Owner Terms & Conditions

The Summary

• Property owners — or their legally authorised representatives — may list their properties for rent through City Retreat (CR).
• CR handles everything: tenant acquisition, tenancy agreements, rent collection, check-in/check-out, cleaning, maintenance, and ongoing property management.
• CR charges a commission of up to 20% of monthly rental income once a tenant is placed. No tenant, no fee.
• CR collects a deposit from the tenant to cover potential damages.

Service Management Agreement

By listing a property with City Retreat, the owner (or their authorised representative) enters into a Service Management Agreement with City Retreat B.V., Haarlemmerweg 331–333 (A), 1051 LH Amsterdam, KvK: 86852760 (hereinafter CR).

1. The Properties

1.1 The Owner guarantees that they are entitled to rent out any listed properties to third parties.

1.2 CR will assess each property to determine whether it qualifies as a serviced apartment. If so, CR will provide a rental valuation and estimated annual revenue, based on property size, rooms, and condition, and will suggest any improvements needed. Owners can view our apartment standards here.

2. The Rental Process

2.1 Rental Valuation
CR will assess each property and, where it qualifies, provide a rental valuation and estimated annual revenue based on size, condition, and comparable evidence.

2.2 Tenant Acquisition
CR is responsible for identifying suitable tenants. The Owner retains the right to approve or reject any candidate.

2.3 Tenant Approval
The Owner will be provided with full details before approval, including rental duration, rate, employment status, and tenant profile (e.g. smoking habits, pets).

2.4 Tenancy Agreement
Upon Owner approval, CR is authorised to conclude a tenancy agreement compliant with applicable Dutch rental law. A copy of our standard 2025 Tenancy Agreement is available here.

2.5 Cancellation Fee
CR will collect the first month's rent as a non-refundable payment to the Owner if the tenant terminates the Tenancy Agreement more than 48 hours after signing and at least one month before the commencement date.

2.6 Rent Collection
CR transfers all rental payments to the Owner on the 1st of each calendar month.

2.7 Tenancy Termination
Tenants may terminate the Tenancy Agreement with one calendar month's notice.

3. Management Services

3.1 Rental Payment Guarantee
CR collects rental payments from tenants and forwards them to the Owner on the 1st of each calendar month.

3.2 Tenant Obligations
CR will inform tenants of their responsibilities under the Tenancy Agreement.

3.3 Inventory & Condition Reports
CR will compile comprehensive check-in and check-out reports with photographic evidence of the property, contents, and condition. These will be signed by the tenant and shared with all parties.

3.4 Operational Responsibilities
CR assumes full responsibility for operating the property as a serviced apartment. A full list of CR's responsibilities is available here.

3.5 Housekeeping Services
CR provides fresh linen, towels, laundry, and cleaning services during and after each tenancy.

3.6 Client Assistance
CR is the primary point of contact for tenants throughout their stay.

3.7 Maintenance & Repairs
CR covers maintenance costs up to €300 for initial visits. Any costs beyond this will be communicated to the Owner for approval before work proceeds.

3.8 Emergency Repairs
For urgent issues (e.g. leaks or heating failure), CR is authorised to carry out necessary repairs at market cost without prior Owner approval, to prevent further damage. These costs are at the Owner's expense.

3.9 Property Inspections
CR conducts regular property inspections and reports findings to the Owner.

3.10 Safety Compliance
CR will ensure gas safety compliance by arranging annual servicing at the Owner's expense.

4. Power of Attorney

4.1 Tenancy Agreement
The Owner grants CR an exclusive power of attorney (volmacht, art. 3:60 DCC) to conclude a Tenancy Agreement on the Owner's behalf, subject to Owner approval of the tenant.

4.2 Payment Enforcement
The Owner grants CR an exclusive power of attorney to take all necessary legal measures to enforce payment under the Tenancy Agreement.

4.3 Maintenance & Emergency Repairs
The Owner grants CR an exclusive power of attorney to carry out maintenance and emergency repairs as described in articles 3.7 and 3.8.

5. Fees

5.1 No Tenant, No Fee
CR charges no fees in the absence of a placed tenant.

5.2 Service Fee
Upon tenant approval, CR deducts up to 20% of total monthly revenue as a service fee, covering tenant acquisition and all management services described in this agreement.

5.3 Timely Payments
CR guarantees rental payments to the Owner on the 1st of each calendar month.

5.4 Renewals & Extensions
CR's fee continues to apply for any renewal or extension of the Tenancy Agreement unless otherwise agreed in writing.

5.5 Payment Mechanics
CR transfers the agreed rent to the Owner and retains its service fee (up to 20%) directly.

6. Accuracy of Information

6.1 The Owner guarantees the accuracy and completeness of all information provided to CR regarding the property.

7. Tenant Referencing

7.1 All tenants must provide valid photo identification and sign the Tenancy Agreement. Corporate tenants may not require credit referencing but will undergo appropriate background checks.

8. Tenancy Agreement & Deposit

8.1 Upon Owner approval of a candidate, CR will enter into a Tenancy Agreement reflecting the agreed terms and compliant with Dutch rental law.

8.2 CR will collect a security deposit from the tenant in accordance with Dutch law and the terms of the Tenancy Agreement, to cover potential damages, unpaid rent, or dilapidations.

9. Owner's Responsibilities

9.1 Property Handover
The Owner will ensure the property meets the condition, facilities, and standards set out in Appendix 1 before handover.

9.2 Rental Restrictions
The Owner confirms there are no restrictions on letting the property, and where applicable, that VvE permission and all required permits have been obtained.

9.3 Safety Alarms
The Owner ensures that functioning smoke and carbon monoxide detectors are installed.

9.4 Insurance
The Owner will notify their insurer of the property's rental status where required.

9.5 Fire Safety
The Owner ensures all furniture meets applicable fire safety standards.

9.6 Electrical Safety
The Owner is responsible for the safety of all electrical systems, appliances, and wiring.

10. Termination

10.1 Pre-Tenancy
Either party may terminate this agreement with immediate effect before a Tenancy Agreement has been concluded.

10.2 Post-Tenancy
Once a Tenancy Agreement is in place, this agreement runs for its duration. If early termination is required, CR will endeavour to facilitate this by mutual agreement with the tenant, subject to Dutch rental law.

11. Liability & Indemnification

11.1 CR's liability is limited to direct damages and shall not exceed the total service fees received in the preceding 12 months, except in the case of non-payment by the tenant, for which CR guarantees timely rental payments to the Owner.

11.2 The Owner agrees to indemnify CR against all claims, costs, and damages arising from the Owner's breach of this agreement or any misrepresentation.

11.3 CR accepts no responsibility for claims, costs, or rent reductions resulting from the tenant invoking Dutch rent control regulations (Huurprijsbescherming). The Owner is solely responsible for ensuring compliance with applicable rent control laws.

12. Dispute Resolution

12.1 Governing Law
This agreement is governed by Dutch law.

12.2 Disputes
Any disputes will first be addressed through negotiation. If unresolved, disputes shall be submitted to the District Court of Amsterdam.

13. Amendments

13.1 Any amendments to this agreement must be made in writing and signed by both parties.

14. Entire Agreement

14.1 This agreement constitutes the entire agreement between CR and the Owner and supersedes all prior discussions, understandings, or agreements, whether oral or written.

Appendix 1: Property Handover Requirements

For new properties only. CR may be able to assist with the requirements below, which may come at a cost.

Your apartment must be fully furnished so that tenants can move in with nothing but a suitcase. Personal items such as clothing, photos, valuable artwork, and private devices should be removed and stored. In addition, the property must include:

• Three sets of keys, plus one additional key per bedroom above one (e.g. 2 bedrooms = 4 keys)
• High-speed Wi-Fi throughout, with a dedicated connection and no usage limitations. Wi-Fi must be active before onboarding. A mesh network is recommended for multi-level or multi-bedroom properties.
• Full kitchen equipment: utensils, cookware, cutlery, coffee machine, kettle, and toaster
• 200cm × 200cm duvets (to fit CR linen) and four pillows per bed
• Wardrobe or suitable storage with clothes hangers in each bedroom
• Hairdryer, clothes airer, iron and ironing board, bath towels, and hand towels
• A table, chair, and nearby power socket suitable for working from the property
• Furnished lounge with comfortable seating and a suitable TV
• Full cleaning equipment including vacuum, mop, and bucket
• Access to a washing machine in the apartment or within the same building
• All appliances, built-in features, furniture, doors, and windows in good working order
• All electrical connections, switches, and bulbs in working order
• Curtains or blinds on all bedroom windows
• Property finished to a high standard with no outstanding maintenance issues
• Property delivered clean. City Retreat covers all cleaning costs before, during, and after each tenancy.