Important Notice
As part of our ongoing efforts to streamline communication and ensure everyone stays informed, we wanted to let you know that all net updates and important notices will now be available for your perusal here.
Date:9 April 2025
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Subject: Introducing Our New Booking System
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Dear Homeowers,
We’re excited to announce that we are upgrading our bookings system to InnStyle, a more advanced and streamlined platform that brings several benefits to both our team and our valued homeowners.
With InnStyle, you’ll have the option to access your live calendar and view your property’s availability in real time. Should you wish to block out personal dates, you can now do so with ease by viewing your calendar and notifying us— we’ll handle the rest.
Another exciting feature is the system's integration with Airbnb and additional platforms, which we’ll be managing in the near future to broaden visibility and bookings for your property.
If your home is only available during certain times of the year, we kindly ask that you get in touch with us to confirm your seasonal availability so we can ensure your calendar is set up accurately from the start.
If you’d like to register for your own availability login, please follow this link: InnStyle Registration and complete the short form.
Once we’ve finalised the migration, login details will be sent out to all registered owners by 1st May.
Thank you for your continued support as we improve our systems to serve you better.
Warm Regards,
Stephanie De Villiers | Coordinator
Portfolio & Operations Manager
stephanie@luxurycoastalescapes.com
www.luxurycoastalescapes.com
+27 726279181
Date:9 January 2025
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Subject: Summary of Updates to Your 2025 Owner’s Mandate Terms & Conditions
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We hope this message finds you well. As part of our commitment to transparency and ensuring the highest standards of service, we have updated the Owner’s Mandate Terms and Conditions for 2025. Below, we’ve summarised the key changes for your convenience:
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Updated Terms:
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6.1.8. Please note that LCE will charge a management fee on top of the cost of the maintenance/repairs needed if we are required to deal with a maintenance issue that was occurring prior to guest check in.
7.1.1. The Property must be fully prepared and ready by 10:00 a.m. the day before guest arrival
7.1.4. LCE is happy to use the Owners specific tradesmen, however if they are not available within a reasonable amount of time to repair/resolve the fault/issue, then LCE will send in one of their preferred suppliers/tradesmen.
7.1.15. Owners are not permitted to make direct contact with Guests for any reason. All communication with Guests will be managed solely by LCE to maintain professional and consistent service.
7.1.16. Owners must remove their pets from the property prior to any Guest stay. Pets are not allowed to remain on the property during Guest stays, and staff members are not responsible for taking care of the Owners’ pets. Owners will be responsible for arranging alternative accommodation for their pets during these periods and ensuring the property is professionally cleaned to ensure pet hair and odours are not present in the property.
7.2.12. Should any of the replenishments, services, cleaning, preparation, repairs or maintenance to be provided as part of the Owner's obligation not be provided for any reason whatsoever the Owner authorises LCE to procure them on behalf of the Owner and at the Owner’s expense. Please note that LCE will charge a management fee for this if the house is not under our Full Management portfolio. Preparation of the property for guest handover is the Owners responsibility.
7.2.13. Should the Owner not comply with the specified standards set out by LCE on Guest arrival then LCE holds the right to book alternative accommodation for the Guest and if alternative accommodation is not available, then to reimburse the Guest in full. LCE will be entitled to their full commission (Owners expense).
7.2.14. The Owner needs to make LCE aware of any alterations, major or minor to the interior or exterior of the property that would result in LCE misrepresenting the property. Please note that LCE will not arrange a new photoshoot for every change made, we would assess the change and decide if updated photographs are required, or if the wording on the property listing just needs to be changed.
7.2.15. If any renovations or works are scheduled for the future it is important that these are done before the Guests arrival and for LCE to be made aware.
8.3.1. LCE will retain a portion of the home owners rental payout, equivalent to one night's rental as a deposit. This deposit will be retained by LCE and will only be refunded to the Owner after the Guest's departure. The deposit may be used to cover any maintenance issues, including contractor call-out fees or purchases necessary for the property that have not been provided by the Owner according to LCE’s requirements in Clause 6.1.8; 6.1.9; 7.1.4; 7.2.12
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9.3.3. LCE will retain a portion of the home owners final rental payout, equivalent to one night's rental as a deposit. This deposit will be retained by LCE and will only be refunded to the Owner after the Guest's departure. The deposit may be used to cover any maintenance issues, including contractor call-out fees or purchases necessary for the property that have not been provided by the Owner according to LCE’s requirements in Clause 6.1.8; 6.1.9; 7.1.4; 7.2.12. For Peak Season bookings please allow up to 30 days for this final payout to be paid over. Some Tradesmen and Suppliers do not get to their invoicing immediately in the New Year.
18. HOUSEKEEPING WORKING HOURS
Housekeeping is included 7 days a week from 8:00 - 14:00 (Mon - Friday) and also Saturday & Sunday from 8:00 - 12:00 - unless otherwise agreed. If your staff’s usual salary is for weekdays only, then please ensure that you compensate them on top of their salary for weekend days worked, during guest stays.
19. Indemnity Clause:
The Owner agrees to indemnify and hold harmless Luxury Coastal Escapes (LCE) from any and all claims, damages, liabilities, or expenses arising from the Owner’s negligence or failure to comply with applicable safety, maintenance, or legal standards. This includes, but is not limited to, any claims resulting from accidents, injuries, or property damage that may occur due to the Owner’s non-compliance with relevant regulations or failure to maintain the property in a safe and legally compliant condition.
20. Force Majeure
Neither LCE (Luxury Coastal Escapes) nor the Owner shall be held liable for any failure or delay in the performance of their respective obligations under this Agreement if such failure or delay is caused by any event beyond their reasonable control. Such events may include, but are not limited to, natural disasters (e.g. floods, earthquakes, hurricanes), pandemics, civil unrest, government actions, or any other unforeseen circumstances that render performance impossible or impractical. In the event of a Force Majeure situation, both parties agree to notify the other as soon as possible, with a description of the situation and the expected duration of the disruption. During the period of Force Majeure, both parties will work together in good faith to mitigate the impact on the Agreement. Neither party shall be liable for any losses or damages arising from such an event, nor will the non-performance be deemed a breach of the Agreement. Should the Force Majeure event continue for a period exceeding [insert number of days], either party shall have the right to terminate the Agreement without penalty.
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These changes have been made to enhance our service delivery, align with regulatory requirements and ensure smoother operations.
The updated terms will come into effect immediately. Please take a moment to review the full document.
Should you have any questions or require further clarification, feel free to reach out to us directly.
We value your partnership and look forward to another successful year together.​
Stephanie De Villiers | Coordinator | Luxury Coastal Escapes
stephanie@luxurycoastalescapes.com
www.luxurycoastalescapes.com
+27 726279181
Date:30 August 2024
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Subject: 2024 Housekeeper Workshop
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Dear Homeowners,
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We are pleased to invite your housekeeper(s) to our Annual Mandatory Housekeepers Workshop.
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This essential training session is designed to ensure that all housekeeping staff are up-to-date with the latest standards and procedures, enhancing the care and quality of your home.
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Please ensure that your housekeeper(s) attend this important workshop.
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Dates as follows:
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Tuesday, 15 October 2024 - Basic Workshop in Simbithi Estate (free of charge)
Wednesday, 16 October 2024 - Basic Workshop in Sheffield Beach (free of charge)
Thursday, 17 October 2024 - Advanced Workshop in Sheffield Beach at R350 pp
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Looking see your staff there!
Stephanie De Villiers | Coordinator | Luxury Coastal Escapes
stephanie@luxurycoastalescapes.com
www.luxurycoastalescapes.com
+27 726279181
Date: 23 May 2024
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Subject: 2024 Peak Season & Housekeeping
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Dear Homeowners,
Thank you to those who have already completed our seasonal availability form. With only six months until the Peak Season Christmas Holiday period, we are already receiving inquiries earlier than usual this year.
If you haven't yet provided your Peak Season Availability, please take a moment to complete the form. This will help our bookings team to have your home's available dates ready for potential guest inquiries.
Additionally, in our ongoing efforts to enhance the experience for our Guests whilst upholding the highest standards of hospitality, we constantly seek their feedback.
One recurring suggestion we have received is the desire for housekeepers to be available throughout the entirety of a guests' stay. Currently, our housekeepers work from Monday to Friday, 8am to 2pm, with slight variations in some homes.
Introducing 7-Day Housekeeping Service:
LCE would like all homes to include Housekeeping every day during Guests stay, Additionally, on Weekends, one staff member will be available from 8am to 12pm.
So this is why we propose adding R100 to your nightly rate that will go towards the housekeepers additional work over the weekend, as most bookings falls over a weekend. Weekend shifts will be Saturday and Sunday from 8am - 12pm,
Please be aware that public holidays will continue to incur an additional charge of R440 per day, if requested by Guests, and any overtime requested during the week will be charged as per our general housekeeping rates. This will be on Guests account.
We kindly request that you discuss with your housekeeping staff how they will be compensated for working on Weekends at a rate of R350 per day, and to the necessary gate access registrations for weekend entry.
For homes with multiple live-in staff members, please ensure that they alternate weekends to ensure fair distribution of overtime.
We believe that these enhancements will contribute to making your Guests' stay truly exceptional.
Please let me know if we can go ahead and advertise your house with housekeeping service included 7 days a week?
Stephanie De Villiers | Coordinator | Luxury Coastal Escapes
stephanie@luxurycoastalescapes.com
www.luxurycoastalescapes.com
+27 726279181
Date: 26 February 2024
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Subject: Staff Working Days
Dear Homeowners,
In our ongoing efforts to enhance the experience for our Guests whilst upholding the highest standards of hospitality, we constantly seek their feedback.
One recurring suggestion we have received is the desire for housekeepers to be available throughout the entirety of a guests' stay. Currently, our housekeepers work from Monday to Friday, 8am to 2pm, with slight variations in some homes. For weekend-only bookings, staff are also available on Saturdays from 8am to 2pm.
LCE would like all homes within our Luxury and Comfort Collection to include Housekeeping every day during Guests stay, from 8am to 2pm. Additionally, on Sundays, one staff member will be available from 8am to 12pm.
We propose adding R100 to your nightly rate. This adjustment aligns with our planned 2024 rate increase effective from 1st March 2024. If you have already responded to the team regarding the rate increase, the R100 will be added on top of the agreed rate, and no further action needed.
If you have not yet responded to our email or newsletter, or have not received it, please let us know before 28th Feb 2024 to confirm this adjustment. Otherwise, we will proceed with adding the R100 to your current nightly rate automatically.
Please be aware that public holidays will continue to incur an additional charge of R440 per day, if requested by Guests, and any overtime requested during the week will be charged as per our general housekeeping rates. This will be on Guests account.
We kindly request that you discuss with your housekeeping staff how they will be compensated for working on Sundays. Options include providing additional holiday dates, granting a day off the following week, or paying a weekend rate of R390 per day. For homes with multiple live-in staff members, please ensure that they alternate weekends to ensure fair distribution of overtime.
We believe that these enhancements will contribute to making your Guests' stay truly exceptional.
Warm Regards,
Louise Vogt | Owner | Luxury Coastal Escapes
louise@luxurycoastalescapes.com
www.luxurycoastalescapes.com
+27 795177353
Date: 15 February 2024, 11:00
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Subject: Rates 2024
Dear Homeowners,
I hope this message finds you well. We're reaching out to remind you about the pending update to your rental rates for the year 2024. As of today, we have not received a response from you regarding the proposed rates or Seasonal Availability form.
We understand that life can be busy, and sometimes things slip through the cracks.
Please be advised that the deadline for responding to the proposed rates is swiftly approaching. We kindly request your attention to this matter and ask that you review the provided rates and communicate your decision to us before 29th February 2024.
After this date, we regret to inform you that we will not be able to accommodate any further rate adjustments for the 2024 rate period.
Should you have any questions or require assistance in understanding the proposed rates, please do not hesitate to contact us. Our team is here to support you every step of the way.
Thank you for your attention to this matter.
If, for any reason, you wish to remove your listing and no longer receive communication from us regarding further information, please don't hesitate to let us know.
Warm Regards,
Stephanie De Villiers | Coordinator | Luxury Coastal Escapes
stephanie@luxurycoastalescapes.com
www.luxurycoastalescapes.com
+27 726279181
Date: 13 October 2023, 11:00
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Subject: Rates 2024
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Dear Homeowner,
We hope this message finds you well and that you are enjoying the changing seasons. As we approach the end of another year, we wanted to take a moment to express our gratitude for your ongoing partnership and trust in us.
In these unpredictable times, we understand that economic uncertainties can weigh heavily on everyone's minds. As responsible stewards of our vacation rental community, we have carefully assessed the current situation and the factors that affect it. After extensive analysis of our booking data from the past few years, we have observed a trend that we feel compelled to address with you.
While we all had hoped for a swift and robust economic recovery, the reality is that our region, like many others, has not yet seen the expected resurgence in tourism. Bookings have shown a decrease compared to previous years, reflecting the challenges that continue to impact our industry.
In light of these circumstances and our commitment to supporting our homeowners, we have made the decision not implementing a rental rate increase for the upcoming year, 1 March 2024 - 28 Feb 2025. This decision is rooted in our belief that stability can be a catalyst for change. By maintaining our current rates, we hope to offer our guests an attractive and competitive option, ultimately contributing to the gradual revival of our local economy.
Please understand that this decision was not taken lightly, and we remain dedicated to providing exceptional service and value to our homeowners. Our priority is to ensure that you continue to reap the maximum benefit from your investment with us.
We welcome any thoughts or questions you may have about this decision. Your input is valuable to us, and we are here to address any concerns you may have.
Thank you once again for choosing to partner with us. We look forward to the year ahead with optimism and hope, knowing that by staying united, we can navigate through these challenging times and emerge stronger together.
Warm Regards,
Stephanie De Villiers | Coordinator | Luxury Coastal Escapes
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stephanie@luxurycoastalescapes.com
+27 726279181
