Utah! Home Exchange :

Utah

USA

International

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About Our House

Sample Confirmation Letter/Contract

This form will give you an idea of what you should cover in discussions with your potential exchange partners. If you want to print the form, first download and save it to your computer. Then it will print with much better formatting.

It is recommended that you do not make any transportation arrangements until after both parties have completed and signed this or a similar contract!

Dear ___________________,

After so much exchange of information, I feel we are actually getting to know each other! Our family is looking forward to exchanging homes with you for vacation. With this letter we intend to finalize our plans.

	Exchange Family #1	Exchange Family #2
Name of family

Names and ages of all family members in the traveling party	1.	1.
	2.	2.
	3.	3.
	4.	4.
	5.	5.
	6.	6.
	7.	7.
	8.	8.

Address


Telephone
Cell phone
Other phone or fax
E-mail
Dates of exchange Our home will be available from - to - dates:

Uthomex ID #

Is a car included?	Yes No	Yes No
Is a car included?	(If yes, there is a separate auto info contract available)
Emergency contact
Name
Phone
Other phone
Other phone
Where will you find the house keys, or who should you get them from?
Where should we put the keys when we leave?
We will leave written instructions for you about how to operate these systems: -Check any or all- (Now you must remember to leave the instructions before you trade homes!)	Heater Air conditioner Phone Fireplace Washer TV/VCR/DVD Stereo Computer Additional facilities, pool Security systems, gates Pet care Other? ________________________	Heater Air conditioner Phone Fireplace Washer TV/VCR/DVD Stereo Computer Additional facilities, pool Security systems, gates Pet care Other? ________________________
What do you want us to do with your mail?
Name & ages of any overnight visitors

(This next section can be changed or amended or added to by you and your exchange partners. It should reflect your own situation. You should at least consider the following points)

1. We will treat each other’s home with careful respect. Before we leave, we will clean the home thoroughly. We will wash and put away all linens.

2. The owner will pay all normal fees; such as mortgage, insurance, dues, and utility bills. The owner will pay all usual repairs. The owner will pay for local phone calls.

3. The users will pay for their own long distance phone calls. You need to agree in writing ahead of time on how to do this. Several possible options are:
Put all long distance calls on pre-paid phone cards. You might even get phone cards for each other and leave them on the counter.
Use your own cell phones for any long distance calls.
Use the house phone for long distance calls. When the exchange is completed, and the phone bill comes, each owner sends a copy of the itemized bill to their partners, and they settle up afterward.
Just agree not to make any long distance calls on the other’s phone.
Obtain an inexpensive new local cell phone of your own in the vacation area.

4. We will each put away or lock away small valuables or irreplaceable items.

5. We will each carefully lock the house whenever it is empty. This is for insurance reasons.

6. The user will pay for any damages and any repairs which the user causes to be necessary. Hopefully there will be none, but accidents do happen!

7. If you are flying, exchange exact flight numbers and times. Decide if each family will be picked up at the airport, and by whom, and how they will get to your house. Decide how they will get back to the airport. Be sure all parties concerned know this information well in advance!

8. If you are exchanging cars, strongly consider using the Sample Auto Contract available on the www.uthomex.com site.

Please fill in the form in your column and return it to me. I think we are going to have a great exchange!

	Exchange Family #1	Exchange Family #2
	Printed name__________________________	Printed name__________________________
	Signature______________________________	Signature______________________________
	Signature______________________________	Signature______________________________
	Date____________________	Date____________________

	Printed name__________________________	Printed name__________________________
	Signature______________________________	Signature______________________________
	Signature______________________________	Signature______________________________
	Date____________________	Date____________________

Members Area:
Uthomex ID#:
Password:

Inital Contact Letter

About Our House

About Our Car