TRADING PLACES
THE ABCs OF HOME EXCHANGE

APPENDIX
Sample Correspondence for the Home Exchange

SAMPLE INITIAL CONTACT LETTER
The person who hopes to arrange an exchange with another person after seeing that person's listing on HomeExchange.Com designs this letter for use

Dear so-and-so:
We saw your listing on HomeExchange.Com. Your desire to vacation in central California caught our eye. Your home and its location is just what we have in mind for our next R&R. My husband Steve and I would like to try and arrange a home exchange in your area for a month next fall, perhaps in September or October. We live in a town called Carpenteria, 90 miles north of Los Angeles and 11 miles south of Santa Barbara, California. Our three-bedroom condo, with a community swimming pool, Jacuzzi and gym facility, overlooks the Pacific Ocean. We noticed that you have two children, ages 12 and 14, who will be traveling with you. There are many attractions nearby to amuse them, including the Santa Barbara Zoo and the Santa Barbara Museum. If you think there's a possibility of our setting up an exchange, please contact us at your earliest convenience. We'd be happy to answer any questions you may have about our home and area.
Sincerely,
Sophia and Steve Home-Exchanger

SAMPLE FOLLOW-UP LETTER
After receiving a positive reply to your initial contact letter, you will want to follow up as soon as possible with the following correspondence.

Dear so-and-so:
Thanks for replying so quickly on the possibility of exchanging homes this coming fall. We're really impressed with the wonderful photos you sent of your home and appreciate the additional information you provided on your area. We're so glad that you're open to exchanging cars as well. In answer to your question about the weather in southern California during the month of October, it's the best time of year as far as we're concerned. The days are usually sunny (meaning no fog) and temperatures are in the 70's during the day, 40's in the evening. It's a very Mediterranean-type climate. Below is a fact sheet with basic information about our home and area, which we hope will further pique your interest in vacationing in this paradise. You seem like such a good match for us. And we're dying to see Tuscany!
We look forward to hearing from you.
Sincerely,
Sophia and Steve Home-Exchanger

SAMPLE FACT SHEET
The fact sheet is an overview of your home and its locale. It's meant to entice potential exchangers to the next step of making a deal.

My husband Steve and I have owned our three-bedroom, Spanish-style condominium for eight years. Though it was built in the mid-sixties, we totally renovated the interior when we moved in. It's located on the third (top) floor and has a magnificent view of the ocean. There's a large deck facing the water with a built in barbecue. The condo has three carpeted bedrooms, a living room with wall-to-wall carpeting, a large kitchen, a full dining room, and two- and-a-half baths. We just installed hardwood floors in the kitchen and dining areas.

Some of the most beautiful beaches in the world stretch along our coastline. There are several public golf courses in the vicinity as well as numerous day spas. Day trips to Ojai, Ventura, Santa Barbara, and even Universal Studios in Burbank are quite doable. Santa Ynez Valley (about an hour away) is becoming one of California's best areas for wine tasting. Further up the coast (about three hours away) are Hearst Castle and the seaside towns of Morro Bay and Cambria. Templeton and Paso Robles, a hop, skip and a jump from there, have a unique Western charm. Keep heading north another three hours and you'll hit San Francisco's Golden Gate Bridge. It's definitely worth a drive and at least one overnight stay.

For the kids, there are, of course, the beaches. If they enjoy hiking, there are lots of trails to explore. We have a couple of the best books on hiking in Santa Barbara County for you to peruse.

The month of October would be a perfect month for us to exchange. Steve and I are both taking sabbaticals this year -- Steve from teaching at the University of California, Santa Barbara, and me from my private practice as a psychiatrist in the Los Angeles area. This will be our first trip together in quite some time and we're looking forward to walking the hill towns of Tuscany. We have no children or pets, but one of my favorite pastimes is tending to my many pots of geraniums and sundry other plants and flowers. We hope you won't mind doing the watering.

One of our cars is a 1998 Volvo and has nearly 30,000 miles on it. It's a stick shift, in excellent condition, and it's the one we'd like to exchange. The other is a Miatta sports car, which only accommodates two people. I hope we'll be able to make an exchange of cars, too. Just something to get us to those hill towns, which we'll walk around in.

We think you'll find our condo extremely cozy and comfortable. There are three sofas to lounge in and a couple of overstuffed chairs. The beds all have down comforters for the cool evenings. There's a television in the living room with more channels than we can surf. The kitchen has a microwave and dishwasher and all the pots, pans, and utensils you'll ever need. (Cooking is my hobby.) There's also a clothes washer and dryer at your disposal. Feel free to use my golf clubs. I store them in our two-car garage along with the two bicycles you'll find there. Rentals are easily available in Carpinteria if all four of you wish to tool around.

The only thing we ask our exchangers not to do is smoke inside the house. We're rather sensitive to that. Otherwise, our casa is your casa.

Finally, we are veteran home exchangers (we've done it six times now) and we would be more than happy to provide you with references.

We eagerly await your next correspondence and in moving forward with our home exchange.
Sophia and Steve Home-Exchanger

Confirmation Letter/Agreement

Dear _______________

Well, after so many letters and telephone calls, I feel like we really know each other!  We are happy everything seems to be working out, and that we have agreed to an exchange between ___________ and __________.  We’re going to do our best to make sure you have a great stay here.

With this letter, we intend to enter into a home exchange agreement. Should any other concerns arise from this point on, please let us know at once so we can resolve them. At this time, we'd like to record everything we've agreed to so far regarding our exchange. Specifically:

Dates of Exchange:

The ___________ home will be available from _________ to __________

The ___________ home will be available from _________ to __________

We agree that the home will be clean and ready to occupy on the beginning date and that the home will be clean and vacated on the ending date.

ADDRESSES AND CONTACT NUMBERS

Name:             ___________________________________________
Address:            ___________________________________________

Listing ID Number (if applicable)  ___________________________
Telephone            ___________________________________________

Cell Phone            ___________________________________________

FAX                ___________________________________________

E-mail:             ___________________________________________

Name:             ___________________________________________

Address:         ___________________________________________

Listing ID Number (if applicable) ___________________________
Telephone            ___________________________________________

Cell Phone            ___________________________________________

FAX                ___________________________________________

E-mail:             ___________________________________________

EMERGENCY CONTACT NUMBERS

Name:             ___________________________________________

Address:            ___________________________________________

Telephone            _____________________Cell Phone_____________

Name:             ___________________________________________

Address:            ___________________________________________

Telephone            _____________________Cell Phone_____________

Name:             ___________________________________________

Address:            ___________________________________________

Telephone            _____________________Cell Phone_____________

(The following section will, of course, reflect your own agreement but you may want to consider these items to be included, plus whatever else you and your partner agree to.)

1. We will treat your home in the same manner we expect ours to be treated.

2. We will give each other detailed instructions for the appliances and equipment we'll be using.

3. We will provide each other with the names and telephone numbers of a close friend and service people in the event of an emergency.

4. We will make room in closets and drawers for each other's personal belongings.

5. We will water each other's plants.

6. The guest exchanger will pay for any long distance calls, but local calls will be considered to be normal and will be covered by the home exchanger.

7. Normal utility bills will be paid by the owner.

8. The guest exchanger will pay for any repairs or damage they cause.

9. We will replace basic food staples and paper products we use that were left in the house.

Or

9. Basic food staples and paper products need not be replaced

10. We will pay for the cost of your house cleaning service and you ours, during the exchange.

11. We agree to clean and put away all linens before our respective departures.

12. Unless otherwise discussed and agreed to, the number of people and their names is shown below

            In the ________________ home

            1.

            2.

            3.

            4.

            5.

            6.

            7.

            8.

In the ________________ home

            1.

            2.

            3.

            4.

            5.

            6.

            7.

            8.

13. If any other areas of the home, or use of any appliances or facilities of the home are “off limits;” Use of the home (or restrictions) on other guests;

14. Arrangements for keys.  Some options are to mail keys beforehand or to leave them with a neighbor;

15. Pet care details (if applicable and agreed to beforehand);

16. Use of additional facilities (clubs, pools, extra homes or boats are sometimes offered to exchange guests)

17. Other points as mutually agreed.

This letter contains our entire agreement and may be amended only in writing. If the above meets with your approval please return one signed copy of this letter of confirmation and retain one for your files.

I am certain you will respect our home and belongings as we will respect yours.  We want you to feel free to use our home as your own and enjoy yourselves!

Please let me know if you have anything to add, or have any questions. 

Regards,

________________________

Agreed to by: Agreed to by:

Signed: _____________________

 (Names)

Home Address____________________

  ____________________

  ____________________

  ____________________

Date: ____________________

Signed: _____________________

 (Names)

Home Address____________________

  ____________________

  ____________________

  ____________________

Date: ____________________

SAMPLE AUTOMOBILE EXCHANGE AGREEMENT
Increasingly, car exchanges are becoming more popular amongst home exchangers. It's a great convenience to exchangers because it saves the hassle and expense of renting a car.

Dear _____________:

With this letter, we intend to enter into a car exchange agreement along with our home exchange. Should any other concerns arise from this point on, please let us know at once so we can resolve them. At this time, we'd like to record everything we've agreed to so far regarding an exchange of cars. Specifically:

Cars covered under this Agreement

1. We will limit mileage to _______ free miles for the term of the home exchange. Each additional mile will be 15 cents (adjust to your wishes) per mile.

2. Each of us will provide a copy of auto insurance to the other person.

3. Each of us will be responsible for obtaining our own International Driver's License(s) (if applicable).

4. Driver(s) of the vehicle will be 25 years of age or older and will only include:

In the ________________ home

            1.

            2.

            3.

            4.

In the ________________ home

            1.

            2.

            3.

            4.

           
5. We will provide each other with the names of the drivers, their ages, and their driver's license numbers.

6. We will provide each other with the name, address, and phone number of our respective car insurance agents.

7. We will provide each other with the name, address, and phone number of our respective auto mechanics.

8. Car registration and insurance will be placed in a labeled envelope in the glove compartment along with a signed copy of this agreement and a letter of permission for us to drive each other's vehicle for a stated period of time.

9. We will provide each other with AAA information or any other like service that may be available in our respective location.

10. We will provide each other with detailed instructions on use of car alarms.

11. We will not drink alcoholic beverages while driving.

12. We will check oil, water, and tires of each other's vehicle if driving more than 500 miles.

13. We will leave each other's cars cleaned, washed, and with a full tank of gas.

14. We will be responsible (and pay for) any damage to the car during the exchange not submitted to or not covered by auto insurance.

This letter contains our entire agreement and may be amended only in writing. If the above meets with your approval please return one signed copy of this letter of confirmation and retain one for your files.

I am certain you will respect our home and belongings as we will respect yours.  We want you to feel free to use our home as your own and enjoy yourselves!

Please let me know if you have anything to add, or have any questions. 

Regards,

________________________

Agreed to by/Signed: _____________________

Name of Exchange Partner______________________

Home Address____________________

  ____________________

  ____________________

  ____________________

Date: ____________________

Agreed to by/Signed: _____________________

Name of Exchange Partner______________________

Home Address____________________

  ____________________

  ____________________

  ____________________

Date: ____________________