Renting out property comes with a mountain of paperwork and keeping it straight can be a challenge. Keep these key landlord forms on file (digitally or in your office), and you’ll save time, stay organized, and avoid costly mistakes. Here are 10 essential landlord forms that all property owners should have:
- Rental walk-through checklist
- Rental applications
- Lease agreements
- Welcome letter
- Lease renewal letter
- Move-out letter
- Late rent notice
- Lease violation notice
- Rent increase notice
- Security deposit return letter
Rental Walk-Through Checklist
Download our free Rental Walk-Through Checklist
Rental walk-throughs should be done at the beginning and end of a lease to take stock of the condition of the property. A walk-through checklist (aka move-in/move-out checklist) keeps everything organized and ensures nothing gets overlooked.
When a resident decides not to renew their lease, a move-out inspection is necessary to document any damage or wear-and-tear of the home. When a new tenant arrives, start fresh with a new checklist to capture the unit’s pre-existing condition. A detailed checklist is your best tool for documenting condition, avoiding disputes, and keeping every walk-through consistent and fair.
Rental Applications
Finding the right tenant is the key to a successful rental property and it all starts with a rental application. This document should contain standard questions to help you determine if the applicant will be a good tenant or not. Luckily, Apartments.com makes it easy to collect online applications and screen tenants all in one place. The application requests information from applicants including:
- Name
- Contact info
- Preferred move-in date
- Co-applicants, minors, guarantors, pets
- Rental history
- Employment/income details
Now that you have the rental application and screening report, you can make an informed decision on whether to accept or deny the applicant.
Lease Agreements
Leases outline the responsibility and obligations for you and your tenants, helping you adhere to laws and avoid any issues or disputes. Writing a lease agreement is complex, which is why Apartments.com offers a lease agreement generator.
Our fully customizable lease agreements are state-specific and legally binding, so they comply with all laws, wherever your property is located. Tenants can sign online in minutes, eliminating the hassle of paper leases and storage headaches. Apartments.com keeps all your leases neatly organized and accessible so you can reference them whenever and wherever you like.
Welcome Letter
Download our free Welcome Letter Template
Start off on the right foot with your tenant with a welcome letter. It sets the tone for a positive relationship while providing important information and showcasing your professionalism. In your welcome letter you should include essential information like the companies that provide utilities, maintenance procedures, community rules, and anything else you want to share. A thoughtful welcome letter shows tenants you care and makes their move-in seamless.
Lease Renewal Letter
Download our free Lease Renewal Letter Template
When a lease ends, decide if you want to offer the tenant a lease renewal. Reach out well in advance, as early as 90 days prior. This gives tenants time to decide how to respond and lets them meet the required notice periods for non-renewal, such as 60 days. It also allows you time to prepare a new lease or begin marketing the property to find a new renter. Address the letter to the tenant and include the following:
- Lease expiration date
- New lease term offers
- Increase or decrease in rent
- New rent price
- Tenant answer date
Move-Out Letter
Download our free Move-Out Letter Template
If a tenant chooses not to renew, send a move-out letter to the resident containing step-by-step instructions about what to do on moving day. Deliver it about 30 days beforehand and make sure the letter addresses what’s expected of them. A clear move-out letter makes for a smooth transition as the tenant knows what they need to do.
Late Rent Notice
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Late rent is never an ideal situation, which is why it is crucial to handle everything properly. When a tenant is late on their rent, there are several steps you can take including discussing the issue with them, creating a payment plan, and sending a late notice. The late notice serves as a tenant reminder, but is also a formal record of late payment, which can be critical if other actions become necessary. Be sure to follow current laws so your actions remain compliant and enforceable.
Lease Violation Notice
Download our free Lease Violation Notice Template
Tenants sometimes break the rules in the lease, whether it is intentionally or unintentionally. It’s important to notify them of this via a lease violation letter. This document outlines the problem, gives the tenant a chance to correct it, and creates a formal record. If the tenant continues to violate the lease and you pursue early termination or eviction, having a record that you warned the tenant and followed the proper procedures is critical. Make sure to consult your local laws as there may be other steps that are needed.
Rent Increase Notice
Download our free Rent Increase Letter
Raising the rent is a delicate task that needs to follow laws and guidelines. You may be required to send a rent increase letter 60 days before the lease expires. Besides meeting legal requirements, these notices give tenants time to decide whether they want to renew their lease or find a new place to live.
Security Deposit Return Letter
Download our free Security Deposit Return Letter
When a tenant moves out at the end of a lease, you will need to return their security deposit. Ideally, there are no issues, and you can give the full amount back to them. You should still send a formal letter with the check that contains the total amount, property address, and lease end date. Security deposits need to be handled with professionalism and in accordance with the laws, and return letters help you do that.
Download Free Landlord Forms That Do the Work for You
Managing rentals is tough enough — don’t waste hours drafting letters and forms from scratch. The Apartments.com Download Library gives you free, ready-to-use templates for every stage of property management: late rent notices, lease renewals, inspection checklists, and more. Save time, stay professional, and protect yourself with documents built for landlords like you. Get every form you need in one place on Apartments.com.
This article was originally published on September 10, 2019.
FAQs
Can I write my own rental agreement?
Yes, landlords can write their own rental agreements, but it’s important to ensure the lease complies with state and local laws. Using Apartments.com’s lease generator helps you avoid legal mistakes and make sure all the necessary clauses are included. This saves time and helps protect you in case of disputes.
How long should landlords keep rental records and lease agreements?
Landlords should keep rental records, leases, and related documents for at least three years after a tenancy ends. Some experts recommend up to seven years, especially for financial records like rent payments, security deposit transactions, or court filings. Keeping these documents protects landlords in case of future disputes, tax audits, or legal claims. To stay safe, keep both a digital copy and a physical backup of important rental paperwork.
What’s the best way for landlords to store and organize rental documents?
The best approach is to use a combination of digital and physical storage:
- Digital Storage: Use secure platforms or property management software that let you upload, sign, and store leases, applications, and notices online. This ensures quick access and automatic backups.
- Physical Storage: Keep original signed documents (if required by law in your state) in a locked, fireproof cabinet organized by tenant or property.
- Organization Tip: Separate documents into categories, such as applications, leases, notices, inspections, and deposit records, so they’re easy to locate.
Digital organization is becoming the new standard, since e-signatures are legally binding in most states and landlords can access forms anytime, anywhere.
