During Or At The End Of The Tenancy Form
Use a During Or At The End Of The Tenancy template to make your document workflow more streamlined.
What the tenancy form records
The During Or At The End Of The Tenancy Form records the parties’ final understanding when a rental period ends or a tenancy condition must be documented. It can capture the property address, tenancy dates, move-out condition, keys or access devices returned, deposit or charge information, acknowledgments, and signatures. The sender uploads the form to signNow, reviews detected fields, assigns fields to the property manager and resident, sends the document, and stores the signed copy with its audit trail. State landlord-tenant rules determine whether additional notices, witnesses, notarization, or delivery methods apply.
Who uses this tenancy form
Property managers
Property managers use the form to document move-out inspections, key returns, resident acknowledgments, deposit-related information, and signatures from multiple parties. They can prepare a reusable template, assign fields by role, and retain the completed record with its audit trail for later reference.
Landlords and residents
Landlords and residents use the form to confirm the property condition and agreed end-of-tenancy details without requiring everyone to meet in person. A signNow workflow can deliver the document by email or signing link and provide each party with a completed copy.
Complete the tenancy form online
Use signNow to prepare the tenancy record, assign each signer, collect signatures, and preserve the completed document with its audit trail.
Upload form:
Upload the tenancy form to signNow. Check fields:
Review detected fields and add missing fields. Assign signers:
Assign property manager and resident roles. Send document:
Send the form for electronic signature. Store records:
Download the signed form and audit trail.
Recommended tenancy form setup
Configure the tenancy workflow around signer identity, electronic consent, audit evidence, secure storage, and applicable state retention requirements.
| Setting | Recommendation |
|---|---|
| Authentication method | Email verification with SMS OTP |
| Signature type | Electronic signature with timestamp |
| Audit trail | Export with completed tenancy form |
| Document retention | State-law schedule with dispute hold |
| Encryption | TLS 1.2 or 1.3 and AES-256 |
Authentication for tenancy signatures
PKI signatures:
X.509 certificates:
Two-factor authentication:
SMS OTP:
ID verification:
Signing timestamps:
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Legal standing of the tenancy form
A completed tenancy form can provide a searchable record of the parties’ agreement, property details, condition statements, and signatures. ESIGN, 15 U.S.C. ch. 96, and applicable state electronic-transactions law generally recognize electronic records when intent, consent, attribution, and reliable retention are established. Wills, certain court filings, family-law decrees, and other statutory exclusions require separate review.
Best practices for tenancy records
Accurate fields, documented consent, controlled access, and reproducible storage make a tenancy form easier to administer and review.
Capture property details before sending
Confirm consent and signer roles
Export the audit trail with records
Restrict sensitive tenancy information
Complete and archive the tenancy form
Processing depends on how quickly each party reviews the tenancy information and completes assigned signature fields.
Prepare the document
Deliver to signers
Collect signatures
Archive the record
Retention rules for tenancy records
Retention depends on the record’s purpose, state landlord-tenant law, tax treatment, and any unresolved dispute.
State-required tenancy period
Three years for tax records
Six years for understatement
Until dispute resolution
During electronic record access
Privacy pitfalls in tenancy records
Including full bank details or identification numbers can expose unnecessary personal information in the completed tenancy record. Sending a form before confirming every signer’s consent can weaken evidence that the parties agreed to electronic records. Sharing one unrestricted signing link can make it difficult to attribute changes or signatures to the intended resident. Leaving completed forms in personal email accounts can prevent consistent access control, retention, and audit-trail retrieval.
Check state rules before signing
State acknowledgment
Missing evidence
Excluded documents
Unclear condition
Platform requirements for tenancy forms
Complete the tenancy form using Chrome, Firefox, Safari, or Edge on Windows, macOS, iOS, or Android with TLS 1.2 or 1.3.
Browser support Chrome, Firefox, Safari, and Edge Operating systems Windows 10, macOS, iOS, Android Secure connection TLS 1.2 or 1.3 connection
Property managers can use managed Windows or macOS devices, while residents can review and sign from iOS or Android. Confirm browser updates, network access, identity controls, and organizational retention settings before sending documents containing addresses, payment details, or other personal information.
How the tenancy audit trail works
The audit trail records evidence around the tenancy form’s signing event, separate from preparing fields or assigning recipients.
Authenticate signer:
Timestamp actions:
Hash document:
Seal record:
Track participants:
Export trail:
Tenancy form troubleshooting
Use these answers to resolve field, consent, authentication, plan, and state-law questions before relying on a completed tenancy record.
Upload the tenancy PDF again or use signNow’s document editor to place fields manually. Auto-detection may not identify handwritten blanks, inspection checkboxes, initials, or property-specific acknowledgment areas. Review every detected field before assigning recipients and sending the document.
The signNow Business plan includes templates and audit trails, while Business Premium adds bulk send. For repeated tenancy packets, use Business Premium when multiple residents must receive the same document structure. Exact account limits and availability should be confirmed in the current plan.
Use signNow’s audit trail to review signer identity information, timestamps, actions, and delivery history. For stronger authentication, configure SMS OTP or available identity-verification controls. The audit trail supports evidence but does not replace state-required notarization or in-person procedures.
Consumer-facing electronic records require consent and access procedures under ESIGN, 15 U.S.C. §7001(c). Provide the required disclosure, confirm the resident can access the electronic format, and retain a reproducible copy. State landlord-tenant requirements may add separate notices or delivery rules.
A tenancy form may document an agreement, but it does not automatically satisfy every state notarization, witness, recording, or eviction-notice requirement. Check the property’s state and local rules before using the signed form for a statutory notice or court filing.
Business plans include audit trails, templates, and mobile apps. Business Premium adds bulk send, kiosk mode, request payments, and quick invite links. Enterprise adds advanced signer authentication. Select features based on the tenancy workflow rather than assuming every plan includes them.
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