Documentation to Provide to Tenant

[Amy Bates]

I will be self-managing my own property starting in the new year.  I've seen articles for documentation to retain as a landlord, but I want to ensure I provide my tenants will all needed documentation as well.  My hope would be that they would know what to take care of on their own, when to call me, recommendations for tenant insurance, and the like.  Any suggestions are appreciated!

[Marcia Maynard]

We keep tenant files. These are secured in my office, which I and my business partner (husband) can readily access during the tenancy. After the tenancy, they are moved into archive boxes, filed by year.

We use a file folder with two fasteners. On the first side we punch and keep documents, most recent on top, from tenant screening, to application, to background checks, to move-in, and any tenant correspondence from that point onward. On the second side we punch and keep the rental agreement and any changes to the rental agreement, plus the move-in condition checklist and on top we place a Tenant Information sheet that we update as needed with the tenant contact details, vehicle information, and emergency contact (and next of kin) information.

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For our tenants, we provide a move-in packet that contains these enclosures:

• Welcome letter
• Rental Agreement, Property Rules
• Lead-based Paint Notice & Information Booklet
• Mold/Moisture Notice & Information Booklet
• Move-In/Move-Out Inspection Checklist
• Utility Transfer Agreement
• Maintenance & Repair Request Form
• Fire Safety Booklet
• Emergency Preparedness Brochure
• Recycling/Waste Brochure
• US Postal Service Packet
• End of Tenancy Move-Out Instructions

We're in the process of creating an Orientation Notebook for each property that would contain information on use and care for the home. This would be something that stays with the property and would include important contact information, specifics about the home, location of utility shut-offs, copies of the user manuals for appliances, cleaning tips, seasonal considerations (winter/spring/summer/autumn), yard care, safety information, and emergency information (including emergency contact information and emergency preparedness tips). We would also place here another copy of the rental agreement and property rules.