Rental Terms & Conditions

  1. Check-In: Check-in time begins at 4:00 PM.
    Every effort is made to have each property ready for a 4:00 pm check in, However, housekeeping and maintenance personnel must provide services between occupancy and in rare occasions due to unforeseen circumstances may not be completed by 4:00 pm. We apologize in advance if this situation happens to you.
    Most properties have keyless entry and the code will be digitally provided by check in time on arrival day. Properties with traditional keys will check in via our office pick up box. 
    Check in will not be provided without final payment and signed confirmation. Lost keys will be charged with $25. A $25 lock-out fee applies for any after hours emergency calls.
    No rate adjustment is made for late check in.
  2. Check-Out: Check-out time is no later than 10:00 AM on scheduled day of departure. Keys must be returned to Duncan Real Estate upon check-out. A $25 charge will be assessed for any sets of keys not returned to our office and will also be assessed for any lost keys. Rate adjustments cannot be made for early departure.
  3. Deposits: A minimum of 25% of the rental amount is required for all rentals. This initial payment is required to secure and confirm your reservation. The amount of deposit will be deducted from your credit card and the card number will be held to compensate the landlord for any excessive cleaning charges or damages. Forfeited or retained deposits will not exceed the total cost of the rental. Each reservation requires a non-refundable reservation fee. Any rental payment is considered to be an acceptance of all terms and conditions regardless of signature of the rental agreement.
  4. Rental Payments: Any rental payment is considered to be an acceptance of all Duncan Real Estate terms and conditions regardless of signature of the rental agreement. Final rental payments are due in full, sixty days (60) prior to occupancy, payable by check, money order, cash or credit card. If you choose to use a credit card, there is an additional $50.00 administration fee for processing.
  5. Tax: Rentals of 6 months or less are subject to Florida State Sales Tax of 7 % and Manatee County Resort Tax of 5%.
  6. Occupancy: Each unit has a maximum occupancy, which you were informed of when making your reservation. Overcrowding of units may result in the immediate eviction and loss of deposit and rent. Large gatherings or events are not permitted on the premises without prior written approval of the rental agent. Private homes may have day guests, depending on size up to a maximum of 4 persons. The number of day guests at condos and other properties with shared areas cannot exceed the maximum occupancy of the rental unit.
  7. PEOPLE WHO ARE TO OCCUPY THE PREMISES: The names of all persons need to be provided.
  8. Accidental Damage Waiver Fee: A non-refundable Damage Waiver Fee is required for all reservations. The Property Management Company requires a valid Visa, Master Card or Discover Card number on file in addition to the Damage Waiver Fee. The Damage Waiver Fee is a non-refundable fee that relieves guests of the cost for unintentional and accidental damage to the rental property and its contents, not to exceed the amount of coverage (up to $500.00 of reported accidental damage). The Damage Waiver Fee does not cover unreported accidental property damage, intentional damage, theft, unauthorized entry into the owner’s supply closet, unauthorized pets, extensive cleaning required at check-out, smoking, exceeding occupancy limits or parking limits, and any other charges/policies in the Reservation Agreement including any fines imposed on Property Management Company by the City, County, State, or Home Owner Association as the result of violation of any law ordinance, rule or regulation or any fines or costs levied against Guest or visitors of Guest (Excess Damage Costs). Guest will be notified of any Excess Damage Costs in writing. Any Excess Damage Costs will also be charged immediately to the Guest’s credit card. Guest, by signing below, assumes full responsibility for any items found to be missing and any damage due to misuse, negligence or action on Guest’s or Guest’s visitors part, except in the case of normal wear-and-tear reported to Manager within 48 hours of Check-In. Carpet stains caused by the Guests that are immediately reported to the Property Management Company will be set up for prompt stain removal by a carpet cleaning company of our choice at no cost to Guests. However, if the stain(s) do not come out, then there may be an additional charge of up to $500.00 for necessary repairs including possible replacement, which may be required. All damage must be reported to the Property Management Company immediately.
  9. Cancellation Policy / Refunds: All monies paid including down payment and advanced rental payments are non-refundable. No refunds will be made due to inclement weather, late arrival, early departure, cancellations or no shows. Written cancellations of fully paid reservations within 60 days of arrival and prior to check in will be refunded extras fees like cleaning fee, damage waiver, pet fee, pool fee and taxes.
  10. Travel Insurance: Travel Insurance is recommended. Duncan Real Estate offers travel insurance through Red Sky.
  11. Pets: Pets are not permitted in most rental properties unless specifically authorized. In the event that a property does accept pets, Duncan Real Estate must be notified when making the reservation and a non-refundable pet fee starting at $150 plus tax per pet will be applied to the reservation total. In the event a guest has a pet in a property where it is not allowed, this will cause forfeiture of all payments and the guest will be asked to vacate the rental property immediately. The guest will be charged for any costs with regard to returning the rental property to its original condition. Service animals trained to assist a disabled person are exempt. Emotional support animals, comfort and therapy animals are not service animals under Title II and Title III under ADA and follow the Duncan Real Estate pet policy. Please see more clarification here.
  12. Smoking: Smoking is prohibited in all rental properties. Please smoke outdoors and responsibly discard all smoking debris.
  13. Items Left In Unit: Neither the landlord nor Duncan Real Estate, Inc, will be held responsible for items left in the units. If you request us to retrieve and mail items left in the unit, you will be responsible for mailing/shipping charges plus a $15 processing fee.
  14. Amenities: Each of our properties is individually owned and reflects the tastes of the owners. We do our best to accurately describe each unit and its amenities prior to booking, but cannot be held responsible if guests are dissatisfied with the accommodations. Duncan Real Estate provides the initial supply of bath soap and toilet paper. The Guest is responsible for any additional items during the stay. Items such as paper towels, laundry soap and cleaning supplies are the responsibility of the guest. Beach items are not guaranteed.
  15. Maintenance: In the event of equipment malfunction within a rental property, Duncan Real Estate will expedite repairs as quickly as possible. Any maintenance items should be reported to Duncan Real Estate as soon as possible and may require vendors outside of Duncan Real Estate to repair and/or replace equipment. Should a repair service make a call to a rental property and find the equipment is not in working order due to guest misuse, oversight or neglect, the fee for the service will be charged to the guest. No rent adjustments can be made for circumstances beyond our control or for malfunction or loss of use of equipment or amenities.
  16. Pools & Spas: Pool heaters in private homes are locked for your safety and controls must not be tampered with as they are monitored by the pool company. 85° is the highest heat temperature setting. Pool temperatures will probably stay around 76° during the winter months. Please note if cold days occur, water temperatures will drop and may stay cooler longer. Pool heaters will not operate and will automatically shut down if outside temperatures get too cold. Not all pools are heated. There is a weekly pool heat fee starting at $90 to cover increased utility costs incurred to heat the pool. While we take every precaution to ensure that pools are heated as specified, weather conditions may affect the temperature of the pool. Nothing can be done about this issue. Outdoor spas are not hot tubs. The temperature of a spa is typically set at the same temperature as the pool. In the event of pool equipment malfunction during your stay, Duncan Real Estate will expedite repairs as quickly as possible. It may be necessary to close swimming pools for maintenance purposes. No refund or rent adjustment will be made for circumstances beyond our control, malfunctions or loss of use of equipment or amenities.
  17. Boat Docking: Docking your personal boat is allowed at properties with docks. However, we do not advertise the use or functionality of boat lifts. Properties equipped with boat lifts are not intended for use by our guests due to damage, risk and liability. Please contact a local marina for boat storage if needed.
  18. Substitution of Accommodations: Where circumstances arise beyond our control (i.e., fire, hurricane, sale of unit, etc.), your confirmed property may be unavailable upon your arrival. Duncan Real Estate reserves the right to substitute your accommodations. We cannot guarantee the confirmed rate in these instances. Although we will do everything possible to create a pleasant vacation experience, neither Duncan Real Estate nor the owner are liable for damages or inconvenience in this rare and unusual situation.
  19. Properties for Sale: In the event that the rental property, which guest is renting, is listed for sale, we may find the need to show the property during a guest’s stay. We will make every attempt to schedule the showing at a convenient time so as not to disturb your vacation. Upon acceptance of this confirmation guest agrees to allow rental property to be shown. Guest understands that in the event of a sale of the rental property, the new owner may not be bound to honor a reservation. In this event, guest shall be entitled to a refund of rental payments made.
  20. Construction: Construction is taking place on Anna Maria Island. Duncan Real Estate is not notified about any construction projects by neighboring owners and has no influence over the situation. New construction may alter views from accommodations. Refunds or substitutions will not be made.
  21. Telephone Charges: There is no charge for local telephone calls. All properties have long distance blocks. Long distance calls can be placed by using one of the following procedures: 1.) Charge the long distance call to guests home phone number 2.) Use a prepaid calling card 3.) Call AT&T at 1-800-CALLATT and charge to a major credit card.
  22. Internet Service: Many of our properties offer high speed internet service for your convenience. Due to the numerous different providers and the various ages and configurations of personal computers, we cannot guarantee that you will be able to connect. We will do our best to assist you, but cannot be held responsible and no refunds will be offered if you are unable to take advantage of this service.
  23. Mail & Faxes: Please arrange to have any mail sent directly to the property. We are happy to assist you if you need FedEx or UPS delivery. Facsimile services are available in our office with the first 10 pages at no charge and $0.50 per page thereafter.
  24. Condominium/Homeowners Associations: Guests occupying a unit governed by an association shall abide by all association rules and regulations. Guest shall not be permitted occupancy until association application and approval is obtained.
  25. Entry of Premises: Guest agrees to allow Duncan Real Estate employees, vendors, contractors or subcontractors access to the rental property for any reason to make repairs, improvements, care for or manage the property.
  26. Indemnity: Guest indemnifies Duncan Real Estate from and against any and all liability, loss damage and expense, including reasonable attorney fees and disbursements arising from injury to persons or damage to rental property; occasioned by the failure of the property owner to comply with any provision of law or this agreement; occasioned by any act or omission of the property owner or any person residing in or renting owner’s property; occasioned by any act of omission of the property owner, or property owner’s agents, servants, or contractors; or, occasioned by any act of omission, with the exception of such acts or commissions constituting gross negligence or willful misconduct of Duncan Real Estate, its agents, servants, or contractors when acting as agent for the property owner as provided herein. Special risks may be involved when using pool and/or spas/hot tubs and guest assumes all responsibility for himself/herself and their guests and for the consequences of those at risk. Guest agrees to waive any claim whatsoever and hold harmless Duncan Real Estate and the property owner for accidents and claims resulting from accidents and or injury arising from use of the rental property and any of its equipment, porches, decks, stairs, parking area, elevators, etc.
  27. Radon Gas: Radon gas is a naturally occurring radioactive gas that, when accumulated in a building in sufficient quantities may present health risks to persons who are exposed to it over time. Levels that exceed Federal and State guidelines have been found in buildings in Florida. Additional information regarding Radon Gas and Radon testing may be obtained from the Manatee County Health Unit.
  28. Agency Disclosure: Pursuant to Florida Statutes Chapter 475, you are hereby notified that in connection with the property rented by this firm, Duncan Real Estate, Inc is agent for the Owner and is being compensated as such by the Owner. Tenant acknowledges that this written notice was given, and is understood, prior to signing Rental Agreement, in compliance with all applicable Florida Statutes.

Explore callout
Island Life
Read More
Discover callout
Things To Do
Read More
Indulge callout
In Duncan VIP Perks
Read More
Buy or Sell callout
Buy or Sell
Buy or Sell
Real Estate
Read More
Invest callout
In Property Management
Read More