negligent damages and/or if the home is left excessively dirty, trash is left at the home or if the hot tub is left in a condition that requires the hot tub to be drained and sterilized (i.e. carpet/furniture stains, incomplete check out duties or obvious abuse of the hot tub)
A $300, $500 or $1000 refundable security deposit is due 30 days prior to arrival at the same time as the final payment. Security deposits can be paid by separate check, money order, certified check. Credit cards will not be accepted for damage deposits. Last minute reservations (made within 30 days of arrival) must pay the security deposit by cashiers check or money order. Security deposits will be refunded within 30 days of departure less any damages from abuse or neglect.
Upon arrival, it is the tenant?s responsibility to immediately report any damages found. Failure to report any damages found during your stay may result in a partial or complete loss of the security deposit.
Tenant(s) also agree to reimburse owner for any damage expenses incurred in excess of the security deposit, including collection costs and reasonable attorney?s fees.
Each unit is inspected by the same housekeeping staff and hot tub personnel prior to your arrival and after your departure.
Person signing contract is responsible for informing all members of his/her party concerning rules and procedures.
Cancellations:
All cancellations must be made in writing at least 31 days prior to arrival. We will do our best to re-rent the same unit for the same dates at the same rate. Reservation cancellations incur a $50 cancellation fee. In the event that you must cancel your reservation 31 days or more prior to your arrival, deposit money (minus $30 administrative fee and $50 cancellation fee) cannot be returned unless the property is re-rented at no loss to the owner for the same dates. If the property is re-rented for the same time period and at the same rate, a refund (less $30 administrative fee and $50 cancellation fee) will be due to leaseholder within 30 days.
Cancellations and changes made within 30 days of arrival: If we are unable to re-rent the property for the same time period at the same rates, the full payment will be forfeited. If we are able to re-rent the same property for the same dates at the same rates, rental money (less $30 administrative fee and $50 cancellation fee) will be due to leaseholder within 30 days.
Transferring Dates:
When you are faced with the possibility that your entire deposit will be forfeited, you may request a date transfer in the same unit in the same year. All requests for transfers must be made in writing at least 31 days prior to arrival date. When transferring from a higher rental rate season to a lower rental rate season, you will be charged the higher rental rate. All transfers incur a $50 fee.
Occupancy:
Our vacation homes are all privately owned and occupancy is limited to family groups only. Therefore, fraternities, sororities and non-chaperoned groups will not be allowed. No one under 24 may obtain a rental agreement on a property or pick up a key for a property. If a group is found to be misrepresented, the group will be evicted immediately without refund and loss of security deposit.
The homeowner sets the occupancy for each unit. These limits are printed in the Rental Brochure as well as stated online and on the confirmations that are mailed to each renter. The maximum occupancy for each unit includes children over the age of five and must be observed. Any party exceeding this number will be evicted immediately with loss of rental monies and security deposit.
Pets:
Pets are allowed only in units designated as pet friendly. You can find these units marked in our brochure and on our web site. We allow only house broken dogs - no cats or other animals are allowed. Renters found with pets in units that are not designated as pet friendly will be immediately evicted with loss of all rental monies and security deposit. Please note there is an additional non refundable per pet fee. Pet Limit: Condos and Town Homes 1 small house broken dog, Houses 2 medium sized house broken dogs.
Please Note: Pet Limit
Pet Friendly Condos and Townhomes:1 small house broken dog
Pet Friendly Houses and Properties: 2 medium sized house broken dogs
No exceptions dogs only
Lost & Found:
Canaan Realty is not responsible for personal items left in rental units. Found items will be returned only by request and charged at prevailing shipping rates to be paid by rental customer. Items not claimed after 30 days will be donated to a local charity.
Furnishings and Amenities:
Each home is individually owned and reflects the taste and style of each owner. Every effort is made to ensure that our descriptions, rates, and amenities are accurate. However, we cannot be held responsible for changes made by owners to furnishings, rates, and equipment or for printing errors. Hot Tubs, TVs, VCRs, DVDs, Grills, etc. are furnished as a courtesy by the owner and are not guaranteed. Our homes are well maintained and clean, but understand that these are unique and intricate homes which, just like you own, experience a wide variety of unexpected breakdowns. We want you to have a wonderful vacation and enjoy yourself, which is why we make every effort to remedy unpleasant situations and correct any problem you might experience in a timely manner. Please notify us promptly if you experience inoperative equipment or other problems. Please understand that emergencies do take precedence. You can expect a courteous and professional staff to help remedy the situation; however refunds will not be issued due to malfunctioning equipment or other guest dissatisfaction. Please keep in mind that due to the remoteness of our location and the inability to obtain replacement parts quickly; immediate servicing of malfunctioning units is not always possible. Owners and Canaan Realty, Inc. have the right to enter and inspect the property during your occupancy and make repairs to its fixtures, appliances, furnishings, and facilities.
Equipment:
All units are fully equipped with glassware, dishes, coffee maker, toasters, pots and pans, utensils, linens and towels, dishwashers, microwaves and laundry machines. There is a starter supply of paper products, detergents and trash bags; these items are not guaranteed to last your entire stay. All units are equipped with a telephone for local calls. Calling cards can be used for long distance calls. If the telephone service is interrupted please call Frontier at 800-921-8104 and tell them you are staying in a rental home and give them the phone number where you are staying. If you need assistance please call the office. Refunds will not be issued for mechanical failures.
Wood Burning Fireplaces:
Firewood is provided for our winter guests; kindling is not. Wood burning fireplaces require careful attention. Please do not build big fires; this can cause the glass door to shatter. Please make sure fires are extinguished before departing, but please leave hot ashes in the fireplace. Please make sure the flue is open before using any fireplace. Please close the flue upon your departure but only if you are absolutely sure the fire is completely out. Please leave a supply of dry firewood in the house for the next guest.
Gas Fireplaces:
Read and carefully follow the directions for the gas fireplaces. Gas logs should not be rearranged or removed under any circumstance. Tampering with the gas logs will result in a partial or complete loss of security deposit.
Availability:
Canaan Realty, Inc. offers you first rights to re-book the property you stay in this year for the same time frame the next year. Pre-reservations are only tentative. Owners have first choice for use of their property, even if a guest has a tentative reservation(s). In the unlikely event that an owner requests the use of their home during a previously reserved time, we will make every possible effort to relocate you to a comparable unit. Canaan Realty strongly discourages rental homeowners from canceling tentative reservations, but is not liable for rental homeowners? actions.
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Rental Units Removed from the Rental Market:
From time to time rental houses are sold or become no longer available on our rental program. We will make every effort to relocate rental customers to similar accommodations. This is a very unfortunate and difficult situation for all parties concerned; rental homes that leave the rental program for whatever reason creates a circumstance beyond the control of Canaan Realty, Inc. and as such, Canaan Realty does not assume any liability associated with the loss of a rental property. We will make every effort to contact you as soon as is possible to notify you about any change.
Maintenance:
Every effort is made to keep each property and its equipment in good working order. Should a difficulty arise during your stay, we will make every effort to have the item repaired as quickly as possible. We ask for your understanding and patience in these circumstances; however no refunds will be made for mechanical failures.
If you are having a non-emergency maintenance issue after the office is closed, please call the office at (304)866-4400 and follow the instructions on the answering machine. Non-emergency calls will be addressed the following day.
After hours emergency maintenance calls such as no heat or a water leak please call 304-866-4517; please note this number is for after hours maintenance emergencies only!
If you are having a medical or fire emergency call 911.
Customer Service Policy:
We try our best to make your stay as enjoyable as possible; you can expect to be treated with respect and courtesy. We ask the same treatment in return. Canaan Realty, Inc. reserves the right to refuse entry to a property or evict from a property anyone who in any way verbally or otherwise abuses or harasses a Canaan Realty staff member. Anyone guilty of such a violation will be evicted immediately and will forfeit all rental monies and security deposit.
Lake Privileges:
All rental guests have free use of Mirror Lake, a five acre swimming and fishing lake with a sandy beach area, dock, canoes and paddleboats.
Pets are not allowed at Mirror Lake. Mirror Lake is only offered for use during office hours unless you are renting one of the properties at the lake.
Guests staying in Old Timberline (any property beyond the Guard House) also have use of the Spruce Island Lake, Sand Run Lake, Wood Pond and Trout Pond. Life jackets are required on all lakes. Canoe paddles and life jackets are available on a limited basis; therefore, we suggest you bring your own. Power Boats can be used at Mt. Storm Lake, approximately 30 minutes east of Davis on Highway 93 and at Deep Creek Lake approximately 45 minutes north of Davis on Highway 219.
Winter Driving:
Roads and driveways are routinely plowed during periods of heavy snowfall, however icy or drifting conditions may persist. You must come prepared with a 4WD vehicle, winter snow tires and/or chains when traveling in the mountains of West Virginia during the winter. Some home sites require 4WD and/or chains; please ask your reservationists about access to individual homes. Snow removal from walkways, steps and decks is not provided by agent.
Disclaimer:
Information contained herein is believed to be reliable, but is not guaranteed. Rental offerings are made subject to errors, omission, price changes, prior sale/rental, or withdrawal without notice. These Rental Policies whether online or in our Rental Brochure are provided as an informative tool. Canaan Realty is not responsible for lost or stolen property or liable for accidents, illnesses or the treatment thereof directly or indirectly related to your stay in any of the properties managed by this company. This agency reserves the right to refund deposit and all rental monies, refuse rental or discontinue occupancy if, in the agent?s opinion, tenant is detrimental to the property or tenant or tenant(s) party violates any rules and regulations set forth by Canaan Realty Inc.
If you have any questions about our rental policies please calls
us Monday - Sunday 9:00 A.M. - 5:00 P.M.
304.866.4400 - 800.448.0074
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