Sample Member Home Exchange Agreement

It is always advisable to put a home exchange agreement in writing in good time before an exchange takes place, and have it approved by both parties to the exchange, to avoid the possibility of misunderstandings later. Before drawing up an agreement you will have discussed and agreed on all the most important issues that you both feel are relevant. Keep a record of your correspondence during the course of arranging your exchange. The agreement is just a summary of everything you have already agreed and gives both parties to the exchange the chance to check that all issues have been covered to their satisfaction. It doesn't matter who compiles the agreement but, if you feel you have reached the stage in your arrangements when all major points have been discussed and agreed between you, do offer to draft an agreement if your exchange partners haven't already done so.

As every home exchange is a unique arrangement between the two parties involved, no two exchange agreements will be exactly the same but there will be many aspects common to most. The following exchange agreement was kindly provided by Home Base Holidays members, Phil and Debbie Bland. We hope that this will be useful for reference when you are drawing up your own agreement. Phil and Debbie arranged a lengthy exchange (over six months) to Australia from their home in England. With exchanges of longer than the usual vacation period of two or three weeks, it is even more important for your own peace of mind to ensure you have a comprehensive agreement before the exchange takes place. Although most of your arrangements are likely to be made by email (and a few phone calls), it is a good idea for each party in the exchange to sign two printed copies of the agreement and exchange by fax or post. You might also like to exchange copies of air tickets at this stage as, seeing that your exchange partners have already paid for their flights is another reassurance that all is in order before the exchange takes place.

Of course, however careful you are in arranging your exchange, it is impossible to anticipate every eventuality (see article entitled 'Organising a Home Swap: ... & a Few Things We Overlooked' in a recent issue of Home Swappers Newsletter but, if you have already decided that home exchange is a great idea, you are not likely to be the type of traveller who would let minor problems get in the way of having a wonderful home swap experience.

Home Exchange Agreement Between

Phil & Debbie Bland: Ilkley, West Yorks. UK (note: full names and contact information were included in the original agreement). View the Blands' exchange offer: HE13347

& Paul & Adele J., Victoria. Australia

We have agreed to exchange houses for the period 1 November 2003 to 16 April 2004 (exact timings to be confirmed) on the following basis & terms:-

Mortgage / Rental Charges

Each of us will continue to pay our normal current charges in respect of our own properties for the duration of the exchange. We will each inform our mortgage provider / landlord of the exchange and secure their agreement for this arrangement prior to the exchange starting.

Sub Letting / Guests

We both agree not to sublet each others' properties and that they will be for the sole use of ourselves (2 adults) and only those friends and family agreed between us in advance.

Property Insurance

Each of us will leave our property insurance arrangements in place for the duration of the exchange and will inform our insurers of the exchange arrangement. Each of us will be responsible for our own additional charges should the insurers require an additional premium for the duration of the exchange.

We agree that if an incident occurs through no fault of the exchanger we will pay our own respective excess charges. If the exchanger is at fault (e.g. fails to lock up properly, causes a flood / fire) the exchanger bears the excess.

Utilities

Each of us will make advance arrangements to ensure that regular charges in respect of water, gas, electricity are set up on standing direct debits from our respective banks and that we agree to bear all charges in respect of our own properties for the duration of the exchange. We agree that we will act responsibly in our use of water, gas & electricity.

Telephone

We agree that we will make arrangements to retain the existing telephone account arrangements for the duration of the exchange and that each of us will be responsible for telephone charges at our exchange properties for the duration of the exchange. We agree that we will each arrange for International & National Calls (STD) facilities to be disabled for the duration of the exchange and that we will make our own separate arrangements to access these facilities. We also agree to ensure that all outstanding telephone bills are settled prior to our departure. We agree that we will act responsibly in our use of each others' telephone accounts.

Internet

We agree to leave our existing Internet service provider arrangements in place for the duration of the exchange.

In the UK the Internet Service Provider (ISP) is Freeserve and is free at point of delivery. Charging for connection is billed via the domestic telephone bill and will be accounted for in the paragraph above. Please be aware that charging is far more expensive prior to 6pm on weekdays only. 6pm – 8am and Weekends is charged at 60p per hour.

Mail

We agree to make arrangements for our mail to be picked up by friends and relatives. We will not open each others' mail during the exchange.

Breakdowns to Domestic Appliances

We agree to leave each other a list of local contacts who can sort out breakdowns to domestic appliances, burst water pipes, drains, electrical problems etc.

Should a serious problem develop we will contact each other by telephone / email and agree a course of action to repair and pay for the service. In the UK our central heating is covered by a monthly insurance maintenance charge which can be activated by the exchangers. Appropriate contact numbers for this service will be left in the Information File.

Breakages

We agree that we will either replace or pay for any breakages to fixtures and fittings that occur during our exchange. Where items are slightly faulty but in working order we will tell each other in advance of the exchange and these need not be repaired.

Burglary

If we are unfortunate to be burgled during the exchange each of us will be responsible for notifying the Police and insurers immediately (numbers left in information file) and to contact each other immediately. We will each compile a brief list of valuable items left in our homes (TV, Video, Hi Fi etc) & leave it with family or neighbours.

Cars

We are each happy to include our cars in our exchange agreement on the following terms:-

• We will each arrange for our cars to be insured for the period of the exchange by addition of the exchanger names to the policy. We agree to provide each other with the necessary information to enable this to be done.
• We will each be responsible for the excess charge on the policy where a claim is adjudged to be caused by the exchangers fault or in any single vehicle incidents.
• We will be responsible for paying for any traffic offences (speeding, parking etc) that we may incur.
• We will pay for any fuel we use
• There is no limit on mileage
• We will carry out all the usual weekly checks – oil, water & tyre pressures etc.
• We will ensure our cars are serviced prior to the exchange & that the car complies with all current legal requirements ( M.O.T test in the UK). Any other consumables (punctures, bulbs etc) are to be paid for by each other in respect of the car we are using during the exchange. In the event of a major mechanical failure we will contact each other to discuss and agree a course of action.
• Where the car is due for service as a result of miles driven we will arrange for it to be done and will each pay our own charges (contact number in information file).

Arrival

We will arrange to meet you in the UK at the start of your exchange and ensure that you are happy with the arrangements prior to our departure to Australia.

We hope that you will arrange for a similar introduction for us when we arrive in Melbourne.

We will each leave each other sufficient fresh food and other supplies in the house to start us off. All other food is there to be eaten and replaced as required !

We also agree to provide each other with sufficient clean bed linen and towels and that we will be responsible for our own cleaning and laundry during our exchange.

Security

We will provide each other with two sets of keys (front, back & garage doors). A spare set will be left with a neighbour in case of loss or theft. (Details in the information file). We agree that we will treat each others' houses as our own and ensure that they are never left unlocked when we are out or away on side trips (failure to do this may invalidate the insurance). In the UK it is good practice to lock doors when in the house to avoid risk of sneak thieves who target car keys.

If we go off on side trips we agree to notify our respective nominated local contact so that they can keep an eye on the house whilst we are away. (In the UK we are members of a neighbourhood watch security scheme – details in the info file.)

Garden

Nothing special required here. We both agree to keep things tidy and will water plants if required (not likely in the UK !).

Departure

We agree that we will leave each others' house in the state we found it and ensure that:-

• All fresh food (e.g. milk) is cleared from the fridge.
• All services are switched off.
• The house is properly locked and secured.
• Both sets of keys are left with our respective local contacts.

We both agree to abide by the terms of this agreement for the duration of our agreed exchange period:-

Signed………………..Phil & Debbie Bland…………………Paul & Adele J.