Landlord Tools
Landlord Starter Package
The six forms a tenancy actually runs on — application, move-in and move-out inspections, deposit and rent receipts, entry notice, and property rules.
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When to use this document
- Renting out a property for the first time
- Replacing informal paperwork with a consistent set of forms
- Creating the dated records that decide deposit disputes
- Screening applicants on the same written criteria every time
Information you will need
- Landlord and property details, including the unit
- Applicant details, household, income, references, and prior tenancies
- Move-in and move-out inspection dates and condition notes
- Deposit amount, how it is held, and any required disclosure
- Rent amounts, periods, and payment methods
- Entry notice dates, purpose, and time window
- Property rules covering parking, trash, quiet hours, and utilities
What you receive
- Rental application with screening consent
- Move-in and move-out inspection checklist
- Security deposit receipt
- Rent receipt
- Notice of entry
- Tenant welcome and property rules
- All six as separate PDF or DOCX files
Special situations
- Screen every applicant on the same written criteria. Applying standards inconsistently — even informally, even kindly — is the most common way a landlord creates a fair housing problem.
- Deposit caps, where the deposit must be held, whether it earns interest, and the deadline to return it with an itemised statement are all set by state and often city law. These forms state no figure or deadline.
- Entry notice periods are set locally and are not a period the landlord chooses. Confirm the requirement before serving the notice.
- The move-in inspection is what deposit deductions are measured against later. Photograph everything you record, on the same day, and give the tenant a copy.
- Written consent is required before running credit or background checks, and it should stay on file.
Jurisdiction
Deposit handling, entry notice, screening rules, fees, and required disclosures are governed by state and frequently city law, and cities often impose stricter requirements than their state. These forms deliberately state no cap, period, or deadline.
Frequently asked questions
Why does the move-in inspection matter so much?
Because it is the baseline every deposit deduction is measured against. Without a dated record of condition at move-in, a damage claim comes down to competing recollection, and the burden generally sits with the landlord. Photograph what you write down, the same day.
How much notice do I need to give before entering?
It is set by state and often city law, and this form states none because the answer differs. It is not a period you get to choose. Confirm the requirement where the property is, and count it from when the notice is actually delivered rather than when you wrote it.
Can I use different screening criteria for different applicants?
No, and this is where landlords get into difficulty without meaning to. Ask every applicant for the same references, apply the same written income standard, and document the decision. Inconsistency is what discrimination claims are built from.
Do I have to give a rent receipt?
In some jurisdictions yes, particularly for cash. Even where it is optional it is worth doing: a receipt recording the amount, the period covered, and the payment method is what prevents a paid tenant appearing delinquent in your ledger.
Where do I have to keep the security deposit?
That depends on your state. Many require a separate account, some require it to earn interest for the tenant, and most set a deadline and an itemised statement for its return. The receipt records what you did; the rules are local.
Related documents and guides
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Last reviewed July 29, 2026.