New Occupant Form

Use a New Occupant 0 template to make your document workflow more streamlined.

What the New Occupant Form does

The New Occupant Form records information from a person moving into a property, helping owners, managers, or administrators document occupancy details and required acknowledgments. A completed form can capture the occupant’s name, contact information, unit or property details, move-in information, and signatures. With signNow, the sender uploads the form, places or detects fillable fields, sends it to the occupant, and stores the completed record with an audit trail. Electronic signing may be supported under ESIGN and applicable state law, but property-specific requirements should be confirmed before use.

How the New Occupant Form works

The signNow workflow turns the paper occupant form into a controlled, trackable electronic record.

Upload form: Upload the New Occupant Form and let signNow detect fillable fields.
Map fields: Review occupant, property, move-in, acknowledgment, and signature fields.
Send form: Send the prepared form by email or a signing link.
Store record: Collect the signature and retain the completed record with its audit trail.

Setting	Recommendation
Authentication method	Email link with SMS verification
Signature type	Typed or drawn electronic signature
Audit trail	Capture timestamps, IP address, and actions
Document retention	Follow the property record schedule
Encryption	TLS 1.2/1.3 and AES-256 protection

Form upload

Upload the existing New Occupant Form and prepare it without recreating the property-specific layout or wording.

Field detection

Auto-detected fields help identify spaces for occupant information, acknowledgments, dates, initials, and signatures.

Remote signing

Send the prepared form directly to the occupant by email or a controlled signing link.

Audit trail

Capture signer actions, timestamps, and document history alongside the completed occupant record.

Reusable template

Use templates to keep recurring unit, property, and move-in information consistent across forms.

Integrations

Connect completed records with systems such as Google Drive, Box, Salesforce, or NetSuite where appropriate.

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Complete the New Occupant Form online

Follow these steps to prepare, send, sign, and retain a New Occupant Form in signNow.

Upload form:
Upload the blank New Occupant Form to signNow.
Review fields:
Check detected fields and add missing occupant fields.
Send form:
Enter the occupant’s email and send the form.
Verify record:
Review the signed copy and audit trail.

Authenticate signer:

The audit trail records the signer’s authentication event.

Capture timestamp:

Each signing action receives a recorded date and time.

Record document:

The completed document is associated with its signing history.

Seal record:

Changes are identified through tamper-evident document history.

Issue certificate:

The signer receives evidence of completed signing activity.

Export trail:

Authorized users can retrieve or export the audit trail.

Find and fill out the correct new occupant

airSlate SignNow helps you fill in and sign documents in minutes, error-free. Choose the correct version of the editable PDF form from the list and get started filling it out.

Versions	Form popularity	Fillable & printable
*Ambit Energy New Occupant Statement 2021	4.8 Satisfied (413 Votes)

Use the signNow web app when a property team prepares the New Occupant Form, reviews detected fields, and sends it from a desktop workflow.
Use the signNow mobile app when an occupant needs to review or sign the New Occupant Form on an iOS or Android device.
Use kiosk mode when an authorized staff member and occupant complete the New Occupant Form together on a managed device.
Use a shareable signing link when the same New Occupant Form must reach occupants through a controlled online channel.

Security controls for occupant records

Transport encryption:

TLS 1.2/1.3 protects data in transit

Stored encryption:

AES-256 protects stored document data

Security certification:

SOC 2 Type II report available on request

Information security:

ISO 27001 certification supports controls

Signing framework:

ESIGN and UETA compliance supports electronic signing

Health information:

HIPAA workflows require a BAA

Best practices for occupant records

Accurate field review, documented consent, controlled access, and paired archival protect the New Occupant Form from avoidable disputes and disclosure errors.

Verify property and occupant fields

Review every occupant field before sending, including the property address, unit number, move-in date, emergency contact, and acknowledgment language. Compare detected fields against the original document so no required entry is omitted or assigned to the wrong signer. Record any property-specific changes in the approved template.

Match authentication to data sensitivity

Use a signer identity method appropriate to the information collected. Email delivery may suit low-risk occupancy acknowledgments, while SMS verification or stronger authentication can help protect forms containing emergency contacts, identification details, or sensitive housing information. Apply the same rule consistently across the property portfolio.

Archive the form and audit trail

Export the completed New Occupant Form and its audit trail together when closing the workflow. Store both in an access-controlled repository, restrict permissions to authorized property personnel, and apply the retention schedule required by the property owner, agency, contract, or applicable law.

Document electronic-record consent

Obtain electronic-record consent when the occupant is a consumer and the workflow falls under ESIGN’s consumer-disclosure requirements. Provide access to the electronic format, explain the right to paper records, and document procedures for withdrawing consent under 15 U.S.C. §7001(c).

Integrations for occupant records

Connect New Occupant Form workflows with named CRM, ERP, cloud-storage, and project systems to route completed occupant records into established property operations.

When an occupant form needs review

State notarization

Notarization required

Real-estate deed

Deed transfer document

Testamentary documents

Wills excluded

Court documents

Court filing excluded

New Occupant Form troubleshooting

Use these answers to resolve field, signer, plan, consent, and legal-review questions before sending a New Occupant Form.

Upload the original PDF again and compare detected fields with the source document. Add missing occupant, unit, move-in, acknowledgment, or signature fields manually before sending. Save the corrected template so future New Occupant Form workflows use the reviewed field structure.

A signer can open the email or signing link without a signNow account in many workflows. If the occupant must meet a stronger identity requirement, configure SMS verification or another available authentication control before delivery and test the recipient experience with a non-production form.

Business includes legally binding eSignatures, templates, audit trails, and mobile apps at $8 per user per month with annual billing. The plan includes 100 signature invites per user per year; overage fees may apply, so review expected occupant volume.

For consumer-facing electronic records, ESIGN requires disclosure of the right to paper records, access to the electronic format, and procedures for withdrawing consent under 15 U.S.C. §7001(c). Add and retain the applicable disclosure before sending the New Occupant Form.

signNow supports ESIGN and UETA workflows, but state-specific property, housing, notarization, and recording rules still apply. Confirm the form’s legal purpose and any state or local requirement before treating an electronic signature as sufficient.

Business Premium is $15 per user per month with annual billing and adds bulk send, kiosk mode, request payments, and quick invite links. Enterprise is $30 per user per month annually and adds advanced signer authentication and other enterprise features.

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