General Rental Information
The following information will assist you in making your reservation and provide valuable information about your stay. We recommend that you make a copy of this page and bring it with you on your vacation.
Our portfolio includes a vast array of Hatteras Island’s finest vacation homes. You’ll find our homes’ decor, furnishings and amenities reflect the owners’ personal taste. Play house while the host’s away, but remember you are an invited guest. Enjoy yourself, but please don’t leave any unpleasant memories of your stay for others. Basic equipment provided with every home includes standard large and small appliances in the kitchen, telephone, washer/dryer, hot/cold outside shower, fish cleaning station, grill, stereo and at least two color TVs. All homes have central air-conditioning and heat. In lieu of the traditional thank you after your stay, our hosts have requested that you complete the guest survey email.
POOL HEAT OPTIONAL
If you are looking for a great Hatteras Realty home with a private pool for your next vacation, one of the key decisions you will make is whether or not to opt for pool heat. The new option for pool heat allows you the flexibility to only pay for the services you need. There are a few homes that have solar heated pools which will be provided at no additional charge.
Pool heat will be optional at a cost of $400 per week.
Some pool heat rates and/or dates may vary by property. These exceptions will be noted in the brochure and on the website as a bulleted item. Homes that offer pool heat as an add-on are noted with a red, heated pool icon. Pools which do not offer pool heat will have a blue pool icon and community pools will have a green pool icon.
Heated pools will be available from April 18th through October 23rd. Unheated pools and solar heated pools will be available from May 2nd through October 9th.
NO ADMINISTRATIVE FEE, NO SECURITY DEPOSIT OR WAIVER
We have listened to our guests on home pricing and the need for simplification. You will find no additional fees other than taxes. To enhance your vacation there are always the optional services such as travel insurance, pets, linens or early check-ins.
Rental costs are the ADVERTISED RENTAL RATE, PLUS TAX, NO ADDITIONAL MANDATORY FEES.
For information on how damage to homes will be handled in the future, please see the "Accidental Damage" information section.
Browse through the website and rental brochure and choose at least 3 homes that will suit your party’s needs. NC State and County health regulations require homes on septic systems be limited to two occupants per bedroom. Bedding is listed only to accommodate flexibility in sleeping arrangements and not to represent occupancy. Once you have made your choices, you may view, check availability and then reserve your house online through our website! If you prefer to make your reservation by telephone, please call us during regular office hours on our reservation HOTLINE (800-428-8372) to confirm the availability of your selections and to secure a tentative reservation. In addition you may fax us (866-896-8667) or email (firstname.lastname@example.org) your reservation requests. We will research the availability and either call, fax or email a reply. Partial week reservations cannot be booked online. See the section on PARTIAL WEEKS for additional information.
Designate one person in your party to be responsible for all payments and correspondence regarding your reservation. After you reserve the property, we will send you an email confirming your reservation and provide instructions on how to log into our secure GuestWeb.
From GuestWeb you can sign your lease agreement electronically, make a credit card payment or print a payment coupon to send in with a check, and view your payment history. You’ll need to return a signed copy of your lease, via GuestWeb or snail mail, along with an advance rent payment of one half the gross rent, and trip insurance (if selected) within 10 days of the lease date.
The signed lease and advanced rent payment must be returned to us within the allotted time or the reservation will be automatically canceled without notice. Please read the package carefully. An explanation of the charges accompanying your rental fee is included: 6.75% NC sales tax, 6% lodging tax (subject to change), and optional special charges.
When making your remittance, please be sure the name that the reservation is booked under can be found on your check or money order along with the reservation number, house name and dates of stay.
Each home is equipped for basic housekeeping. Kitchens are stocked with cookware and dinnerware. Beds have mattress pads, bedspreads/blankets and pillows. We will supply you with some starter items: a roll of toilet paper in each bathroom, a roll of paper towels and 2 kitchen trash bags. You’ll need to bring all additional paper products, soaps, staples, personal items and linens. Or, linens (see “LINEN RENTALS”) may be rented from Hatteras Realty. Note that some houses provide linens and bed making. Check house description for specifics.
Our homes are cleaned after every guest stay. Please call our housekeeping department if the home is not cleaned to your satisfaction upon check-in. We can correct the situation right away. We offer a mid-week spruce up if you wish. The rates start at $75 plus tax.
Final payment must be made no later than 30 days prior to your arrival. If the balance is not received by this time we will treat the reservation as a cancellation and make reasonable efforts to re-rent the home to minimize your loss (see CANCELLATIONS).
We will send you an email reminder 30 days before your final payment must be made. Checks should be made payable to HATTERAS REALTY INC. Payments made after this 30 day deadline (subject to our right to cancel the reservations provided above) are subject to a $15 late fee and must be made by either a cashier’s check, certified check or money order. Please give us a call to reconfirm your reservation and let us know your money is in the mail to avoid cancellation.
NO PERSONAL CHECKS WILL BE ACCEPTED AFTER THIS 30 DAY DEADLINE.
CANADIAN RESERVATION PAYMENTS MUST BE MADE IN U.S. FUNDS BY MONEY ORDER OR BY CASHIERS CHECK PAYABLE ON A U.S. BANK. NO CANADIAN CHECKS WILL BE ACCEPTED.
We offer 3 night minimum, partial week rentals on most homes in the Off Season. We can take your reservation 2 weeks before your scheduled arrival date. Some homes offer partial weeks stays during the Mid, In and Prime Season, but can only be booked 1 week before the date of arrival. Some homes do offer partial stays that can be booked well in advance of arrival. You must call our office for pricing and availability and to book a partial stay.
The prices quoted in this brochure and on our website are based on payments sent to us by mail or paid to us in person. Hatteras Realty uses a third party credit card processor (Vacation Rent Payment) for credit cards (VISA, MasterCard, Discover). There is a convenience fee charged by them for each transaction. Please contact the Reservations Department for instructions at 800-428-8372.
Reservations made less than 30 days prior to actual check-in require full payment within 48 hours of booking the reservation via credit card, cashiers/certified check or money order mailed overnight to Hatteras Realty. We cannot accept personal checks at check-in.
Please express mail all rental payments to Hatteras Realty, PO Box 249, Avon, NC 27915.
Air couriers (FedEx, UPS, DHL) will need our street address: 41156 Hwy 12, Avon, NC 27915.
Leaseholder is responsible for damage caused by leaseholder, leaseholder’s invitees and/or damage by pet(s). The house should be left broom clean and damage free. It is the leaseholder’s responsibility to report any damage in the property, either accidental or incidental. After guest departure a Hatteras Realty inspector will carefully inspect each cottage to ensure that it is left clean and free of damage.
A Security Deposit may be required at Agent’s discretion. If a security deposit is required, the amount varies by property. If required, leaseholder will receive an addendum to their lease with the terms of the security deposit. If required, the security deposit must be paid in your final payment and by check (no credit cards, please). If the home is left damage-free, the security deposit will be returned 45 days from check-out. You will be notified by mail of any itemized damage charges and the total will be deducted from your security deposit.
We offer Trip Interruption Insurance covering financial losses you may incur because of unforeseen circumstances, illness and injuries—it even includes coverage for mandatory hurricane evacuations (see actual policy for specific details).
The cost of Trip Interruption Insurance is indicated on your rental lease and is due with your advance payment. For details, please read the brochure outlining the benefits, exclusions and limitations. You should call the toll free number on the brochure for any questions about coverage.
We highly recommend this coverage to protect your vacation investment. Hatteras Realty and the homeowners we represent are not responsible to refund monies paid in the event of mandatory evacuation, in accordance with the NC Vacation Rental Act. (Please see “REPAIRS, BAD WEATHER & REFUNDS”.) Hatteras Realty is licensed by the NC Insurance Commission to offer this insurance and is compensated by the underwriter.
In the event that you must cancel your reservation, notify us as soon as possible in writing. We will make reasonable effort to re-rent the property. If we re-rent your cottage, all monies (less a $150 cancellation fee, trip insurance premium, and less any discount offered to secure a re-booking) will be returned within 30 days after we have received the re-booking advance rent payment from the new tenant. If we are unable to re-rent the property, the full rent payment will be forfeited. If you need to change your vacation dates, then at least 30 days or more prior to check-in, your dates may be switched to a week of equal value or rent can be applied towards a week of greater rental value within the same property/same year, subject to a transfer fee of $90 plus tax. Please contact our office for policy on switching from a higher season rate to lower season rate.
HATTERAS REALTY will make every effort to make this your most enjoyable vacation ever. Refunds cannot be made due to inclement weather, sickness, death or mechanical failure of equipment. Any necessary repairs will be made as reasonably as possible. One of the small trials of living on a barrier island is that we are often forced to wait for parts and repairs beyond what would appear routine at your home. However, the earlier you report a problem, the sooner we can make it disappear.
After several years of weathering hurricanes and the associated refunds, our homeowners have asked us for hurricane relief, and we agree, it’s time to share the weather burden. We can no longer offer refunds in the event of a hurricane evacuation. Fortunately, trip insurance is an affordable, viable alternative. Please select the vacation insurance option detailed on your lease (see “Vacation Interruption Insurance”) and protect your vacation investment.
Our goal is to check all of our guests in as early as possible. However most check-ins take place between 4 PM and 6 PM Saturday and 3 PM and 5 PM Friday and Sunday. Plan your arrival accordingly. At check-in you will receive two sets of keys and directions to the rental property. Houses which provide linens will have them delivered in plastic bins to the lowest level entry.
If your home is not ready when you arrive, you may relax at our Club Hatteras facility (from Mid - May to Mid - October). During the In and Prime seasons, if you are certain you will arrive after 6 PM and if you notify us by email a minimum of 4 days prior to your arrival, you will be offered a coupon for a free pizza, or other similar gift certificate. This will enable us to prioritize our cleaning schedule.
If arriving after hours and paid in full, call the office and we will make arrangements for you to pick up your check in packet and directions. If your cottage is located in the village of Hatteras, you will check-in at the Hatteras office located at 57204 Atlantic View Dr. If your cottage is located in one of the villages of Rodanthe, Waves or Salvo, you will check-in at our Waves office located at 25438 NC Hwy 12. All other check-ins will be through the Avon office.
Check-out is no later than 10 AM sharp on your date of departure. There will be a $45, per hour, late check-out fee for those who don’t comply. Guest check-out duties: take out trash, vacuum, wash and put away dishes or start dishwasher as listed on the back of your check-in packet. These tasks should be completed and home keys returned to our office. If you had rental linens delivered to your home, you will need to strip the beds and put dirty linens back into the plastic bins and our staff will pick them up. If you plan to leave earlier than the opening of the rental office, please leave the keys in the key box next to the office door or try our Express Checkout via the cottage phone and leave the keys on the kitchen counter.
A limited number of 1 PM check-ins or departures are offered for guests with special arrival / departure needs. Please mark either the “EARLY CHECK-IN” or “LATE DEPARTURE” space on your lease. The cost is $100 + tax per option during the Prime and In Seasons and $75 + tax per option during the Mid and Off Seasons. We cannot offer these services in certain homes. You will be notified if we will be unable to deliver these special services so you can plan your travel time accordingly. Please note that the home will be made available for check-in at 1PM but other services such as linen delivery may occur after the 1pm check in.
Please declare all pets prior to arrival. Some of our homes welcome your four-legged family member (one per house). An additional nonrefundable minimum charge of $90 plus tax per pet or as specified on your lease is required. TENANTS WILL BE SUBJECT TO EVICTION WITHOUT REFUND IF PETS ARE FOUND ON THE PREMISES OF ANY HOME NOT ALLOWING PETS. We make every effort, but cannot guarantee that homes that don’t allow pets have never had a pet in them.
For more information about pet friendly vacations on Hatteras Island visit our Pet Friendly page.
NC State and County health regulations require homes on septic systems be limited to two occupants per bedroom. Bedding is listed only to accommodate flexibility in sleeping arrangements and not to represent occupancy. As agents, we are authorized by our owners to rent to family groups only. No sororities, fraternities or other such non-family groups are permitted. No subletting allowed. The Leaseholder must be at least 25 years of age. The Leaseholder is responsible for payment, deposits, damages or other responsibilities as detailed in the lease.
The Agent shall place the advanced rental payments in an interest-bearing trust account with PNC Bank with accrued interest payable to the Agent. Advance rental payments are disbursed to the owners on a monthly basis. While we attempt to ensure that information in this brochure is accurate and complete, we are not responsible for possible typographical errors or changes made by homeowners in furnishings, equipment, bed arrangements, or rates after the date of publication of this brochure.
Advance reservations will be accepted for 2016. If the home you desire to rent is available, we require an advance rental reservation fee of $30 plus tax. You have 14 days to confirm your reservation. This advance rental reservation fee is nonrefundable. 2015 guests have priority for the same cottage /same week(s) in 2016. However, you must book by the close of business the first Tuesday of your stay. Please contact our office for further details.
Although many of our homes provide linens, some do not. Please make LINEN RESERVATIONS AT LEAST 30 DAYS PRIOR TO YOUR ARRIVAL. Supplies are limited. Whole house Linen Packages may be rented (sheets for all beds, towels & washcloths for the occupancy of the home and dish towels and pot holders) and pricing will be on your initial lease. Partial linen orders are also accepted (mark your lease with the number and type of linens needed) and you will be billed on your Confirmation. Partial linen rentals must be picked up and returned to the office. Linen packages will be delivered to and picked up from the house. Prices quoted are a one-time per stay charge.
PRICES ON PARTIAL LINEN ORDERS:
ALL SIZES OF SHEETS (per set*) $16.00
PILLOW CASE (each) $ 2.50
BATH TOWEL SET (per set**) $12.00
BATH MAT/HANDTOWEL SET (per set***) $ 5.00
BED MAKING (per bed) $5.00
*Set = 2 sheets + 2 pillowcases
**Set = 2 Towel + 2 washcloth
***Set = 1 bath mat + 1 hand towel
Prices quoted are a one time per stay charge.
Owners graciously furnish telephones for your convenience. Please don’t abuse this privilege by charging long distance calls to your host’s phone. Any long distance calls should be charged to your calling card or made collect. If a toll or any other unauthorized charges appear on the owner’s phone bill for the dates you were in the property, the amount of the calls and a $20 service fee will be billed to your account.
We offer unlimited VoIP Long Distance service on a per reservation basis for a rate of $25.00/ week + tax. You can mark your lease or sign up on arrival. This service covers calls in the US, Canada, Mexico and 30+ other countries.
While we have attempted to provide accurate and complete information in both our brochure and on our website, Hatteras Realty is not responsible for printing errors, omissions, equipment failure, owners changing their listings, or views offered after printing.
Most of our homes prohibit smoking unless otherwise noted in the homes amenities. Please respect the wishes of our owners and guests and DO NOT smoke in homes that do not list the home as allowing smoking. Smoking permitted homes will have a bullet noting they allow this at the property. You can search for homes online by this criteria.
ALL FIREWORKS ARE ILLEGAL ON HATTERAS ISLAND. Use of illegal fireworks at a rental cottage is grounds for eviction. Fireworks are not permitted on the property. The lessee will be held responsible for any damage to any rental home caused by fireworks.
There are ramps to access the National Seashore by vehicle. Only licensed vehicles are allowed on the beach. ATV’s, dirt bikes, dune buggies, etc. are not allowed. The launching or operation of jet skis or personal watercraft within 150 yards of the Park Service shoreline is prohibited. www.nps.gov/caha/faqs.htm
All vehicles are required to obtain an ORV permit to drive on the beach. There are 2 types of permits: 7 day/ $50 permits and annual/ $120 permits. http://tbf.me/a/CU0M3B Hatteras Island permits are sold at the Cape Hatteras Lighthouse. You are required to fill out a permit form, watch a 7 minute video, sign the permit to acknowledge that you understand and agree to the guidelines and pay the permit fee. You must have your driver’s license and vehicle registration. For more information, see the FAQ posted at: www.nps.gov.
Construction is taking place on the Outer Banks. We cannot be responsible for homes that may be under construction next to or near the home you rent. New construction may also alter the views from homes. Please realize that this is a situation that changes quickly, of which we are often not aware and is beyond our control. Refunds or substitutions will not be made.
Most homes have locked owner’s closets or cupboards for the owners’ personal items. Please respect them. These are not intended for guest use.
Motor homes may not be plugged into electrical outlets at the houses, connected to septic systems or used for accommodations. Some subdivision covenants prohibit parking motor homes on the property.
Elevators are provided in many of our homes. Please follow all safety instructions posted. Children are not allowed to ride or operate the elevator unattended due to the risk of serious injury or death. Elevator doors should remain closed at all times, except when entering and exiting.
Fireplaces are available from October 1st to May 1st. Some homes have fireplaces, but do not advertise them and do not make them available for guest use.
Rearranging furniture or taking inside furniture or electronics outside is not allowed. This may result in a charge to the leaseholder.
Be sure to gather all of your personal items. We will not be responsible for any items left in the unit. Items will be returned COD and will include a $30 fee plus postage. Lost and found items unclaimed after 30 days are turned over to charity. Please visit our Lost & Found page for more information and to download the claim form.
Weddings, reunions, and other large gatherings are only allowed in some homes and require a separate agreement. Special pricing and security deposits may be required. Please call and make arrangements with our event coordinator or email email@example.com.
The NC Division of Marine Fisheries now requires a NC Coast Recreational Fishing License for persons 16 years or older. You can purchase an Annual License or a 10-day License online or at a local tackle shop. There are different prices for NC Residents and Nonresidents. For more information visit: ncwildlife.org. For more information visit the NC Division of Marine Fisheries website.
ALL OF OUR HOMES OFFER WIFI. Many of our homes are now offering a variety of Internet/computer options. Review the homes descriptions to find out everything that the home provides. All of these services are provided by outside vendors, therefore Internet access cannot be guaranteed. Free WiFi for guest use is also available at each of our 3 Hatteras Realty offices.
Planning an event and want your guests staying close by? We have created a list of group homes and neighboring homes to make planning your vacation easier. Find a vacation home in the same area as your friends or rent neighboring houses for larger families. Whatever your group needs may be, find the perfect homes via our Group Homes list.
Many of our homes feature private pools, (some heated) and hot tubs for your vacation enjoyment. Pools and hot tubs are chemically serviced and cleaned regularly. It is the guests’ responsibility for the supervision and appropriate use of these amenities. Each pool and hot tub has rules posted. If you cannot find these rules posted, please contact our maintenance office and they will provide you with them.
PRIVATE POOLS are available for guest use for weeks including April 18 to October 23 for heated pools and May 2 to October 9 for unheated pools. Pools are chemically treated and serviced on your arrival day. There will be a mid-week chemical check. Charges will apply for any additional cleaning that is required due to guest damage, negligence or abuse.
Not all pools are heated. If you wish to have pool heat there will be an additional charge of $400 unless noted otherwise in the property bullets. Various methods are used to heat pools. Thermostats are set at 80 degrees Fahrenheit but this temperature is not guaranteed. Each of these methods has limitations and heat may be unavailable without notice. Tampering with thermostats or equipment will result in an additional charge to the guest.
If your home is pet friendly, please DO NOT let your pet swim in the pool. We have found that the pools require additional cleaning of the filtration system. If this happens, you will be assessed the cost of the additional cleaning.
Many locations have community pools (some heated). Hatteras Realty has no control over the availability of these facilities for guest use.
HOT TUBS are available year round unless otherwise indicated in the property description. Hot tubs are serviced on the day of your arrival. For multi-week rentals, the tub will be serviced once per week for each week of your stay. If you request additional cleaning there will be a $45 charge for this service.
Hot tubs can be dangerous for children, pregnant women, and other people requiring medical attention or with sensitive skin conditions. Please take special care with hot tub covers as they are only styrofoam with a vinyl cover and can break easily. They are not intended to be used for sitting or walking upon.
Guests are not allowed to rent hot tubs or soft tubs for homes not already equipped with them, due to possible electrical or structural problems that could arise.
Baby Equipped - Home provides at least a porta-crib or Pack-N-Play & hi-chair. Full sized cribs, if available, will be listed as such.
Beach Access - Public beach boardwalk or sand path.
Canalfront - Lot is located on the west side of Hwy 12 and is situated on a canal or channel that leads to the sound.
Captain’s Bed (Capt’s) - Bunk bed with a single mattress on top, double mattress on bottom & a single pullout trundle bed underneath.
Community Pool - Many homes are located in subdivisions that have community pools. Hatteras Realty has no control over the availability of these facilities for guest use.
CTV - Cable Television.
Elevator - Home is equipped with an elevator for easy access; not all elevators go to all floors in the homes
GuestWeb - Online access to your reservation. Through this application you can sign your lease, make payments, and view your payment history.
Handicapped Friendly - Home is equipped with a minimum of an all-floor elevator and 1 handicapped friendly full bath. Please note that these homes may not meet ADA requirements for accessibility.
Hot Tub - Tub with jets: Located in a common area such as a deck or sun room; Has constant filtration system, requires chemical treatment & is kept at a temperature between 98 and 104 degrees; Not drained after each use.
Jacuzzi / Whirlpool Tub - Bathtub with jets.
Kinnakeet Shores - Guests in the home have access to the Kinnakeet Shores soundside pool and tennis facilities.
Klub Koru - Home provides passes to the Spa Koru facility during your stay. Passes can be used for the fitness center or for classes.
Koru Gold - All the benefits of Klub Koru PLUS complete access to the Oceanfront Beach Klub with pool and facilities.
Lakeside - The lot is located on the west side of Hwy 12 and is positioned on a small lake or pond.
Linens Provided - Sheets (1 set per bed) & towels (1 bath towel & wash cloth per person based on occupancy), 1 bath mat per full bathroom, 1 hand towel per bathroom, 2 kitchen towels and 2 pot holders. Linens are not provided for sleeper sofas.
Master Suite - Bedroom with direct access to a private/semi-private bath.
Netflix- Watch movies instantly through one of the home’s TV or gaming devices. Details in the house amenity list.
Oceanfront - There are no other lots between them & the ocean. Many oceanfront lots are protected by a single or double dune line between the lot & the water’s edge. Not all oceanfront homes have ocean views.
Oceanside - This includes all lots located between the Oceanview homes and Highway 12 or those that are 3 or more lots back from the Oceanfront.
Oceanview - The lot is located one lot back from an oceanfront lot. Not all Oceanview homes have ocean views and may be located on either side of Hwy 12.
Pet Friendly - Home allows pets and includes a non-refundable fee ($90 + tax unless noted otherwise).
Private Pool - Home provides a private pool on premise. Some are heated (see bullets). Available for guest use for weeks including Aprril 26 through October 31.
Pyramid Bed (Pyr) - Bunk bed with a single mattress on top & a double mattress on the bottom.
QSS - Queen sofa sleeper.
Recycling – All homes provide curbside recyling. Blue cans for mixed items and green bins for glass. Follow instructions in the cottage “White Book” for what can be recycled and pick up days.
Semi-Soundfront - The lot is located on the West side of Hwy 12 and has direct sound access. These homes may sit back from the sound one or more lots.
Soundfront - The lot is on the west side of Hwy 12 with no other lots between it and the sound. Distance, views and access may vary from house to house.
Soundside - Home sits on the West side of Hwy 12 & provides no direct access to the sound or ocean. Public access to the sound and ocean are available.
Trundle Bed - Single mattress that is stored under another bed & can be pulled out when needed.
Wireless Internet - All of our homes provide wifi; an Internet modem and wireless router to access the Internet. Wireless Internet should be available throughout most of the house, however some areas may receive a weaker signal.
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