Holiday let contract in Andalusia as a PDF: how to digitise it step by step

To digitise holiday let contracts in Andalusia, prepare a fillable PDF template with the property details and the terms of the stay. Send it to the guest before they arrive so they can sign it online, and keep the signed copy in a secure file. The document must include the property's registration number, which you can check at the Andalusian Regional Government's Tourism Register. Everything is done online, with no need to meet the guest in person.

Data updated on 02/11/2026

Element	What it's for	Recommended digital format	Where to check it
Contract template	Keeping the same terms for every booking	PDF with fillable fields	Review with your trusted adviser
Registration number	Identifying the property as a registered tourist accommodation	Fixed field in the PDF header	Andalusian Regional Government · Tourism Register
Guest's signature	Recording that the guest accepts the terms	Electronic signature from a phone or computer	Your signing tool and your adviser
House rules	Avoiding misunderstandings about noise, visitors or times	Annex in PDF within the same document	Your own terms
Contract filing	Finding any contract if a claim arises	Encrypted folder with standard file names	Your internal retention policy

Why move the contract from paper to PDF

A paper contract means printing it out, arranging to meet the guest and keeping physical folders. With a PDF signed online, you avoid all that and gain in order too: each booking has its own document, with its date and signature, and you can find it in seconds. If you manage several properties or offer self check-in, a digital contract is almost essential, since the guest may arrive without you being there.

• Less friction: the guest signs from their phone when they confirm the booking.
• Fewer errors: fillable fields stop data from being left blank.
• More traceability: you know who signed, which version and when.

What a holiday let contract should include

Each host adapts their own template, but there are sections worth always including so the document is clear and complete:

• Details of the owner or managing company: name, ID or tax details and contact information.
• Property details: address, type of accommodation (whole flat or room) and registration number with the regional register.
• Guest details: lead booker and number of occupants.
• Dates and times: arrival and departure day, check-in time and check-out time.
• Price and payment method: total amount, what it includes and, if you require one, the deposit and how it is returned.
• Cancellation policy: the same as the one published in your listing, so there are no contradictions.
• House rules: neighbours' rest, visitors, pets, smoking and use of communal areas.
• Data protection: what you use personal data for and how long you keep it.

Regional regulations change from time to time. Before finalising your template, check what is currently in force on the official website of the Andalusian Tourism Register and in our guide on holiday let regulations in Málaga.

How to create the PDF template step by step

1. Draft the base text in a word processor with all the fixed clauses. It's a good idea to have it reviewed by a professional.
2. Mark the data that changes for each booking: guest's name, dates, price and number of occupants.
3. Export to PDF and turn those gaps into fillable form fields.
4. Add the property's fixed details (address and registration number) as non-editable text.
5. Add a signature space for the guest and another for you or your management company.
6. Add a version number in the footer so you know which template each guest signed.

If you have several properties, make a separate template for each with its own fixed details. This avoids the most common mistake: sending a contract with the address of a different flat.

Electronic signature: how to request it without complicating things for the guest

There are several types of electronic signature, from the simplest, which is accepting and signing on screen, through to those that use a digital certificate. For a holiday let, what matters in practice is that the system keeps evidence of the signature: the signatory's email, date and time, and a final document that no one can alter. Ask your adviser which type of signature suits you best depending on your volume of bookings.

• Send the signing link right after confirming the booking, not on the day of arrival.
• Check that it can be signed from a phone without downloading anything.
• Send a signed copy to the guest and keep another one yourself.
• Make signing a required step before sending the access instructions.

Filing, privacy and retention

A digital contract contains personal data, so treat it with the same care as an ID document. Keep the PDFs in an encrypted folder with restricted access and make regular backups. Give the files a standard name, for example property, arrival date and lead booker's surname, so they're easy to find. Decide how long you'll keep them, state it in the data protection clause and stick to it: delete what you no longer need.

How the contract fits into the booking flow

It works best when the contract is part of an automatic sequence rather than a separate step:

1. Confirmation of the booking and payment.
2. Sending the PDF contract for online signature.
3. A reminder if the guest still hasn't signed.
4. Sending the arrival instructions once the contract is signed.
5. Check-in and filing of the contract.

If you'd like to see how this combines with self check-in, read how Nordik's self check-in works, step by step. In the welcome message you can add a link to Málaga Tourism (City Council) so the guest has official city information to hand.

Common mistakes when digitising contracts

• Putting cancellation terms in the contract that differ from those in the listing.
• Forgetting the registration number or copying it from another property.
• Asking for the signature on the day of arrival, in a rush and without coverage.
• Storing contracts in a personal inbox, with no order or backup.
• Not reviewing the template when the regulations or your own terms change.

What we do at Nordik

At Nordik we manage private rooms and flats in Málaga, in neighbourhoods such as Trinidad and El Perchel, as well as other parts of the city. All stays have the same times: check-in at 15:00 and check-out at 10:00, which always appear in the booking terms. Some examples are the Elsinor flat in El Perchel, from €109, and the Eide flat in Trinidad, from €65. We also have private rooms in other parts of the city, with terms detailed in each booking. Check-in is self-service, so the terms of the stay and the access instructions reach the guest digitally before their arrival.

Book direct and see the process for yourself

The best way to see how a paperless stay works is to try it as a guest. Book direct on Nordik's website and you'll see how the terms, times and access instructions reach you before you arrive in Málaga.

Author: Nordik Team

Last checked: 02/11/2026