Index – Tenant Forms

T1    Application instructions –  Detailed instructions/requirements for completing the application-to-rent

T2    Application – 2-page standard application-to-rent

T3   Cosigner application – 2-page application for cosigner

T4   Reasonable accommodation request – A form for handicapped tenants to use to request reasonable accommodations

T5   Currently available –  Computer fill-in form for current vacancy list to distribute; useful during showings

T6   Coming available –  Computer fill-in form for tenants on notice to distribute; useful during showings

T7   Key checkout – Form to complete when giving a prospective applicant a key to see the property without an agent

T8   Showing disclosure – Form for disclosing items to prospective tenants, such as a death, work to be completed, etc.

T9   Application receipt – Receipt detailing costs of processing the application. This is a requirement of some states, such as California

T10  Verify applicant – 2-page verification form to process an application and avoid writing all over the application, which many attorneys recommend. This provides an excellent record in the event there is a challenge to the decision of the application.

T11 Application status – 1-page form to collect processing information on an applicant for multiple tenants to review the progress and determine the outcome.

T12  Verify income – 1-page form to fax to an employer for employment verification

T13  Verify tenant history – 1-page form letter to fax to a landlord/manager for verification of rental history

T14  Credit report request – Fill-in letter confirming a request for a credit report and putting the person requesting the report to contact the credit bureau for explanations

T15 Accept application – Fill-in 1-page letter accepting an applicant and includes instructions for renting

T16 Deny application – Fill-in 1-page letter denying a tenant application

T17 Reasonable accommodation response – This letter is used to respond to a request for reasonable accommodations for handicap Tenant

T18  Offer to rent/Holding Deposit – 1-page form to take a holding deposit until executing the lease

T19  Complete renting – Formal notification to applicant advising what they must do to complete renting of the property

T20 Mail agreements – If approved applicants are out of town, this provides instructions to complete renting the property.

T21 Cancel rent offer – 1-page notice to cancel the offer to rent because the approved applicant has not complied with the terms of renting the property

T22 Refund application fee – Fill-in letter for returning a processing fee when appropriate

T23 Lease agreement – Fill-in form: detailed 6-page lease agreement which reverts to month-to-month

T24 Month-to-month agreement – Fill-in form: detailed 6-page rental agreement for month-to-month

T25 Maintenance addendum – 6-page addendum for a rental agreement outlining maintenance procedures and tenant responsibilities

T26 Check in addendum – This is a detailed 3-page addendum for a rental agreement walk-through

T27 Lead-based disclosure – Required lead-based paint agreement for a property built prior to January 1, 1978.

T28 Pet addendum – Addendum detailing authorized pets and the tenant’s responsibilities for their pet

T29 Drug free addendum – Addendum detailing and emphasizing drug-free requirements.

T30 Mold/mildew addendum – Addendum for a property that is subject to mold and mildew; it outlines items that a tenant is to do to prevent mold

T31 Property disclosure – Addendum detailing any special disclosures such as a death in the property, etc.

T32 Horse addendum – Addendum detailing the specifics of having a horse on the property

T33 Cosigner addendum – Addendum when necessary for approved cosigner.

T34 No smoking addendum – Addendum specifically detailing a no smoking policy in the property

T35 Pool/spa/hot tub/sauna addendum – Addendum detailing requirements or rules for a pool/spa/hot tub in the property

T36 Furniture inventory addendum – Inventory addendum for a furnished property for a rental agreement

T37 Move in checklist addendum – Move in checklist to note condition

T38 Cancel rental agreement – Agreement to cancel right after signing and before tenant occupies the property

T39 Fireplace / stove addendum – An agreement that outlines the use of fireplaces or wood burning stove by the tenant

T40 Storage addendum – An agreement outlining additional storage unit requirements 

T41 Bed bug Addendum – A disclosure on preventative measures for tenants

T42 Caregiver agreement – An agreement that outlines specifics regarding a live-in caregiver

T43 Military addendum – An agreement outlining the specifics when military tenants require cancellation of the lease

T44 Service animal agreement – An agreement for handicapped tenants who require a service animal in the property

T45 RV / watercraft agreement – An agreement for specifics regarding RVs and watercraft

T46 Tenant waiver of insurance – An agreement used when the tenant does not agree to renter’s insurance

T47  Marijuana agreement – An agreement for tenants to sign regarding the use of medical marijuana

T48 Child safety agreement – An agreement regarding safety issues for tenants who have minor children in the property

T49 Extended guest agreement – An agreement with tenants for guests visiting for long periods

T50 Non-renewal notice letter – A letter that notifies the tenant that the lease will not be renewed but will still be a month-to-month tenancy

T51  ACH tenant form – Tenant authorization to transfer money out of their bank account for rent

T52 Tenant welcome – Letter welcoming the new tenant and re-emphasize when rent is due and how to request maintenance

T53 Tenant work order – This is a work order that a tenant can submit.

T54 Work order (write in) – Work order to write in a tenant repair complaint

T55 Work order (computer fill in) – Work order to fill in a tenant repair complaint directly on the computer.

T56 Service animal violation letter – Letter notifying tenant about violations regarding their service animals

T57 Late fee letter – Letter putting the tenant on notice that the rent was late and a late fee is due

T58 NSF letter – Letter for contacting the tenant formally when unable to contact them by phone/email regarding NSF funds

T59 Waive letter – Letter putting tenant on notice they have had an excellent payment record but that their rent was late. This waives the late fee 1 time only.

T60 3rd party check – Letter notifying the tenant the management company received a 3rd party check and it is not acceptable

T61 Noise warning notice – Letter putting tenant on notice regarding excessive noise and violating their rental agreement

T62 Personal checks – Letter putting tenants on notice they have violated their rental agreement by disbursing non-sufficient funds; a personal check is not accepted

T63 Eviction warning letter – Last ditch effort to coerce the tenant to pay rent after a notice to pay or quit has been served

T64 Unauthorized resident – Letter regarding illegal resident

T65 Unauthorized pet – Letter regarding illegal pet

T66 Change terms – A formal letter notifying the tenant of a change in terms other than a rent increase

T67 Letter of rent increase – A formal letter notifying the tenant of a rent increase

T68 Tenant billing – Letter formally requesting a tenant to reimburse the owner for funds

T69 REV Violent pet Letter of demand that tenant remove a dangerous/violent pet

T70 Pending work for lead-based paint – A letter detailing required information to the tenant for pending maintenance, which may have lead base paint, with a form for them to return

T71 Request for survey appointment – Letter requesting a time to see the property and do a survey for the owner

T72 Property survey – Detailed survey report to send to the owner; form is completed at the property, then filled in on the computer to produce a readable and professional report

T73 Office policy change – Letter notifying tenant that the management company changed a policy that could affect them

T74 No deductions letter – A letter to tenants after they have deducted an expense from their rent ; details expectations

T75 Pest control work – Letter confirming the request of the tenant for pest control work and outlines their responsibilities

T76 Tenant complaint – Form giving the tenant an opportunity to air their grievances

T77 Rental agreement violation – Letter after a violation of the rental agreement has been noted; and requests resolution

T78 Owner selling – Owner has decided to sell; letter confirms the intention and that the rental agreement remains in effect

T79 Mold letter – Letter responding to a tenant complaint regarding mold in the property, and is under investigation

T80 Request new information – Letter when new information is needed from the tenant

T81 Smoke alarm check – Letter to the tenants requesting they test their smoke alarm, report if it is malfunctioning and a form verifying they have tested it to be returned to the Property Manager

T82 Cable/TV/satellite letter – Letter instructing tenants on requirements for cable/TV/satellite installation

T83 New management – Letter for new tenants informing them the company has taken over management of their residence

T84 Tenant death – Letter to remaining tenants acknowledging the death of a tenant and requesting information/resolution

T85 Tenant survey – Survey of tenant opinions whenever the management company feels it is appropriate

T86 Partial tenant notice – Letter acknowledging that a tenant has given notice, but not all; requests information from the remaining tenants

T87 Remove tenant addendum – Addendum to rental agreement for removal of a tenant from the residence

T88 Remove pet addendum – Addendum to remove pet from rental agreement, but not to refund deposit

T89 Add tenant addendum – Addendum to rental agreement for addition of a tenant to the property

T90 Add pet addendum – Addendum to rental agreement for addition of a pet to the property

T91 No longer manage – Letter notifying residents the management company no longer manages the property for the owner.

T92 Transfer security deposit – Transfer of security deposit from current management company to another party

T93 Request new lease – Letter requesting the tenant sign a new lease

T94 Lease renewal agreement – Addendum renewing a lease and also detailing any changes to the lease

T95 Notice to pay or quit – Notice to pay or quit when rent is unpaid.

T96 Notice of charges – Notice to pay charges such as late fees, non-sufficient fund fees, etc.

T97 Notice of covenant – Notice to the tenant of violations to the rental agreement such as noise disturbance, lawn care, etc.

T98 Notice of abandonment – Notice to post on the property informing the public and/or the tenants that the Property Manager and/or owner believe the property abandoned

T99 Notice to enter dwelling – Notice to tenants that Property Manager or Owner will enter the property at a designated time

T100 Notice to vacate to tenant – Notice to vacate to tenants when such action is needed; and when tenants are on a month-to-month agreement or pending end of lease

T101 Notice from tenant month-to-month – Form tenants fill out when they are on a month-to-month tenancy and want to vacate; advises them of obligations

T102 Notice from tenant lease – A form tenants fill out when they are on a lease and want to vacate; advises them of the obligations to the lease

T103 Release rental history – Form signed by tenants allowing the property management company to give out rental history and payments

T104 Assign security deposit – Form for tenant’s request that another tenant be given the full security deposit and authorizes it in writing

T105 Acknowledge extension – Letter acknowledging extension of notice to or from tenant

T106 Mortgage verification – Letter to the mortgage company requesting tenant history and informing them there is a fee due

T107 Move out instructions – 3-page letter to tenant advising them what to do when vacating the property and detailing move-out requirements

T108 Key return – Key receipt for when a tenant brings in the keys when vacating

T109 Move out checklist – Checklist of details to perform when a tenant moves

T110 Full security deposit refund – letter Letter thanking them for their excellent tenancy and issuing a full refund

 T111 Partial security deposit refund – A letter detailing the partial security deposit refund and attaching bills to it

T112 No refund security deposit – Letter detailing to tenant why they are not receiving a security deposit refund and attaching bills to it

T113 Second request for damages – Second request for funds due to the owner for damages after moving out.; before any further legal action taken

T114 Security deposit settlement – This is agreement between owner and/or owner’s representative and the former tenant regarding any security settlement dispute

T115 Tenant recommendation Form – letter to give a written recommendation of a tenant

Index – Owner Forms

L1 Management inquiry letter – Letter to send for management inquiry

L2 Management agreement – 4-page management agreement between broker & owner

L3 Thank you management letter – Thank you letter for a new management account

L4 Owner Information sheet – General information sheet for owner file to track valuable information

L5 Property information form – The owner fills out this form and lists available information on the property

L6 Lease only agreement – 4-page agreement for lease-only, not on-going management

L7 ACH owner authorization – Form to complete authorization by the owner to transfer funds directly into their bank account

L8 Request owner funds – Letter requesting funds from an owner for their account

L9 Request owner insurance letter – Letter requesting insurance from an owner for their property

L10 W-9 follow-up request letter – Letter requesting completions of a W-9 form from an owner for their account

L11 Authorize repair letter – A general letter requesting repairs and funds from an owner for their property

L12 Request renewal letter – Letter informing an owner of an increase to their management fee

L13 Management fee increase letter – Letter requesting funds from an owner for their account

L14 Property rented letter – Letter informing an owner that the property has been successfully rented; details funds, lease, etc.

L15 Tenant notice letter – Letter to owner that tenant has given a notice to vacate and detailing the steps that will be taken

L16 Change policy letter – Letter making an owner aware that there is a change of policy with management company

L17 Client survey form – Survey for owners to complete to monitor customer satisfaction and make

L18 Mold complaint – Letter notifies owner that their tenant submitted a mold complaint and action is required immediately.

L19 Request for reasonable accommodation letter – Letter making notifying an owner of a request for reasonable accommodation by a handicapped applicant or tenant

L20 Notification of bed bugs letter – Letter notifying an owner of a bed bug problem in their property and steps for correction

L21 Untimely death letter – Letter notifying an owner of a tenant death in their property

L22 Asbestos notice letter – Letter notifying and owner of repairs necessary when there is asbestos involved

L23 Fair Housing letter – Letter notifying an owner that they are violating Fair Housing and the company will not mange under this condition

L24 Hoarding letter – Letter notifying an owner that the tenant has a hoarding problem and that it must be resolved

L25 Military service letter – Letter notifying an owner that due to military orders, it is necessary to cancel the tenant’s lease

L26 Habitability letter – Letter notifying the owner that due to a lack of action, they have created a serious problem with habitability

L27  Fire prevention letter – Letter notifying an owner that necessary fire prevention steps must be take

L28 Transfer security deposit – Letter transferring the security deposit to owner at their request

L29 Full lease payment – Letter puts the owner on notice that a prospective applicant/tenant wants to pay the entire amount of the lease, and there could be tax consequences

L30 Year-end policy – Letter that outlines the ending year information and what an owner should expect and what responsibility they bear

L31 Annual property survey – Letter accompanies an annual survey report of their property and the status of the maintenance.

L32 Lead-based paint letter – A letter to accompany form for owner to sign for lead-based paint disclosure

L33 Lead-based paint work letter – Letter notifying owner of work needed that requires vendor qualified for lead-based work and seeks authorization

L34 Terminate management letter – Letter notifying an owner of termination of management

L35 Close account letter – Final letter for ending management/transferring funds

RENTAL APPLICATION EXCERPT

EXTENSION OF NOTICE TO VACATE EXCERPT