Landlord Tenant Form

Use a Landlord Tenant Form template to make your document workflow more streamlined.

What the Landlord Tenant Form does

The Landlord Tenant Form records the rental relationship between a property owner or manager and one or more tenants. It can identify the parties, property, rental terms, responsibilities, and signatures, although the exact fields depend on the document version and state-specific drafting. With signNow, a sender uploads the form, reviews or adds fields, assigns landlord and tenant roles, sends it for electronic signature, and retains the completed document with an audit trail. ESIGN and state electronic-transactions laws may recognize qualifying signatures, but local landlord-tenant rules still apply.

Property management

Property owners, leasing offices, and managers use the Landlord Tenant Form to document rental terms, tenant information, signatures, and agreed responsibilities before occupancy or renewal.

Renters and co-tenants

Tenants and co-tenants review the same rental information, confirm their obligations, and sign remotely when an in-person meeting is impractical.

How Landlord Tenant Form works

Complete the Landlord Tenant Form digitally, route it to the correct parties, and preserve the signed record for later reference.

Upload the form: Upload the completed Landlord Tenant Form and let signNow detect fillable fields.
Assign signers: Review detected fields and assign landlord and tenant signing roles.
Send for signing: Send the lease-related form by email or a shareable signing link.
Archive securely: Store the signed record with its completion certificate and audit trail.

Authenticate signer:

Records the authentication event associated with each signer.

Capture timestamp:

Captures the exact time each signing action occurs.

Hash document:

Associates the completed record with document integrity data.

Seal record:

Preserves changes through a tamper-evident completion record.

Record actions:

Logs views, field entries, signatures, and workflow events.

Export audit trail:

Allows authorized users to retrieve or export evidence.

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Field detection

Upload the Landlord Tenant Form and identify fillable areas before assigning responsibilities to the landlord, tenant, or additional signer.

Signer routing

Route one rental record to multiple parties, preserving signing order and reducing repeated data entry during lease administration.

Remote signing

Let tenants sign from a browser or mobile device without requiring everyone to meet at the property or office.

Audit trail

Capture timestamps, signer actions, and document history so the completed form has an organized evidentiary record.

Reusable templates

Use reusable templates for recurring rental documents while retaining the fields specific to each property and tenancy.

Record storage

Keep the completed form and certificate together so property teams can retrieve the agreement during renewals or disputes.

Security for landlord tenant records

Data at rest:

AES-256 encryption at rest

Data in transit:

TLS 1.2/1.3 encryption in transit

Security reporting:

SOC 2 Type II certified controls

Security management:

ISO 27001 certified information security

U.S. legal framework:

ESIGN and UETA compliant signatures

Protected information:

HIPAA compliance with BAA requirement

Platform requirements for signing

The Landlord Tenant Form can be prepared and signed through supported web browsers on Windows and macOS, or through signNow mobile apps on iOS and Android. Use a current browser, an internet connection, and a device capable of displaying the complete document.

Browser support Chrome, Firefox, Safari, and Edge
Desktop systems Windows and macOS computers
Mobile access iOS and Android mobile devices

Property teams should manage access through approved devices and accounts, especially when rental records contain addresses, financial details, or identity information. Enterprise deployments may also configure SSO, API access, and administrator controls according to internal security policy and applicable state requirements.

Best practices for completing the form

Accurate party information, deliberate signer assignment, and defensible recordkeeping reduce avoidable disputes around the Landlord Tenant Form.

Verify rental terms before sending

Before sending, compare every field with the intended rental arrangement, including names, property details, dates, amounts, deposits, and assigned responsibilities. Confirm that the document reflects applicable state and local landlord-tenant rules rather than relying on a generic template.

Assign every signer field

Use separate signer roles for the landlord, tenant, co-tenant, and guarantor when those parties appear in the document. Assign each signature or acknowledgment field deliberately so no participant signs another party’s required section.

Document electronic consent

Require electronic-record consent where the transaction involves consumers and provide access to the completed record. Under ESIGN, consumer disclosures include paper-record rights, electronic access capability, and withdrawal procedures.

Preserve the completed rental record

After completion, download the signed Landlord Tenant Form and its audit trail, then store both under a controlled property or tenancy record. Apply a retention period that matches applicable state law and organizational policy.

Retention periods for related records

The Landlord Tenant Form itself has no single federal retention period; apply the rule that matches the record’s actual purpose and contents.

Three years: tax records

For tax-related records, IRC §6501(a) generally provides a three-year assessment period from filing; six years applies when income is understated by 25% or more.

Six years: HIPAA records

If the rental record contains protected health information, HIPAA requires six years from creation or the last effective date under 45 CFR §164.530(j).

Six years: broker records

Broker-dealer books and records connected with a regulated rental-finance activity may require six years under 17 CFR §240.17a-4.

Three years: payroll records

Payroll records created for property employees generally require three years under 29 CFR §516.5, if the form is retained with payroll documentation.

Five years: injury records

OSHA injury records connected with property operations require five years following the year covered under 29 CFR §1904.33.

Integrations for rental workflows

Connect Landlord Tenant Form workflows with property, finance, storage, and project systems to reduce duplicate entry and keep completed rental records available to authorized teams.

Landlord Tenant Form troubleshooting

These answers address field detection, tenant access, electronic consent, plan selection, and legal limits affecting rental paperwork.

Upload the source PDF again and inspect whether fields were detected as expected. signNow allows the sender to add or adjust fields manually before assigning landlord and tenant roles. Review dates, rent amounts, property information, and signature locations before sending the form.

A tenant can sign through the delivered invitation or signing link without needing an account when the workflow permits guest signing. If the link fails, confirm the recipient address, resend the invitation, and check whether the message was filtered or expired.

For consumer-facing electronic records, ESIGN requires disclosure of paper-record rights, access to electronic records, and withdrawal procedures. Configure the required disclosure and retain evidence of consent before relying on electronic delivery for the rental record.

Business includes legally binding eSignatures, audit trails, templates, and mobile apps at $8/user/month when billed annually. The signNow pricing ground truth states that subscription plans include 100 signature invites per user per year, with overage fees.

Business Premium is the signNow plan identified as including bulk send, kiosk mode, request payments, and quick invite links. It may fit property teams sending similar Landlord Tenant Forms to multiple tenants, subject to current plan terms.

ESIGN and UETA recognize qualifying electronic signatures, but they do not replace state landlord-tenant requirements or make excluded documents electronic. Review state law before using the form for a deed, court filing, eviction notice, or notarized instrument.

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