21 Forms You May Need if You’re Managing Your Own Rentals

by | BiggerPockets.com

If you’ll be managing your own rental properties, it’s a good idea to pull together all the forms you’ll need to do so. I recommend getting a small file cabinet and some file folders and putting five copies of each form in the file cabinet. This way, when you suddenly need a lease, application, or other form, you’ll won’t have to go digging to find it.

If you are more comfortable with tech-related solutions, you could also place all the forms “in the cloud” using a service like Google Drive. Google Drive is a free, online cloud-based storage system that integrates with the rest of the Google platform. You can create folders and upload forms there, which means you can access them anywhere. The benefit of this, of course, is the ability to retrieve a form even if you are not home.

If you are using computerized property management software, you may also have the ability to sign most forms directly on a smartphone or tablet, eliminating the need for paper forms altogether. But taking inventory of what you have and what you’ll need would still be a good idea.

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Related: How to Use the Disposition of Deposit as a Landlord [With Sample Form!]

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21 Forms You May Need if You’re Managing Your Own Rentals

At minimum, I recommend gathering the following, along with any other forms required by your state, county, or city:

  1. Application
  2. Rental Minimum Qualifications Form
  3. Month-to-Month Lease
  4. Annual Lease
  5. Three-Day Notice to Pay or Quit (or Five-Day Notice or whatever your state requires)
  6. A Deposit to Hold Agreement
  7. Property Rules and Regulations
  8. Adverse Action Notice (explaining why someone was turned down)
  9. Notice for Landlord or Maintenance to Enter a Unit
  10. The Lead-Based Paint Packet
  11. 10-Day Notice (or whatever other notice your state allows for this purpose.) to Comply
  12. 20- or 30-Day Notice to End Tenancy (as allowed by your state)
  13. Move-Out Packet (explaining the move-out process for tenants)
  14. Cleaning Expectations
  15. New Tenant Checklist
  16. Move-In & Move-Out Condition Report
  17. New Owner Announcement Form
  18. Pet Addendum
  19. Tenant Reference Questionnaire
  20. Disposition of Deposit
  21. Mold and Mildew Disclosure Form

Landlords: Any other forms that you’ve found useful?

Leave your input below!

About Author

Brandon Turner

Brandon Turner (G+ | Twitter) spends a lot of time on BiggerPockets.com. Like... seriously... a lot. Oh, and he is also an active real estate investor, entrepreneur, traveler, third-person speaker, husband, and author of "The Book on Investing in Real Estate with No (and Low) Money Down", and "The Book on Rental Property Investing" which you should probably read if you want to do more deals.

14 Comments

  1. Lana Lee

    When our tenants broke the lease earlier without any written 60 days notice we used Property Surrender Form to make sure the date of moving out was documented. This way we could mark the beginning of 30 days desposition of deposit period.

  2. Gordon Eisenberg on

    Your articles are great Brandon. I am getting ready to do another year lease with my tenant who has rented from me for many years at under market rates. I actually would like to offer the tenant an opportunity to buy my home perhaps with a down payment and owner finance since the house is free and clear. Hopefully this is what happens, but if not I will want to list my property with an agent. If this happens after this new lease begins am I obligated to allow the tenant to stay until the lease ends or can I give a certain amount of notice the tenant must vacate?

      • Gordon Eisenberg on

        Thank you Sylvia,
        I believe the HOA requires a one year lease. I will check. If they do I was told to put a clause that if I intend to sell the home the tenants must make it available to show and that I would give a 60 day notice after the closing.

  3. Tyler F.

    Rental housing association of WA has very good forms that I use here in Seattle. It is worth joining just to see the forms. http://www.rhawa.org/

    If anyone know of a similar source for CO forms, please share. I just purchased a 4-plex in CO and need help finding CO specific forms so I don’t have to butcher the WA forms, if they are in Spanish and English even better.

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