Rental Policies
Office Hours
February 16th - November 14th: Monday - Saturday 9:00 am to 5:00 pm
(During Peak Season only, our office is open on Saturdays until 6:00pm)
November 15th - February 15th: Monday - Saturday 10:00 am to 4:00 pm
Should you require assistance outside of our normal operating hours, we do have an After Hours Emergency Phone. Please reference your check in email or text message for this phone number.
Making a Reservation
You must be 25 years of age or older to reserve one of our Vacation Rentals. Reservations can be made in many ways:
In person--Visit our office at 14223 NC Hwy 50, Suite B in Surf City during normal business hours and our reservation staff will be glad to assist you.
By phone--Simply call either our toll-free number at 1-800-TOPSAIL or (910) 329-9800 and our reservation staff will be glad to assist you.
By internet--Visit our website at: www.AccessTheBeach.com, follow the instructions to view our selection of rental properties, check their availability for your vacation and make your reservation.
By e-mail--Inquiries and requests for reservations may be sent to: info@accessthebeach.com. We will promptly review your request.
While reservations can be made completely online, many of our guests have questions or simply prefer a more personal touch. They visit the website to view the various properties available, their amenities and rental rates, and narrow down their choices before calling our knowledgeable reservation staff to finalize the reservation.
Our staff is available to answer any questions and assist you in finding the best property for your Topsail vacation.
PLEASE NOTE: Access Realty is not responsible for any additional fees charged by 3rd party sites such as Homeaway.com or VRBO. These sites charge their own separate service fee for booking your reservation through their site.
Initial Payment
Upon receiving your reservation, a Vacation Rental Agreement (VRA) and letter of confirmation will be sent to you. Upon agreeing to these terms, we require an initial payment using a Debit Card, Credit Card (Visa or Master Card), e-Check (if more than 14 days prior to check-in), or check or money order within 10 days of receiving your paperwork. The balance due is required 30 days prior to your Check-In date.
If your Check-In date is less than 30 days, full payment is required at the time of reservation. Please note: we cannot accept personal checks as payment after the 30-day deadline or e-Checks less than 14 days prior to check-in.
Vacation Rental Agreements must be reviewed, signed, and returned to our office with the initial rental payment within ten (10) business days.
Our mailing address for rental payments is:
14223 NC Hwy 50, Suite B
Surf City, NC 28445
Initial Payments must include at least 50 percent of the rental rate, the Reservation Fee (to cover administrative costs), the "Travel Insurance" payment (if you elect to purchase), and the "Security Deposit Alternative" payment (if you elect to purchase "Security Deposit Alternative" in lieu of the traditional required Security Deposit). Acceptable forms of payment are Debit Card, Credit Card (Visa and MasterCard), personal check (if more than 30 days prior to check-in), e-Check (if more than 14 days prior to check-in), Certified Funds (if less than 14 days prior to check-in), and cash. All payments made by phone/internet will incur a 2.75-3% convenience fee or a $5 per e-Check fee.
Final Payment
After receipt of your initial payment and the signed Vacation Rental Agreement, we will send you a receipt, which serves as the confirmation of your reservation. The remaining balance and due date for final payment will be indicated on your Reservation Confirmation. Your final payment will consist of the remaining amount owed for the rental rate, the required Security Deposit (if "Security Deposit Alternative" is declined), Sales and Occupancy tax, and any other pre-arranged rental charges (such as linens, pet deposit, early check-in, etc.). We must receive the entire balance no later than 30 days prior to your arrival date in order to retain your reservation. If your reservation is made within 30 days of your arrival, your entire rental amount must be paid in full at the time of reservation and prior to your arrival and check-in.
Please note: We cannot accept personal checks or e-Checks as payment after the 30-day deadline.
Travel Protection Insurance
Travel Protection Insurance is offered to every guest and is automatically included when you make your reservation. The cost of this optional insurance is 6.5% of the rental rate. If you decide to decline this coverage, please initial appropriately on your Reservation Confirmation. If you decline Travel Protection Insurance, Access Realty is under no obligation to refund any monies in the event of cancellation, unless we are able to re-rent the property.
Should you decide to purchase this insurance, you must pay the premium with your initial payment.
This coverage protects your vacation investment against mandatory evacuations for hurricanes and other unforeseen circumstances that could cause a cancellation or interruption of your vacation. If you would like a copy of the brochure providing more information on this policy, please contact our office or click to view our Travel Insurance page.
This coverage is made available through cooperation with CSA Travel Protection and Insurance Services and Generali Global Assistance & Insurance Services. More specific coverage details can be obtained by contacting their office directly at (800) 554-9839.
Security Deposit
A Security Deposit will be charged on all vacation properties for which the guest has not purchased "Security Deposit Alternative" in order to ensure compliance with the Vacation Rental Agreement. Please report any damages to your accommodations within 24 hours of your check-in by calling our office or the Rentals After Hours Emergency number provided at check-in.
You are responsible for any accommodation damages that occur as a result of your occupancy, other than normal wear and tear. Access Realty will not be liable for any damages to rental property or furnishings, nor for injuries resulting from any accident that may occur in or on the premises during guest occupancy. Please report any mishaps that occur during your stay as soon as practical to allow for necessary repairs to be made prior to the next arrival.
According to the Tenant Security Deposit Act, guests' Security Deposit will be charged only for any damages to the owner's house or grounds (other than normal wear and tear) or any additional cleaning charges. If damages are incurred over and above the amount of the Security Deposit, Access Realty shall be entitled to collect from the guest any additional monies to cover damages including all legal action fees. The Security Deposit is to be paid as part of the final payment. Security deposits will be returned no later than 45 days after termination of the lease.
Security Deposit Alternative
If you would like to have your Security Deposit waived, you may purchase the "Security Deposit Alternative". This is a non-refundable fee due with your initial payment and must be paid prior to taking occupancy of the property. Under this coverage plan, you will not be held responsible for paying for accidental loss or damage to the rental property as a result of inadvertent acts up to $2,500.00. Purchasing this coverage in lieu of the traditional Security Deposit does not negate your responsibilities as a guest in the owner's home. The plan does not cover intentional acts of destruction or damage caused by pets. Any willful destruction of property or failure to perform departure duties may result in additional repair or cleaning fees. You must notify Access Realty of any damage or theft at the property during your occupancy or this plan is void.
For a full description of the plan, contact our office for a brochure. The Security Deposit Alternative fee varies by home.
Linens and Rental Equipment
Bed linens and towels are not provided in our homes unless otherwise indicated. Please confirm with your reservationist if linens are included and if not, you can choose to bring your own or rent them from us. See the list below for rental items and what to bring on your vacation:
Nightly or Extended Weekly Rentals
The rental week is Saturday to Saturday unless otherwise indicated. Rentals, other than weekly, can be negotiated by phone. During the off-season, partial weeks or monthly rentals are available.
Full week rentals have first priority, but some homes and condos offer nightly rentals (2 or 3-night minimum) during the peak season if less than 7 days prior to check-in or during the off-season. The nightly rate is the normal weekly rate divided by 6 plus the applicable cleaning fee. (If you stay 6 or more days the cost would be the normal weekly rate.) You can also extend your existing weekly rental for extra days if the home is still vacant.
Weddings and Events
Some of our homes will allow weddings or events on-site with a minimum $1,000 refundable wedding damage deposit (in leiu of the standard security deposit) and a $500 minimum non-refundable event fee. Please note that these fees may vary between properties. Contact a reservationist for more details.
Cancellation
In the unfortunate event that you have to cancel your reservation, you must do so in writing. Cancellations may be sent via email to: Cancellations@AccessTheBeach.com
Or by regular mail to:
Access Realty
14223 NC Hwy 50, Suite B
Surf City, NC 28445
Cancellations may also be sent by fax to: (910) 329-9908. While we do accept cancellations by fax and e-mail, please call our office at (910) 329-9800 to confirm receipt.
Upon receipt of a written cancellation, we will immediately put the property back on the market for rent. If we can successfully rerent the property at the same rental rate, we will refund your money less a cancellation fee (varies by property) and third party fees.
If we are unable to rerent the property, your payment will be forfeited unless you are paid in full, in which case the security deposit, if paid, will be refunded to you.
Check-In Procedures
Check-in is from 4pm to 6pm, however, not all properties will be ready exactly at 4pm. NO EARLY check-ins are permitted during the summer season (June through August). A reservationist will contact you via email and phone call as soon as your property is ready for check in.
We now offer contactless check in options and we will contact you within a week of your check in date with the instructions for your reservation.
If you are planning to arrive after hours, please call our office to make the necessary check-in arrangements.
Please have proper identification available when checking-in, as no one under the age of 25 will be allowed to accept check-in packages.
Cleaning
Upon arrival to your rental home, please notify us immediately if you are not satisfied with the cleanliness. We have a detailed cleaning and inspection program to ensure each property is properly cleaned and maintained. We will send a housekeeper to your property to address any cleaning deficiencies.
If we have not heard to the contrary within two hours of check-in, we assume that you have found your rental home in acceptable condition.
Selection and Standards of Homes
All vacation homes rented by Access Realty are furnished and decorated by the individual homeowners according to their personal tastes.
As the majority of our homes are rented sight unseen, you should do all you can to communicate your needs and expectations prior to your arrival. All of our rental homes have the complete interior, exterior and view photos available online for your inspection. Simply go to a specific rental home's page to view the entire home. If you need further information about any specific home or condo, we will do our best to assist you.
Please remember, when you enter into a Vacation Rental Agreement for a particular property, you cannot be moved to another property if you are not satisfied with your choice.
Once we receive your rental monies, you have entered into a contract with the individual homeowner. The vast majority of homeowners will not break this contract so that a guest can move to another person's home. When selecting your vacation rental home, please take the time and care to make the most educated and informed decision possible.
PLEASE NOTE: Access Realty is not responsible for any additional fees charged by 3rd party sites such as Homeaway.com or VRBO. These sites charge their own separate service fee for booking your reservation through their site.
Dogs and Service Animals
Our pet policy includes three options: Dogs Allowed with Pet Fee, No Dogs Allowed-Guests/Tenants, and Pet Free - No Animals of Any Kind Allowed. These options can be found in the amenities section of each vacation home's page. For more information on these options, visit the Dog Policy Policy page.
Many of our property owners will allow dogs and/or service animals on the premises. If you wish to bring your dog or service animal, be sure to select a property that is marked as "dogs allowed". Homeowners that allow dogs in their homes generally charge an additional non-refundable Pet Fee PER pet (2 dog maximum, price varies by home). *Please note, for Service Animals with paperwork proof only, there is no pet fee charge.* This pet fee is for the convenience of allowing dogs in the home and does not cover any damage done by your pet. The towns on Topsail Island have a mandatory "Leash Law" and "Pooper Scooper" rule stating that you must keep your dog on a leash in public places (including on the beach) and you must clean up your pet waste (many public beach accesses provide dog waste bags).
Please remember that many people are allergic to a variety of animals. It is extremely unfair to owners and future tenants to introduce a pet (or even a service animal) in a non-pet friendly home. We will do everything we can to find you a home that is set up to accommodate you and your service animal without jeopardizing the health and wellness of another guest or homeowner who may have an allergy.
If you cannot find an appropriate home that allows pets, we suggest you either kennel or leave your dog with friends or family. Information about local kennels is available by calling our office or completing a simple online search in our area.
Please do not jeopardize your vacation. Any dog found in or around a non-pet friendly property is a ground for expedited eviction, forfeiture of all monies paid, and a charge for a non-declared pet fee of double the standard pet fee rate for the particular property, or at the sole discretion of Access Realty.
Maintenance
Should repairs or maintenance be required during your vacation, every effort will be made to expedite repair.
No refunds will be made for mechanical failures of appliances and/or electronics or interruption and/or loss of utilities (including air conditioners, TVs, hot tubs, internet, elevators, pools, community amenities, etc).
Please report any inoperative and/or missing equipment to our office immediately. For routine maintenance problems during business hours, please call 1-800-TOPSAIL (800-867-7245). Should you require assistance outside of our normal operating hours, we do have an After Hours Emergency Phone. Please reference your check in email or text message for this phone number. Remember, Access Realty's authorized repairmen have the legal right to enter your rental home as required to accomplish needed repairs.
If you are receiving mail, Fed Ex or UPS during your vacation, you should have it sent to our office at:
Access Realty
14223 NC Hwy 50, Suite B
Surf City, NC 28445
Please make sure to tell the sender to put your name and rental home name on the address label. DO NOT have anything sent to your rental home or condo since there are no mailboxes available.
Maximum Occupancy
The maximum occupancy of each property is provided and should be strictly adhered to. At no time should more persons than is listed as the maximum occupancy be allowed on the premises.
Should the maximum occupancy be exceeded or a house party ensue, all tenants will be subject to expedited eviction procedures as set forth in Article 4 of the North Carolina Vacation Rental Act. (A house party is defined as occupancy by more than the stated allowable tenants and unruly or other objectionable behavior carried on inside the vacation property or on the premises).
Check-out Procedures
Check-out at the Access Realty Rental office is no later than 10 a.m. on the date of departure. No exceptions can be made during Peak Summer season! Failure to do so may result in a late checkout fee charged to your credit card on file. Please understand that it is difficult, at best, to prepare our cottages between 10 a.m. and 4 p.m. for the next guests. Your assistance in promptly leaving the cottage by 10 a.m. and completing the required Check-Out Departure Duties is imperative. Failure to complete departure duties will result in extra cleaning fees. During the off and mid seasons, we may be able to offer late Check-Out, with a fee, if there are no incoming guests. ALL KEYS MUST BE RETURNED AT THE TIME OF CHECK-OUT. Failure to return all keys to either ACCESS REALTY office will result in the Guest being charged to re-key ALL locks. Guests are to return all gate cards, pool and parking passes. An assessed fee will be charge to your credit card on file for each pass not returned at checkout. If you need to get an early start home, there is a convenient Express Check-out drop-box available at both office locations.
Departure Duties
- Wash and store all dishes, cookware, and utensils
- Remove all food from the rental
- Return furniture to original location
- Take out all trash
- Check for personal belongings
- Take linens off beds (put rented linens back in the provided bin)
- Turn off all lights
- Leave thermostat at 78 degrees (summer) and 55 degrees (winter)
- Close and lock all windows and doors
- Return all keys and passes
- Report damage or needed repairs
- Clean grill prior to departure to avoid additional cleaning charges
We are not responsible for personal items left behind. If found and return requested, a $25.00 minimum processing fee will be charged to return items. Unclaimed items are donated to charity after 30 days.
Next Year's Reservation
Access Realty strives to have you return year after year. Advance reservations will be accepted for the following year but cannot be guaranteed. (These tentative reservations assume that the homeowner will make their property available for rent the following year.) You must book your reservation with the specified non-refundable hold fee as soon as possible to avoid the risk of losing the property to another family the following year. Please contact our office for further details.
Properties for Sale
Occasionally a rental property may go on the market for sale. In such case, we reserve the right to show the property to qualified buyers. We will make every effort to schedule the showing at a convenient time and not interrupt your vacation. Your cooperation is appreciated. If your rental property is sold within 180 days of your rental departure date, your lease will be enforced. If the property is sold more than 180 days from your departure date and no longer offered for rent, we will make every effort to accommodate your needs or refund your money.
Coastline Disclosure
The property you have rented may be subject to coastal erosion and to federal, state, or local regulations that govern coastal properties including regulation of coastal protection structures (dunes, sand bags, seawalls), beach re-nourishment, and the protection of sea turtles. Additional information may be obtained by visiting the local municipality's website or Facebook page for any current or proposed projects.
Company Disclosure
All money received by Access Realty is placed in an interest bearing account with interest being paid to the Agent. The Agent may receive a percentage, commission or profit from services provided to guests. These services include, but are not limited to, Travel Protection Insurance, Security Deposit Alternative, guest rental items and guest activity packages.
Disclaimer
All information is presented as an informational piece and no misrepresentation is intended. Every effort has been made to ensure all information contained in this brochure is accurate at the time of printing. Prices and amenities are subject to change at any time. Access Realty reserves the right to substitute an equivalent property at any time without notice to the renter. Access Realty shall not be responsible for statistical or printing errors.
For additional questions, contact us at 1-800-TOPSAIL or info@accessthebeach.com
