Landlord Tenant Form

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

What a landlord tenant form does

A Landlord Tenant Form records agreed rental terms, responsibilities, and signatures between a property owner or manager and a tenant. The exact fields depend on the underlying lease, notice, application, or acknowledgment document and applicable state law. With signNow, the sender uploads the document, reviews detected fillable fields, assigns landlord and tenant roles, and sends it for electronic signing. The completed record can include signer actions, timestamps, and an audit trail. ESIGN and UETA generally recognize qualifying electronic signatures, but exclusions and state-specific requirements still apply.

Property managers

Property managers use Landlord Tenant Form to route lease-related documents, renewal acknowledgments, and tenant notices for remote review and signature.

Independent landlords

Independent landlords use it to collect tenant signatures on rental agreements and preserve completed copies with signing records.

Field detection

Upload a landlord-tenant document and allow signNow to identify fields for names, dates, signatures, and initials.

Signer routing

Assign landlord and tenant roles so each participant receives the fields intended for that signer.

Remote signing

Send signing invitations by email or link without requiring an in-person document exchange.

Audit trail

Capture timestamps, signer actions, and document history for a clearer record of execution.

Record storage

Keep the completed agreement and its certificate of completion together for later reference.

Mobile access

Use mobile apps when property managers or tenants need to review documents away from a desktop.

How landlord tenant forms work

Complete the landlord-tenant document digitally, route it to each signer, and preserve the signed agreement with documented signing activity.

Upload document: Upload the landlord-tenant document and let signNow detect fillable fields.
Review fields: Review detected fields, then add landlord and tenant signer assignments.
Send for signing: Send the completed form through email invitations or a shareable signing link.
Store records: Collect signatures and retain the completed agreement with its audit trail.

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Authenticate signer:

Record the signer’s authentication event and access details.

Capture timestamps:

Capture signing dates and times for each action.

Hash document:

Create a document hash for integrity verification.

Seal record:

Apply tamper-evident completion controls after signing.

Log activity:

Preserve signer actions in the audit history.

Export evidence:

Retrieve or export the completed audit trail.

Platform requirements for signing

Landlord Tenant Form workflows run in Chrome, Firefox, Safari, or Edge and use TLS-secured connections. signNow also provides mobile apps for iOS and Android devices.

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

Property teams can use managed Windows or macOS computers, while landlords and tenants can review and sign through iOS or Android apps. Organizations requiring centralized provisioning should configure access controls separately through their signNow administration settings.

Security for landlord tenant records

Transport encryption:

TLS 1.2/1.3 encryption in transit

Storage encryption:

AES-256 encryption at rest

Security certification:

SOC 2 Type II certified controls

Security management:

ISO 27001 certified information security

Privacy compliance:

GDPR and CCPA compliant processing

Signature compliance:

ESIGN and UETA compliant signatures

Best practices for landlord tenant forms

Accurate party details, documented consent, controlled access, and preserved signing evidence reduce avoidable disputes over landlord-tenant paperwork.

Verify property and signer details

Confirm the document identifies the correct property, landlord, tenant, rental period, payment terms, and required disclosures before sending it. Compare every populated field against the approved lease or notice and correct missing initials, dates, or attachments before signer invitations go out.

Assign individual signer roles

Use separate landlord and tenant roles so each person receives only the fields requiring their review or signature. Check signing order when one party must approve terms before the other signs, and avoid assigning a shared email address when individual attribution matters.

Document electronic consent

Explain electronic signing expectations before requesting signatures from residential tenants. For consumer-facing records, provide the ESIGN disclosure and confirm electronic access, consent, and withdrawal procedures under 15 U.S.C. §7001(c).

Preserve completed records

Export the completed landlord-tenant record and audit trail after signing, then store them under the property’s controlled recordkeeping process. Retain the signed document in a format that can be accurately reproduced when a dispute or notice review arises.

Privacy pitfalls in landlord tenant forms

Including Social Security numbers, bank details, or identification documents exposes sensitive tenant information unnecessarily during document sharing.
Sending a lease or acknowledgment without documented electronic consent can weaken evidence that the tenant agreed to electronic delivery.
Leaving completed landlord-tenant files accessible to every team member can disclose addresses, payment terms, and personal contact details.
Using an outdated template may omit state-required notices, disclosures, or signature details needed for the specific rental transaction.

Documents requiring extra care

Notarization rules

May require notarization

Wills and codicils

Excluded from electronic signing

Family law documents

State-specific execution rules

Real-estate deeds

Recorded deed requirements remain

Retention periods for related records

Retention for a Landlord Tenant Form itself depends on the document type, state law, and business purpose; the periods below apply only where the cited rule governs.

State-required rental records

Landlord-tenant records may need a state-specific retention period; verify the applicable landlord-tenant statute.

3 years for tax records

Tax-related rental records: three years from filing under IRC §6501(a).

6 years for understatements

Tax records: six years when income understatement exceeds 25%, under IRC §6501(e).

3 years for payroll records

Payroll records: three years under 29 CFR §516.5 when applicable.

Indefinite for fraud cases

Records involving fraud or no return filed: indefinite retention under IRC §6501(c).

Troubleshooting landlord tenant forms

Resolve field, invitation, plan, and consent questions before treating a signed landlord-tenant document as complete.

Upload the source PDF again and inspect whether scanned pages or unusual layouts prevent field detection. signNow can identify fillable areas, but the sender should review every detected field before assigning landlord and tenant roles.

Confirm each signer’s email address and resend the invitation from the document workspace. If the tenant cannot access the message, provide a shareable signing link through an approved channel and retain the resulting audit trail.

Business pricing is $8/user/month when billed annually, while month-to-month pricing is $20/user/month. The Business plan includes legally binding eSignatures, templates, audit trails, and mobile apps for landlord-tenant workflows.

Business Premium costs $15/user/month when billed annually and adds bulk send and kiosk mode. Use it when the same landlord-tenant template must be sent to multiple recipients or signed on-site.

signNow is ESIGN and UETA compliant, but compliance does not replace state-specific landlord-tenant law. Confirm required disclosures, notices, notarization, and recording rules with the applicable state authority or counsel.

For consumer-facing electronic records, 15 U.S.C. §7001(c) requires disclosure of paper-record rights, electronic access, and withdrawal procedures. Provide that disclosure and document consent before relying on electronic delivery.

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