Exchange Checklist

You’ve sent an exchange proposal to another member and they’re interested in exchanging use with you (or, you’ve answered an exchange proposal indicating an interest in exchanging).

Once you work out the dates of the exchange, it’s a good idea to ask (and answer) the following questions (at a minimum).  We recommend that you copy-and-paste this list into an email, with both exchange parties providing answers:

1. Consider Asking for References and Personal Information.  Previous exchangers and/or renters of the home can provide you with valuable feedback about the quality of the home, furnishings, neighborhood and your exchange partner. Personal information (such as a place of employment) is always a good thing to know to verify your exchange partner.

Previous exchange partner(s):
Employer:

2. Is a Maid Included? Be sure to discuss if housekeeping services are provided and who is responsible for payment. If housekeeping services are provided, is it solely for end-of-stay cleaning or is mid-stay cleaning provided?

Is a maid included?
How often?
Who is responsible for cost of housekeeping?

3. Smoking or Non-smoking?

Our property is:
[ ] non-smoking
[ ] smoking permitted

4. Are Pets Allowed?

[ ] yes
[ ] no

5. Is a Vehicle Provided?  Many vacation homeowners keep a vehicle at fly-to destinations. If you’re exchanging vehicles, be sure to ensure that the vehicle is insured and that you’re insured as well when operating it. Also be sure to discuss who is responsible for any damage to the vehicle, above normal wear and tear; with insurance, who will be responsible for the deductible? Is there a preferred mechanic if the vehicle needs repairs?

Vehicle provided:
[ ] yes
[ ] no

If yes:
Type of vehicle (year, make, model, mileage):
Insurance information:
Responsible for damage:
Preferred mechanic:

6. Arrival: How do you check in? Will a property manager great you? Where do we find the key? Is there a gate code? Garage code? Security alarm?

7. What if Maintenance is Required? Let’s face it,things break. Make sure you know who to call if an appliance or the home itself needs attention. Is there a property manager for the property?

Property manager or maintenance contact:

8. Is Internet and a Computer Available? The internet plays an increasingly important role in our lives. If internet is available, is it wireless, secured wireless or standard wired internet? Does the property have a computer available for use?

Internet:
[ ] None (or dialup)
[ ] Wired
[ ] Wireless
[ ] Computer provided with home

9. Are Additional Photos Available? The more photos, the better. You’ll get a much better idea of your vacation exchange if the other member can provide additional photos.  Be sure to have plentiful photos of your property (and neighborhood) as well.

10. Preferred Restaurants and Attractions. One of the nicest things about exchanging is that your exchange partner can usually provide an extensive list of recommendations in the area you’ll travel to. Your exchange partner knows the area well, so make sure you find out about their favorite restaurants, attractions and even grocery stores.

11. Food and Supplies.  Be sure to discuss use of supplies and even miscellaneous food (condiments, etc.). Are you expected to replace consumables (for example, paper towels, toilet paper, laundry detergent, etc.).  Many homes have a pantry for convenience — what’s the policy on use and replacement?

Use and restocking responsibility:

12. Telephone and Long Distance.  Is a telephone provided? What is the policy for long-distance charges? If you’ll be using your cell phone during your visit, you may want to inquire about cell phone coverage in the area as well.

Telephone (land-line) provided:
[ ] yes
[ ] no

Long distance policy:

13. Community Areas? Some exchange properties may have access to community pools, fitness rooms or beaches. Be sure to discuss if you are allowed to use these areas as guests and what the access method and policy is. Is there a gate key or code?

14. Emergency Contacts. Where is the nearest hospital? How do you call emergency services? How do you reach your exchange partner by phone?

In an emergency, call:
Our phone number:
Our cell number:

General Recommendations:

It’s a good idea to compile a “home book” for your home. This notebook will contain most of the information discussed above and might even include appliance and other manuals/instructions for running the house. While you’re at it, stop by a local visitor information center and pick up brochures and maps for your area and leave these in the notebook for your guests. Be sure to leave emergency contact information in the notebook: doctor, hospital,and appliance repair contacts.

Leave a guest book in your home so that your guests can leave their comments. You’ll learn about new restaurants and have comments from previous guests that you can scan/copy and provide to future guests/exchangers as references.

Preventing Fraud. This is our attorney speaking, but it’s good information nonetheless:

In the process of discussing your exchange, you’ll get to know the other member through emails and/or phone calls. To supplement your written and/or spoken conversations, we recommend that you check references provided and if possible, verify property ownership through the internet and/or phone calls to resort management. Your exchange partner should be happy to provide the information necessary for you to feel comfortable with the exchange; if they are unwilling or unable to supply enough information for you to feel comfortable, then you may want to reconsider the transaction.