Westfield Farms Short term letting terms and conditions 

We last updated our booking terms and conditions on 26th January, 2026 and they will apply to all confirmed bookings created on or after this date and supersede all previous versions.  

Please ensure you read and fully understand these terms and conditions.  If anything is unclear, please contact us so we can clarify to avoid any misunderstandings.  

 Terms & Conditions 

1. Short term let licences, safety and compliance The short term let licence for each property is as follows: 

Surradale Farmhouse: MO-00758-F, 18 September 25 – 17 September 28 

Surradale loft – MO-00759-F, 18 September 25 – 17 September 28 

1 Westfield Cottagess – licence pending 

These licences cover all safety and compliance requirements for each property, including boiler servicing, EICR, PAT testing, legionella risk assessment, fire alarm testing, fire risk assessment and chimney sweeping (if applicable).  If you have any queries or wish to see further details, please contact us by email.  

1. Bookings A contract between you, the guest, and the owner will come into effect when the deposit or full payment is received, and a booking confirmation email is issued showing the confirmed holiday dates.  Until this time, any booking should be considered as pending.  

We reserve the right to refuse a booking without giving a reason.  

1. Booking termination We reserve the right to terminate your rental agreement with immediate effect where the unreasonable behaviour of the persons named on the booking (or their guests) may impair the enjoyment, comfort or health of others. You’ll be asked to leave the property, without any refund of the rental amount paid. 

1. Lead guest The contract binds you (the lead guest) responsible to ensure that all members of your group accept these terms and conditions.  You must be over 18 years of age to make the booking and the identity and contact details of the lead guest cannot change without prior written agreement with us.  You must provide the names and ages of all members of your group and these individuals cannot be changed without prior written agreement with us.  Under no circumstances may you sub-let or assign the booking. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract and loss of the booking, and/or additional charges.  You are responsible for the condition of the property at the end of your booking. 

 

1. Number of guests The maximum number of guests permitted under your booking is as follows for each property: 

1. Surradale Farmhouse and loft (if leased together) – 10 people + 2 additional children under 12 years old 

1. Surradale Farmhouse – 8 people + 2 children under 12 year old 

1. Surradale Loft – 2 people   

1. 1 Westfield Cottages – 4 people 

Under no circumstances may more than the maximum number of people occupy each property overnight and we reserve the right to refuse admittance or end your stay if this condition is not observed. If you wish to invite additional people to visit during your stay (daytime), please ask us first.  

1. Payment A deposit of 25% is payable upon booking.  The balance, together with security deposit (if applicable), is due 60 days prior to arrival – we will issue an email reminder at the time.  If booking is within 60 days of your stay, the full amount is due upon booking.  If not paid in full by 30 days prior to arrival, your booking will be automatically cancelled and no refund issued.  

1. Cancellation In the event that you need to cancel your booking, please notify us as early as possible in writing, and we will confirm in writing.  If you have not received confirmation in writing within 48 hours, please assume we have not received your notice and re-send it.  Refunds will be processed as follows: 

1. 90% refund – Cancellation at least 60 days before your stay 

1. 50% refund – Cancellation 30-59 days before your stay* 

1. No refund – Cancellation less than 30 days before your stay * 

* unless your stay is re-booked (which may be for a shorter period and/or lower value than you paid) in which case you will be refunded the amount received for the new booking, up to a maximum of 90% of the total amount paid by you.  The 10% non-refundable amount is to cover administration costs in processing the original booking, cancellation and re-booking, to ensure the maximum refund can be returned to you. 

1. Travel Insurance We strongly advise that you take out comprehensive travel insurance to cover cancellations.  If you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation. If we have to cancel your booking for any reason, we will promptly refund all payments made to us for your holiday. Our liability for cancellation by us will be limited to payments made to us.   

1. Force majeure and adverse weather We regret that we cannot refund any last minute cancellations in the event of force majeure or adverse weather, although every effort will be made to ensure your stay is possible and as comfortable as possible during extreme weather events or other force majeure.   

1. Costs and charges The nightly rate of your booking is set by dynamic pricing on our website.  In addition to your nightly rate, every booking will be subject to the following charges, per booking (subject to periodic review): 

1. Cleaning fee 

1. Surradale Farmhouse and loft: £100 

1. Surradale Farmhouse: £75 

1. Surradale Loft: £30 

1. 1 Westfield Cottage: £50 

1. Pet charge: £20/pet (if applicable) – must be disclosed during booking 

1. Damage deposit in making a booking you accept responsibility for any theft, breakage or damage caused by you, your pets or any member of your group or invited guest, and agree to indemnify us in full for any loss that we may incur as a result.  A security deposit of: 

1. Surradale Farmhouse, with or without loft: £500 

1. Surradale loft, 1 Westfield Cottage: £200  

is required and will be held on your card and returned after 7 days of the end of your holiday, less the cost of damage/breakages and/or additional charges incurred (if applicable).  A full breakdown of any additional charges will be sent to you in this event. If the cost of damage or additional charges is more than the amount of your deposit, you will be sent an itemised bill, which must be paid within 7 days. If damage is caused and we need to discount, cancel or refund a subsequent booking(s) as a result, we may bring a claim against you for our losses.  

1. Optional extras may be added to your stay including 

1. Early check-in/late check-out – by prior arrangement at least 7 days in advance – £25/hr, maximum 2 hours, dependant on cleaner availability – will be confirmed on request 

1. farm produce – per website – should be paid with your balancing payment and will be left in the property on your arrival 

1. Additional cleaning/linen change – for longer stays (more than 7 days), you may request a changeover clean mid-stay, which will be charged in addition per above cleaning fees, and arranged for a mutually agreeable day.  This will include a change of bed sheets, towels, a basic hoover and clean of kitchen and bathrooms, as permitted by your belongings (ie if floors and surfaces are covered with belongings, they won’t be cleaned).  In the event of a mid-stay clean, you will be requested to strip beds and leave all linen and towels to be changed in the bath or in a pile.  

1. If you want to use the services of a third-party supplier (e.g. a chef, beauty treatments) this must be agreed beforehand. If you bring a third-party supplier without consent, we reserve the right to ask them to leave. We do not accept liability for the activities of these third-party suppliers. 

1. All prices quoted include VAT where applicable.  A VAT invoice can be provided on request after booking. 

1. Wi-Fi – the guest agrees to reasonable and lawful usage.  Please note that WiFi is provided subject to availability and network conditions.  It may not be available 24 hours a day and is provided for leisure, not business, purposes.  

1. EV Charging Domestic electric vehicle chargers (commonly known as a ‘granny charger’ or a ‘trickle charger’) are not suitable for use at the property and are strictly forbidden. You are liable for any damage or loss suffered by us due to your unauthorised use of domestic chargers.  There are public charge points in Elgin and we recommend the Chargeplace Scotland App to locate your nearest charge point when out and about.  

1. Check in/out times to allow time for cleaning and changeover between guests, the following times will apply – please contact us if you wish to request early check in or late check out, which will be subject to our discretion, based on availability of cleaning and other guests, and subject to additional charge – per above): 

1. Check in is from 4pm on date of arrival (unless otherwise agreed and paid – see above) 

1. Check out is by 10am on date of departure (unless otherwise agreed and paid – see above) 

Failure to observe these timescales may result in you being charged an additional fee (up to a full additional night’s stay). 

 

1. Condition of property & checkout Please treat the property and its contents with due care so that future guests may continue to enjoy it. If you notice something is missing or damaged, please notify us immediately so we can take appropriate action.  If any damage or breakage is caused by you during your stay, please notify us before checking out.  We appreciate some breakages are inevitable but excessive damage will be charged. The doors should be locked and windows closed whenever you leave the property and at the end of your stay.  Full instructions on checkout are included in the welcome book within the property. 

1. Please ensure that at the end of your stay, the property is left tidy.   

1. All utensils, crockery and glasses should be left cleaned and put away (if left in the dishwasher, that’s fine but please ensure it’s turned on before you leave).   

1. Please strip beds and leave linen and towels in the bath (please do not strip pillow and mattress protectors).  Any blankets or cushions which have been marked or stained should also be left in the bath.   

1. Please remove all rubbish at the end of your stay.  General waste, paper and card, and tins and plastic can be taken to the wheelie bins and sorted into the correct bin.  Glass should be taken to a recycling point by you – the nearest is Tesco in Elgin.  If rubbish is left in the house after your stay, a charge of £25/bin will be applied to cover our costs to remove and dispose of it for you (ie £25 general waste, £25 tins and plastic, £25 paper and card, £25 glass).  

1. Please notify us of any damage – we understand that accidents happen and would rather know so we can arrange replacements.   

1. If excessive damage has been caused (beyond reasonable accidental damage) you will be charged for repairs and/or replacements at cost plus 25% admin fee.  

1. If excessive cleaning is required, including but not limited to, undisclosed pets have left hair or mess, stains have been left on carpets or furniture, or bins not emptied, you will be charged for additional cleaning.  

1. Keys should be returned to the lock box at the end of your stay.  If you lose a key, we have spares but you will be charged £20 per key to replace.  

1. Please do not move furniture from one room to another or any of the indoor furniture, furnishings or bedlinen outside.  

1. Please make sure you switch off lights, heating or any electrical appliances when you go out – we’re an eco-friendly holiday home 

1. Please don’t take our bath towels to the beach.  You should provide your own beach towels. 

1. We reserve the right to charge additional cleaning costs if you leave the property in an unacceptable condition 

1. All inventory must remain in the property 

1. Please use only the designated BBQ utensils in the garden and clean the BBQ thoroughly after use 

1. Fireworks, Chinese lanterns, firepits, candles and portable BBQs are strictly prohibited 

1. Access We may need to take access at any reasonable time for essential maintenance, repairs or inspection.  Wherever possible, reasonable notice will be given but please note that in an emergency, it may be necessary to take access without prior notice.   

1. No Smoking All our properties are strictly no smoking.  A penalty of £200 will be charged for smoking in the house or leaving cigarette butts. 

1. Pets Well behaved pets are welcome in our properties.  We ask that they are kept downstairs, out of bedrooms and off the furniture.  If required, we suggest you bring a crate – eg for puppies or dogs liable to chewing or scratching furniture or fittings.  If you wish to have pets in bed with you, please advise us before your stay and bring your own bedding with you (all beds are either twin singles or super king). Pets should not be left unattended in the house at any time.  All dog mess must be cleaned up from the garden.  A penalty of £50 will be charged for cleaning up dog mess or extra cleaning, eg removing dog hair or replacing stained sheets from dogs on furniture and beds.  Please be aware we are a working farm with livestock and a pheasant shoot so dogs must be kept under control around farm machinery and livestock. 

1. Hot tub (if applicable) Instructions within the property manual must be read prior to use and followed careful to prevent damage or injury.  Strictly no unsupervised children under 18 years old in or around a lit hot tub (note fire box and flue are very hot during use).  It is strongly advised not to drink excessive alcohol in the hot tub, to prevent injury or damage and only the plastic glasses provided should be used outside.  Any damage caused to the hot tub will be charged at cost plus 25% administration (note cost to replace hot tub is in excess of £5,000). 

1. Nuissance & Noise You must respect neighbours and make every effort to keep noise and disturbance to a minimum, especially in the evenings, night and early morning (between 10pm-8am).   Please keep outdoor noise down within these hours (no outdoor speakers or excessive noise).  You will ensure no illegal activities are undertaken by any guests or visitors within your group during your stay.  

1. Guest Responsibility & Indemnity You, the lead guest, and your group are responsible for any loss, theft, breakage, or damage to the property or its contents caused by your deliberate act, negligence, or that of any person in your group. You agree to indemnify us in full for any resulting costs, expenses (including professional fees if incurred), or claims. A security deposit may be taken, but it does not limit your liability; you remain responsible for all damages. 

1. Limit of liability We will not be responsible, nor liable to you, for any events outside our reasonable control, such as breakdown of domestic appliances, plumbing, wiring, temporary invasion of pests, farm work, damage resulting from exceptional weather or other unforeseeable circumstances.  

We have compiled the information in our brochure and on our Website as accurately as possible. However, facilities may be altered or withdrawn for reasons outside our control, in which case we cannot accept responsibility. 

The contract to occupy the Property is made on the basis that the Property is to be occupied by you and your group for leisure purposes only.  

When making a booking, you acknowledge on behalf of your group that the tenancy granted by these terms and conditions is not private residential tenancy and that no statutory periodic tenancy will arise when it ends. Once you have made a booking there is no “cooling off” period as the contract you have made is for accommodation services for a specific period of performance.  

We accept no responsibility for personal injury to, or death of, you, your group or anyone you invite to the Property, or loss of or consequential loss or damage to their property, or for other matters over which we have no control. 

If either you or we fails to comply with these terms and conditions you or we will be liable (only) for losses which are a foreseeable consequence of the failure to comply with the applicable terms. Losses are foreseeable where they were contemplated by you and us at the time you made the booking. 

Nothing in these terms and conditions will limit our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our or our employees, agents or subcontractors, or for fraud or fraudulent misrepresentation. 

1. Complaints if, upon arrival, or at any time during your stay, you feel there are reasonable grounds for complaint, please contact us immediately so that, if possible, appropriate action can be taken by us during your stay to remedy the issue.  No complaints will be considered after completion of your stay unless they were raised when they arose.  

Other helpful information such as emergency contact details, bin collection days etc. is included in your guest information pack at the property on your arrival. 

 

If you have any further queries, please contact us by email (hcmaclean@hotmail.com)