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Rental Policies

We have compiled a list of commonly asked vacation rental policy questions. Some details have been generalized to accommodate several unique scenarios including local regulations and specific owner requests. When you book a vacation rental through us, you will be given a detailed rental agreement that outlines the specific policies for your chosen property.

If you have any additional questions, don’t hesitate to give our office a call! Our team of local rental experts is available Monday – Saturday and are prepared to answer all your questions from specific rental policies to insights about staying in the Adirondacks.

Call 518-523-2522 or use our contact form and someone from our office will promptly be in touch.

Table of Contents


Check-in: No earlier than 4:00 p.m.
Check-out: No later than 10:00 a.m.
Early Check-in / Check-out: Early check in requests must be reviewed at least 48 hours in advance. Early check-in times are allowed only when the property is cleaned and ready for occupancy. If you desire an early check-in there is an additional fee of $95.00. Keys will not be distributed in advance of your confirmed check-in time. All requests for a late check-out must be approved at least 24 hours in advance of the scheduled departure and may be subject to a late check-out fee of $95.00. All keys must be returned to the rental Merrill L. Thomas, Inc.’s office upon departure.

Vacation Rental Insurance

Vacation rental insurance is recommended and is available for purchase during your booking process. The cost of this insurance is 6.95% of the rental fee and will be listed on your agreement as a separate charge from the rental fee.

Vacation rental insurance provides added financial protection against lost trip payments and fees resulting from unforeseen covered events. Benefits include protection for trip cancellation, trip interruption, travel delay, emergency medical transportation, and other losses. Understanding the policy benefits, applicable definitions, terms, and conditions of coverage are the tenant’s responsibility to to understand. Questions about coverage should be directed to the insurance company / broker.

Security Deposit

A security deposit is required for all vacation rentals. This security deposit may be used for repairing any intentional or negligent damages to the home and property beyond normal wear and tear. Property owners must report damages within 10 days. If no damages are reported within this time period, the security deposit may be released. The balance of the security deposit after payment of damages, if any, will be returned along with an itemized statement of those expenses or costs. Should the damages exceed the security deposit then the renter shall be responsible for payment.

Cancellation Policy

Tenants may cancel their vacation rental no less than 60 days prior to the arrival date. This may be extended based on the discretion of the property owners or Merrill L. Thomas, Inc. The paid deposit(s) will be refunded less a $250 processing fee and the $50 booking fee.

Cancellations less than 60 days from the arrival date may not be refundable if Merrill L. Thomas, Inc. is unable to fill the property vacancy for the canceled timeframe.

Maximum Occupancy

The maximum daily use or nightly occupancy is limited based on the property. No parties or gatherings shall be permitted on premises, over the number of allowable guests, without prior consent. Occupancy refers to all renters and visitors, not just those staying overnight.

Care & Custody

The tenant is responsible for reasonable care and oversight including timely notice of any property malfunctions or failures including leaks, freeze-ups, lack of water, inoperable heating system, or other dangerous situations that would affect habitability. Failure to do so promptly shall be deemed negligence and any resulting damages shall be subject to withdrawal from the security deposit.

Quiet Enjoyment of Property

Any offensive or excessive noise or behavior that causes unreasonable disturbances or annoyances to neighbors, and which shall interfere with their quiet enjoyment, shall constitute a breach of the rental agreement. If Merrill L. Thomas, Inc. or law enforcement is contacted or dispatched to the property regarding any such disturbance, the renter’s security deposit shall be forfeited and the renter may be asked to leave the property.

Property Alterations

Tenant shall not make any alterations in or on the property without the written consent of the property owner. All expenses relating to damages or repairs resulting from the neglect or carelessness of the tenant, their family, or guests during the term of occupancy are the responsibility of the tenant. Upon departure, tenants shall leave the property in as good a state and condition as it was at the time of occupancy.  

Telephone & Internet

Tenants should plan on utilizing personal cell phones at all properties. Neither the property owner nor Merrill L. Thomas, Inc. can guarantee the quality of cellular or internet service in our geographic region.


Your rental may contain a wood-burning fireplace. If you have any questions about the proper use of such, please call Merrill L. Thomas prior to attempting use. Large roaring fires are not permitted and will cause damage to the flue and possibly the building. All fires must be small in nature and the fireplace must be operated responsibly with a screen in place at all times. The availability of firewood cannot be guaranteed. If none is available at the residence it can usually be obtained from local markets or convenience stores. Not all owners with wood-burning fireplaces allow guests to use them. Please refer to the policy of the specific property you are visiting or contact the owner with any questions.

Private Property

Our vacation rentals are independently owned and often utilized by their owners. You may find locked closets or other rooms that are inaccessible. Tenants will not attempt to open locked closets or remove items from locked rooms. If an owner’s locked room is found open or the lock damaged or tampered with, it will be considered a breach of the vacation rental agreement.

Maintenance & Access

There may be times when the property owner or Merrill L. Thomas, Inc. needs to enter the rental at reasonable hours during the daytime. Whenever possible, this will be arranged in advance.

In the event that the premises sustains a failure of a system or amenity, including, but not limited to water, sewer, septic, heating, electrical, mechanical, ventilating, structural systems, sauna, hot tub, whirlpool, entertainment equipment, Wifi/internet access, or other facilities or major appliances, Merrill L. Thomas, Inc. shall as quickly as possible provide a repair or solution. No refunds will be given for such temporary failure, provided Merrill L. Thomas, Inc. corrects the situation in a commercially reasonable manner after receiving notification from the tenant. The property owner and Merrill L. Thomas, Inc. shall also not be responsible for any “after the fact issues” claimed by the tenant upon departure or thereafter.  

Unexpected Property Failure

If your occupancy is precluded due to a system failure or repair, Merrill L. Thomas, Inc. reserves the right to relocate the tenant(s) to a different property. Every effort will be made to ensure property comparability. Tenants shall have the option to: (1) accept replacement property and pay any additional monies that may be owed, as the case may be or (2) reject the replacement property and receive a refund of all rents, occupancy taxes, security deposits and fees paid for the vacation rental. 

Hot Tubs

Hot tubs can be particularly finicky and pose certain health issues. Tenants agree to use the hot tubs on the rental property at their own risk. Merrill L. Thomas, Inc. cannot guarantee the cleanliness or maintenance of hot tubs after tenants’ use.

Acts of God/Construction Noise

Neither the property owner nor Merrill L. Thomas, Inc. shall be liable for events beyond their control that may unfortunately interfere with the tenant’s occupancy, including but not limited to Acts of God, acts of governmental agencies, inclement weather, or construction noise.  No refunds will be offered in these circumstances.

Assignment / Subletting

Tenant shall not sublet or assign his or her rights of the rental agreement without written consent of the property owner or Merrill L. Thomas, Inc.

Broker / Agent Disclosure

Merrill L. Thomas, Inc. is the agent for the property owner and acts solely on his or her behalf.  The property owner agrees to pay a rental commission for brokerage services to Merrill L. Thomas, Inc.


No smoking is permitted anywhere in or on the vacation rental property.

Deep Fryers

No deep fryers are permitted in or on the vacation rental property.

Outdoor Fires / Bonfires

No outdoor fires are permitted unless in a designated, pre-existing fire pit.

Tents / Camping

Tents for use by overnight guests in the yard or on the premises are not permitted without prior written consent from the property owner or Merrill L. Thomas, Inc.

Pet Policy

While Merrill L. Thomas, Inc. offers several advertised pet-friendly properties, pet owners must get explicit permission, in writing, from Merrill L. Thomas, Inc. before arrival. No pets are allowed on the premises of any rental property, regardless of its pet-friendly status, without written permission in advance.


In the event that boats (motorized or non-motorized) are used on or from the property, the tenant agrees to hold the property owner or Merrill L. Thomas, Inc. harmless from any liability associated with such usage.