House swapping is becoming very popular, even more so with the rise of successful organisations which pair potential home owners together online. The advantage of course, over a traditional holiday (apart from the obvious monetary saving), is the ‘ready to use’ home that each party benefits from. It can be an especially effective way of holidaying if you have small children – toys, high chairs and safety latches are all in place if you swap with another young family. 

• Making contact
• Finalising exchange plans
• Exchange confirmation: the agreement
• Preparing for your home exchange holiday
• Whilst on holiday 

Of course we recommend you use a house swap, or home exchange agreement to record the details of your holiday swap. First, it is less likely for things to go wrong if you record your intentions. Second, if something were to happen, however small, you have a course of recourse available from the start.

Making contact with other members
Perhaps you have found the perfect home swap family through the Internet, or perhaps they are friends of a friend. Either way, in the early stages you are not making a commitment but just gauging interest in your exchange offer. Be clear and honest so that any potential ‘swapees’ know what to expect.

• Introduce your family  ...briefly.
• Describe your home - type of home, age, size and any special features it has along with a brief list of household equipment your exchange partner will be able to use. *Note: if you are offering a swimming pool make sure you indicate if the pool is shared rather than your private pool.
• Describe your neighbourhood, climate, local amenities and other areas of interest that are accessible from your home. Look at your area from a visitor's point of view.
• Give details of public transport and distances to closest airports and cities.
• If you are offering to exchange your car, give details of make, year, automatic or manual and condition (Note: do not make a definite agreement to swap cars without first checking that your insurance company will cover your exchange partners).
• Try to exchange with people in like circumstances if possible.

Finalising exchange plans
Once you have found definite exchange partners, provide them with photos of your home.

Check that your home insurance will be valid while your exchange partners occupy your home. Emphasise that they are non-paying guests. Most insurance companies will acknowledge that your home is at lower risk from burglary when it is occupied but your insurance cover may be invalid if the company has not been informed before your exchange holiday. Note: Theft claims are hardly ever met unless there is evidence of forced entry.

Car Insurance: if you plan to exchange cars, again check that your exchange partners will be covered to use your car. It is particularly important for British members planning to exchange with Americans to ensure that their guests will be covered as some British motor insurance companies refuse to cover Americans. Exchange members should not jeopardise no-claims bonuses for relatively small sums - agree maximum repair bills to be paid before making a claim. Also agree any restrictions on use or mileage.

Agree payment of household bills (most exchangers continue to pay their own bills apart from the telephone bill which can be billed separately for the exchange period if arranged in advance; alternatively, agree to not use each other’s phones but use your own mobiles instead).

Although you may make most of your arrangements by email or phone, do keep a check list of everything you have agreed and send a copy to your exchange partners for their approval - having a written agreement which you have both signed avoids misunderstandings later. This is the stage when it is crucial that you are both happy with all the arrangements.

If any information your exchange partner has provided is puzzling you, do ask for an explanation. There can occasionally be misunderstandings over terminology, even between English speakers.

• Repairs to household appliances - you may agree to reimburse your partners for small, emergency repairs but ask them to consult with you before arranging major repairs.
• If you can arrange an overlap at one of the homes that's ideal as you will both feel more comfortable about your holiday if you have been able to meet. However, this is not always possible and, if not, arrange for a neighbour or friend living nearby to act as your agent, handing over keys and helping with any problems (unfamiliar domestic appliances can sometimes be a puzzle so it is reassuring to have a 'local' to turn to for advice).
• Exchangers are expected to allow use of most of their household equipment by their exchange partners but if you have anything of value which you don't want used, make certain your exchange partners are aware of what is 'out of bounds'; ideally, lock away anything not to be used or ask a friend to take care of small items.
• Pets/plants - Many exchangers are quite happy to look after plants and/or pets for their partners but don't feel obliged to do so if you are worried about the responsibility or want to spend some time away from your exchange base. If your guests agree to look after plants please keep to simple requests - few people want to spend hours on holiday tending someone else's garden.

You can agree all of this using the home exchange agreement, linked at the end of this article.

Exchange Confirmation
Make a list of all arrangements agreed. Sign and send/fax two copies to your exchange partner. Ask him to return a signed copy if he is happy with the agreement. This will help avoid any misunderstandings later. 

You have now both made a binding agreement to go ahead with the exchange. In the case of unavoidable cancellation (death or serious illness in the family) contact your exchange partner without delay. If at all possible agree to exchange at another time or arrange for a friend or neighbour to take your place. If you, or your exchange partner have a second home, try to arrange a non-simultaneous exchange so that one party may still have their exchange holiday as planned.

Preparing for your guests
Create a folder a few weeks before your holiday and include in it any information your guests might find useful. Of course this can be kept for reference by future guests too. Include:

• Tourist brochures, maps, recommended local restaurants, shops, bus and train time tables
• A list of phone numbers - your agent, doctor, dentist, garage, taxi, baby-sitter, servicemen, emergency numbers
• Instructions for operating appliances and heating system. It is a very good idea to use 'post it' notes to stick simple instructions, especially any little 'quirks', on appliances
• Indicate the location of your fuse box and water cut-off
• Give location of extra bedding and linen
• Provide instructions for caring for pets/plants
• Explain security measures that must be taken in your home
• Tell of arrangements for rubbish disposal, milk delivery
• Give arrangements for laundry of bedding before you return and handing back keys;
• Make certain you have provided a map and clear instructions on how to reach your home in good time before the holiday if you have not arranged to have your guests collected from the airport;
• Before you go, leave your home clean and tidy with enough space for your partners to store their belongings. Clear out your refrigerator but leave just a few basic foods for your guests on arrival;
• If exchanging cars, clean your car inside and out. Leave enough petrol in the tank so that your partners won't be stranded on their first day in an unfamiliar area. If you are leaving your car in the airport car park for collection give clear instructions on where it is parked and also on how to reach your home from the airport;
• If you have a friend or neighbour acting as your agent, provide them with two sets of keys for your home (and car) and ensure that they will be available to welcome your guests on arrival;
• If your exchange partners have agreed to look after pets, leave an adequate supply of food.

Whilst on holiday
The vast majority of exchangers are delighted with their exchange base. Very occasionally a member is unhappy with the housekeeping standards in the exchange home. It is inevitable that not everyone has the same standards. You are staying in a lived in home and must be tolerant and flexible.

Enjoy your exchange holiday, take good care of the home entrusted to you and leave it as you found it when you leave. Follow agreed instructions for returning keys, dealing with laundry, etc. It is a nice gesture to leave a small present and note for your exchange partners to show how much you enjoyed your holiday in their home.

If by chance you find some error of law or fact in any Net Lawman information page, do please tell us. We should also welcome your suggestions for new subjects for information pages. These notes:

• Do not provide a complete or authoritative statement of the law;
• Do not constitute legal advice by Net Lawman;
• Do not create a contractual relationship;
• Do not form part of any other advice, whether paid or free.