Free Hotel Security Deposit Policy Template
Hotel Security Deposit Policy
I. Introduction
A. Purpose of the Policy: Our Security Deposit Policy is designed to ensure a safe, clean, and enjoyable environment for all guests. The policy outlines the requirements and conditions under which security deposits are collected, held, and refunded.
B. Applicability and Scope: This policy applies to all guests staying at our hotel, including individual reservations, group bookings, and long-term stays.
II. Security Deposit Requirements
A. Definition and Purpose of Security Deposit: A security deposit is a refundable amount collected at check-in to cover any potential damages, extra cleaning, or additional charges incurred during the guest's stay.
B. Amount of Security Deposit: The amount of the security deposit varies based on the room type and length of stay. Details are provided at the time of booking and confirmed at check-in.
C. Methods of Payment: We accept security deposits via credit card, debit card, or cash. The chosen method will be pre-authorized or collected at check-in.
III. Deposit Collection Process
A. Timing of Deposit Collection: The security deposit is collected at check-in. For reservations made with a credit card, a pre-authorization hold will be placed on the card for the deposit amount.
B. Documentation and Receipts: Guests will receive a receipt for the security deposit upon check-in, detailing the amount and payment method. This receipt should be retained for reference.
IV. Conditions for Holding the Deposit
A. Duration the Deposit is Held: The security deposit is held for the duration of the guest's stay and for a short period after check-out to allow for inspection of the room.
B. Circumstances for Holding or Retaining the Deposit: The deposit may be retained, in whole or in part, in cases of damage to property, excessive cleaning requirements, unauthorized room extensions, or unpaid additional charges.
V. Use of the Security Deposit
A. Damage to Property: If any physical damage to the room or hotel property is found, the cost of repairs or replacements will be deducted from the security deposit.
B. Extra Cleaning Fees: In the event of excessive mess or violation of hotel policies (e.g., smoking in non-smoking rooms), additional cleaning fees will be deducted from the deposit.
C. Additional Charges: Any unpaid room service charges, minibar usage, or other incidental expenses will be covered by the security deposit.
D. Unauthorized Extensions of Stay: If a guest extends their stay without proper authorization, the additional night(s) charge will be deducted from the deposit.
VI. Refund Process
A. Inspection Procedures: After check-out, a thorough inspection of the room will be conducted by our housekeeping and maintenance staff to assess any potential damages or issues.
B. Conditions for Full Refund: The security deposit will be fully refunded if the room is found to be in satisfactory condition with no damages, excessive cleaning requirements, or unpaid additional charges.
C. Partial Refund Scenarios: In cases where damages, extra cleaning fees, or additional charges are identified, a partial refund will be issued after deducting the necessary amounts.
D. Timing of Refund: Refunds will be processed within 7-10 business days after check-out and room inspection.
E. Method of Refund: Refunds will be issued using the same method of payment as the original deposit. If the deposit was made in cash, the refund will be processed via bank transfer or check.
VII. Dispute Resolution
A. Process for Guests to Contest Deposit Deductions: Guests who wish to contest any deductions from their security deposit must submit a written request to our front desk or management team within 14 days of check-out.
B. Internal Review Process: Our management team will review the guest's request and the inspection report, and respond with a resolution within 14 days of receiving the dispute.
C. External Arbitration: If the guest is not satisfied with the internal resolution, they may request arbitration through an external mediator agreed upon by both parties.
VIII. Special Circumstances
A. Long-term Stays: For stays exceeding 30 days, the security deposit amount and conditions may be adjusted. Guests will be informed of any changes at the time of booking.
B. Group Bookings: For group bookings, a collective security deposit may be required. The amount and terms will be communicated to the group organizer in advance.
C. Special Events or High-demand Periods: During special events or high-demand periods, we may implement additional security deposit requirements. Guests will be notified of any changes prior to their stay.
IX. Policy Updates and Revisions
A. Frequency of Policy Review: Our Security Deposit Policy is reviewed annually to ensure it remains current and effective.
B. Notification of Changes to Guests: Any updates or revisions to the policy will be communicated to guests through our website and at the time of booking.
C. Guest Responsibility: It is the guest's responsibility to review the policy periodically for any changes. By staying with us, guests agree to the terms outlined in the most current version of the policy.
