Landlord Statement Form

Create a custom Printable Landlord Statement 0 that meets your industry’s specifications.

What a landlord statement form records

A Landlord Statement Form records a landlord’s statement about a tenant’s rental relationship and related property details. It may identify the landlord and tenant, describe the premises, confirm tenancy dates, state payment or account information, and provide a signature. The exact fields depend on the organization requesting the statement. Upload the document to signNow, let the platform detect fillable fields, add or review signature fields, and send it to the designated signer. The completed PDF and audit trail can then be retained together. Electronic-signature validity depends on intent, consent, attribution, and record retention under ESIGN and applicable state law.

Property managers

Property managers use landlord statements to document rental history, payment status, tenancy dates, and property information for housing or administrative requests.

Landlords and applicants

Landlords and housing applicants use the form to provide or verify tenancy information when a documented rental statement is required.

Field detection

Upload the landlord statement, review automatically detected fields, and add signature, date, or text fields without rebuilding the document.

Signer routing

Route the statement to the landlord, property manager, or other designated signer using assigned fields and a defined signing order.

Audit trail

Capture the signer’s intent and completion history through a signNow audit trail associated with the completed statement.

Mobile signing

Let landlords or managers complete assigned fields from supported signNow mobile apps when property work occurs away from the office.

Reusable templates

Reuse an approved landlord statement template while preserving the fields needed for each property and tenancy record.

System connections

Connect completed records with supported storage or business systems when the organization needs controlled document handling after signing.

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How to complete the form

Follow these steps to prepare the Landlord Statement Form, collect the required signature, and retain evidence of completion.

Upload document:
Upload the landlord statement PDF.
Check fields:
Review detected fields and add missing fields.
Assign signers:
Assign signature and date fields.
Send for signing:
Send the form for electronic signature.
Store records:
Download the signed form and audit trail.

Signer authentication:

Records the signer’s selected authentication event.

Timestamp capture:

Captures signing timestamps and document actions.

Document history:

Associates the completed file with its signing history.

Tamper evidence:

Preserves evidence of changes and completion.

Event details:

Records IP and action details in the audit trail.

Audit export:

Allows authorized users to retrieve completion evidence.

Prepare the statement

Review the landlord statement and confirm names, property details, dates, and amounts.

Deliver to signers

Send the completed document to the landlord or other required signer by email.

Complete signer review

The signer reviews each statement field and completes the requested signature and date fields.

Archive completed records

Download the signed statement and audit trail, then store both with the tenancy record.

Best practices for landlord statements

Accurate fields, authorized signers, controlled access, and preserved evidence make a Landlord Statement Form easier to verify and use.

Verify every property and tenancy detail

Compare the landlord’s name, tenant’s name, property address, tenancy dates, and payment details against the underlying lease or property records. Correct discrepancies before sending the statement because an inaccurate rental history can create avoidable disputes or delay a housing review.

Confirm the signer’s authority

Use a signer role that matches the person authorized to make the landlord statement. If a property manager signs for the owner, retain documentation of that authority and ensure the signer receives only the fields and records needed for this statement.

Preserve the form and audit trail

Keep the completed Landlord Statement Form with its signNow audit trail, including the signing event history and timestamps. Apply the retention rule required for the underlying housing, tax, or business record rather than choosing a period solely because the document was signed electronically.

Protect tenant information

Limit access to tenant information through signNow user permissions and controlled sharing. Avoid sending the statement through unsecured channels, and confirm that recipients can open the final PDF without exposing unrelated lease or payment records.

Security for landlord statements

Transport encryption:

TLS 1.2/1.3 in transit

Stored data encryption:

AES-256 at rest

Security certification:

SOC 2 Type II certified

Information security:

ISO 27001 certified

Electronic signatures:

ESIGN and UETA compliant

Health information:

HIPAA compliance with BAA

Challenges when preparing landlord statements

Tenant names, rental dates, payment amounts, or property addresses may be copied incorrectly from the lease or property ledger, creating verification disputes later.
A statement may expose payment history or identifying information to recipients who need confirmation but lack permission to view unrelated tenancy records.
Missing signer authority can weaken the statement’s reliability when a property manager signs without documented authorization from the landlord or managing entity.
An unsigned form, incomplete date field, or absent audit trail can make it harder to establish when and by whom the statement was completed.

Landlord statement troubleshooting

Resolve field, signature, access, and retention questions before relying on a completed Landlord Statement Form.

Upload the Landlord Statement Form to signNow and review the automatically detected fields. If a field is missing or misplaced, add or move it manually before assigning the landlord or property manager as signer.

signNow Business includes legally binding eSignatures, templates, audit trails, and mobile apps at $8 per user per month with annual billing. The pricing source states that paid plans include 100 signature invites per user per year, with overage fees.

A signature can support a Landlord Statement Form when the signer demonstrates intent, consents to electronic records where required, can be attributed, and the completed record can be retained and reproduced under ESIGN and applicable state law.

For a consumer-facing electronic transaction, review the ESIGN consumer-disclosure requirements in 15 U.S.C. §7001(c), including paper-record rights, electronic access, and withdrawal procedures. A housing organization should confirm whether those requirements apply to its transaction.

Use signNow fields for the landlord’s name, tenant’s name, property address, tenancy dates, statement details, signature, and date when those fields appear in the source form. Do not add unsupported facts or replace required wording without checking the requester’s instructions.

Keep the final PDF and audit trail with the underlying housing record. Federal retention periods vary by record type, and state requirements may be longer; verify the applicable housing, tax, or business rule rather than applying a universal period.

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