Such an uncomfortable situation... but sounds like you are wrapping it up well!
FWIW, when I send my first response to an inquiry and say, "yes, those dates are available*" I really do use an "*" and, at the bottom of the note, I include:
*IMPORTANT: This email does not constitute a tentative reservation nor a commitment to hold these dates for you. Availability and rates are subject to change. Reservations are only confirmed upon receipt of Booking Deposit.
We accept credit card payments now, so requests for holds are almost non-existent. However, I do still get groups asking for me to hold "while they confirm plans." When I explain that that has caused problems in the past, I've never had anyone disappear in a huff. Rather, they tend to either move quickly or admit that they aren't really in a position to make a decision now. (Which is exactly the situation I wish to avoid.)
BCC (before credit cards), I would agree to wait 7 days to receive payment... BUT I explained that the property would continue on the market and I would maintain a waiting list. Also clearly explained was the fact that, if the payment was not received by X Date, then I would automatically offer the property to the next person on the list.
People pretty much stayed on top of their payments themselves and didn't expect me to babysit the process for them. That is,
they would email
me to make sure payment was received. Nonetheless, I found this whole "check's in the mail" issue a headache, the worst part of the rental mgmt process BY FAR.
I only lasted one year before I made the glorious decision to move to credit cards, and I highly recommend it. It's fairly painless to raise your prices by the 5% or so to cover the credit card... and guests love the ease of payment as much as I do.
debk
