Free Checklist Templates for Leasing

Leasing

OR

Lease Agreement Checklist

Tenant Identity & Screening

Verify tenant legal names against ID

Capture tenant and emergency contacts

Attach screening reports and ID copies

Property & Unit Details

Confirm unit address and APN

List included appliances and furnishings

Record the build year for disclosure scope

Lease Term & Rent

Set lease start and end dates

State monthly rent and due date

Define renewal and notice-to-vacate terms

Security Deposit & Fees

State the security deposit and return terms

Set the late fee and grace period

Decide on pets and pet fees

Tenant Responsibilities & Rules

Define tenant maintenance duties

Set rules on alterations and decor

Define guest, sublet, and occupancy limits

Landlord Obligations & Access

Outline landlord repair duties

List landlord-paid utilities and services

Specify the entry-notice period

Required Disclosures

Attach the lead-based paint disclosure

Attach state-specific disclosures

Attach the pet addendum

Execution & Tenant File

Send the lease packet for e-signature

Collect first month rent and deposit

File lease and disclosures in tenant folder

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Lease Agreement Checklist

Lease Drafting and Execution

Pull the state-standard lease form

List every adult occupant as a tenant

Confirm term, rent, and prorated amounts

Attach the lead-paint and state disclosures

Confirm animal status with the applicant

Add the pet addendum and pet deposit

Send the lease packet for e-signature

Collect first month rent and security deposit

Move-In Preparation

Rekey the unit and log new codes

Test smoke and CO detectors

Confirm utility transfer to the tenant

Conduct the move-in walk-through with the tenant

Issue keys and the welcome packet

Tenancy Activation

File the lease and disclosures in the tenant folder

Update the rent roll and unit status in the PMS

Schedule the 30-day post-move-in check-in

Move-Out and Deposit Accounting

Confirm written notice to vacate

Issue the holdover notice per state law

Schedule the move-out inspection

Conduct the move-out walk-through

Draft the itemized deposit statement

Send the refund within the state window

Verify keys and access cards returned

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Lease Renewal Checklist

Lease Term & Market Review

Pull the lease and confirm expiration

Run a comparable rent analysis

Review the tenant's payment ledger

Tenant Outreach

Send the renewal notice per state window

Discuss accommodation and unit-condition requests

Confirm the tenant's preliminary intent

Renewal Offer & Decision

Set the renewal rent and term length

Send the formal renewal offer

Record the tenant's final renewal decision

Pre-Renewal Walk-Through

Schedule the renewal walk-through

Test smoke and CO detectors

Log findings and open work orders

Renewal Documentation

Draft the renewal on the state form

Refresh the required tenant disclosures

Send the renewal for e-signature

Records and System Updates

Confirm the tenant's vacate date in writing

Update the rent roll and rent schedule

File the executed renewal in the tenant folder

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Lease Signing Checklist

Pre-Signing Preparation

Pull the final lease from the property file

Confirm make-ready completion with maintenance

Verify tenant identity against the screening file

Required Disclosures

Confirm pre-1978 construction status

Attach the federal lead-paint disclosure

Add state-specific disclosures to the packet

Lease Walk-Through with Tenant

Walk through rent, late fees, and grace period

Cover pet policy and ESA accommodation rules

Review community rules and HOA addenda

Signature, Deposit, and First Month's Rent

Capture initials and signatures via DocuSign

Collect deposit and first month's rent

Issue dated receipts for all funds collected

Move-In Inspection and Key Handover

Conduct the move-in walk-through with dated photos

Test smoke and CO detectors at handover

Dispatch maintenance to replace failed detectors

Hand over keys, fobs, and access codes

Post-Signing File and System Update

Update the rent roll in the PM system

File the executed lease packet

Schedule the 30-day post-move-in check-in

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Leasing Process Checklist

Pre-Listing Make-Ready

Build the make-ready punch list

Test smoke and CO detectors

Rekey the unit between tenancies

Marketing & Listing

Capture marketing photos after make-ready

Set asking rent against market comps

Syndicate to Zillow and Apartments.com

Applications & Screening

Collect applications and FCRA disclosure

Run TransUnion SmartMove screening

Decide on the application

Send the FCRA adverse action notice

Lease Execution & Disclosures

Confirm whether the unit predates 1978

Attach the lead-paint disclosure form

Send the lease for DocuSign signature

Collect first month's rent and security deposit

Move-In & Key Handoff

Conduct the move-in inspection with the tenant

Issue keys and access codes

Confirm utility transfer to tenant name

First-Month Tenant Management

File the tenant documents per FCRA retention

Update the rent roll and vacancy metrics

Schedule the 30-day post-move-in check-in

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Move-In/Move-Out Inspection Checklist

Pre-Inspection Setup

Confirm whether this is move-in or move-out

Pull the lease and prior inspection report

Stage the inspection kit

General Condition Walkthrough

Photograph each room before detailed inspection

Inspect walls, ceilings, and floors for damage

Test all light fixtures throughout the unit

Verify window and door operation

Living Areas

Check carpet and flooring condition

Document marks and anchor holes on walls

Test outlets with a circuit tester

Kitchen

Inspect appliance condition and operation

Check countertops, cabinets, and hardware

Test sink, faucets, and under-sink plumbing

Bathrooms

Examine shower, tub, and toilet function

Check for leaks and water pressure

Verify mirror, vanity, and exhaust fan

Bedrooms

Test closet doors and drawer hardware

Inspect for pest activity

Document paint, carpet, and fixture condition

Exterior and Common Areas

Inspect siding, roofline, and outdoor structures

Confirm trash and recycling area condition

Check parking, walkways, and staircases

Safety Systems

Test smoke and CO detectors

Verify fire extinguisher charge and service tag

Confirm escape routes are clear

Sign-Off and Reconciliation

Compile the defects log with photos

Open a pest treatment work order

Calculate security deposit deductions

Capture tenant and inspector signatures

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Move-In Package Preparation

Lease and Required Disclosures

Confirm the lease is fully e-signed

Confirm whether the building was built pre-1978

Deliver the federal lead-paint disclosure

Attach state-required disclosures to the lease

Confirm whether the tenant has a pet or service animal

Execute the pet addendum and collect the pet deposit

Keys, Locks, and Access

Rekey the unit at turnover

Test fobs, gate codes, and amenity access

Issue mailbox key and USPS instructions

Unit Condition and Make-Ready

Schedule the professional turnover clean

Test smoke and CO detectors

Verify appliances, HVAC, and plumbing operate

Close out the make-ready punch list

Welcome and Information Packet

Draft the welcome letter with after-hours contacts

Compile trash, recycling, and parking schedules

List utility providers and transfer instructions

Print portal login and renter's insurance proof

Move-In Day Walk-Through and Financials

Confirm first month's rent and deposit cleared

Conduct the move-in walk-through with the tenant

Capture tenant signature and key receipt

Schedule the 30-day post-move-in check-in

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Move-Out Procedure Checklist

Move-Out Notification

Send written move-out instructions

Confirm forwarding address and vacate date

Send fourteen-day vacate reminder

Pre-Move-Out Inspection

Schedule the pre-move-out walkthrough

Conduct the pre-move-out inspection with tenant

Send tenant the cure-item punch list

Move-Out Day Handover

Verify all personal belongings have been removed

Collect keys, fobs, and garage remotes

Bill replacement cost for missing access devices

Confirm tenant has transferred utility accounts

Final Walk-Through and Condition Review

Test smoke and CO detectors

Compare condition against the move-in inspection

Capture date-stamped photos of every room

Make-Ready Maintenance

Build the punch list from final inspection

Dispatch vendors with current COIs on file

Rekey all exterior locks

Make-Ready Cleaning

Schedule the deep clean and carpet treatment

Refresh paint, fixtures, and hardware

Security Deposit Accounting

Obtain vendor quotes for damage charges

Compile the itemized deduction statement

Send statement and refund within state window

Tenant File Closure

Update the rent roll and vacancy metrics

Archive tenant file per state retention rules

Re-Marketing the Unit

Reset asking rent against market comps

Capture marketing photos after make-ready

Publish listing to syndicated channels

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New Tenant Move-In Checklist

Pre-Lease Preparation

Confirm the property build year

Send the Lead-Based Paint Disclosure

Verify HOA lease requirements

Prepare the lease packet

Send the lease via DocuSign

Verify the executed lease returned

Reservation & Listing Cleanup

Process the reservation fee

Email the executed lease to the tenant

Take down listings across syndication channels

Confirm the move-in date with the tenant

Make-Ready Verification

Schedule the turnover deep clean

Test smoke and CO detectors

Rekey the unit's exterior locks

Add tenant to the HOA gate call box

Walk the pre-move-in inspection

Move-In Day

Verify the security deposit form

Verify the renter's insurance declaration

Conduct the move-in inspection with the tenant

Issue keys to the new tenant

Email the signed inspection to the tenant

Post-Move-In Follow-Up

Post the security deposit to the tenant ledger

Deposit the security deposit per state rules

Send the 7-day check-in email

File tenant documents for retention

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Pet and Assistance Animal Approval Checklist

Animal Classification and Fair Housing Review

Classify the animal as pet, service, or ESA

Verify the ESA accommodation letter

Document the reasonable accommodation decision

Animal Profile and Vaccination Records

Collect the animal's identifying details

Upload current vaccination and rabies records

Confirm spay or neuter and microchip ID

Attach a current photo of the animal

Behavior and Bite History Review

Review the bite and aggression disclosure

Escalate bite history to the property manager

Request the prior landlord reference

Insurance and Property Rule Verification

Check the breed against carrier restrictions

Verify renter's insurance with animal liability

Confirm municipal license and HOA pet rules

Fees, Addendum, and File Closure

Calculate the pet deposit and monthly pet rent

Generate the pet addendum for e-signature

Collect the signed addendum and deposit

File the approval packet in the tenant folder

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Property Showing Checklist

Pre-Showing Preparation

Confirm the appointment with the prospect

Send a second confirmation outreach

Verify lockbox or smart-lock access

Review marketing copy and comparable rents

Property Exterior Check

Walk the curb appeal and landscaping

Photograph exterior damage or trip hazards

Clear walkways and entry points

Interior Walk-Through

Verify lighting throughout the unit

Air out the unit before arrival

Stage the unit for the tour

Safety and Compliance

Test smoke and CO detectors

Verify door and window locks operate

Confirm required disclosures are on hand

Showing Materials and Format

Print rental applications and FCRA disclosures

Prepare the property fact sheet

Confirm the showing format

Issue the self-show access code

Post-Showing Follow-Up

Secure the unit after departure

Capture prospect feedback notes

Log the application outcome

Send the screening invite to the applicant

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Rental Advertisement Checklist

Property Details

Verify the address against the rent roll

List bedrooms, bathrooms, and square footage

Capture the year the building was built

Pricing and Lease Terms

Set the asking rent against current comps

Define the lease term and renewal option

Set the deposit and pet policy

Required Disclosures

Prepare the federal lead-paint disclosure

Prepare state-specific disclosures

Confirm smoke and CO detector certification

Make-Ready Verification

Close out the make-ready punch list

Rekey the unit and log the new code

Photography and Virtual Tour

Schedule the photographer after make-ready

Capture wide-angle photos of every room

Decide on a virtual tour option

Listing Copy and Syndication

Draft Fair Housing-compliant listing copy

Publish to Zillow, Apartments.com, and the firm site

Confirm rental registration filing

Showings and Application Intake

Select the showing method

Configure the self-show platform

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Rental Rate Analysis Checklist

Subject Property Intake

Pull the current lease and rent history

Capture unit specs and recent upgrades

Confirm the owner's pricing goal and listing window

Comparable Rental Pull

Run an MLS rental search in a one-mile radius

Filter to leased-in-last-90-days status

Export the comp set to Cloud CMA or RPR

Property Condition Walkthrough

Inspect interior condition and deferred maintenance

Photograph kitchen, baths, and primary finishes

Score the unit against comp condition

Comp Adjustments and Pricing

Adjust comps for square footage and bed/bath count

Adjust for parking, laundry, and outdoor space

Calculate the adjusted rent range

Local Market Indicators

Pull submarket vacancy and absorption data

Review employment and migration trends

Note seasonal demand for the listing window

Regulatory and Compliance Review

Confirm rent-control or stabilization status

Calculate the maximum allowable rent increase

Audit listing language for fair-housing compliance

Recommendation and Owner Sign-Off

Draft the rent recommendation memo

Present recommendation and capture owner decision

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Rent Increase Notice Checklist

Legal Compliance Review

Look up the state's required notice period

Confirm rent control or stabilization status

Calculate the rent-control cap maximum

Verify the lease permits an increase at this date

Rent Calculation and Justification

Pull market comps from Zillow and Rentometer

Set the proposed new rent amount

Document the increase justification

Notice Drafting

Draft the rent increase notice on firm letterhead

Insert state-required statutory language

Route the draft to the regional manager for sign-off

Notice Delivery

Select the legally-compliant delivery method

Serve the notice on the tenant

File the proof of service in the tenant folder

Tenant Response

Log the tenant's response to the increase

Negotiate the compromise rent with the tenant

Process the tenant's notice to vacate

Renewal and File Update

Generate the renewal lease or rent addendum

Send the addendum for tenant e-signature

Update the rent roll and schedule the next review

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Tenant Applicant Screening

Application Intake

Capture the applicant's contact email

Record the requested move-in date

Record the property and unit address

Confirm FCRA screening disclosure is signed

Confirm uniform screening criteria apply

Income & Employment Verification

Send employment verification to the employer

Collect two recent pay stubs or an offer letter

Verify income meets the 3x rent threshold

Rental History Verification

Contact the prior landlord directly

Send the landlord verification form

Search court records for prior evictions

Credit & Background Screening

Run the credit report through the screening provider

Record the applicant FICO score

Run the criminal background search

Run the sex-offender registry check

Validate SSN and address history

Decide whether a co-signer is required

Co-signer Review

Capture the co-signer's name

Capture the co-signer's email

Run credit and income screening on the co-signer

Decision

Record the accept-or-reject decision

If Accepted

Send the approval email with lease terms

Collect the holding deposit

Trigger the New Tenant Onboarding workflow

If Rejected

Send the FCRA adverse action notice

Document the denial reason in the applicant file

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Tenant Move-In Checklist

Pre-Lease Documentation

Verify the screening file is complete

Confirm the building's construction year

Deliver the lead-based paint disclosure

Attach state-specific disclosures

Classify the household's animal status

Execute the pet addendum and collect pet deposit

File the service animal or ESA accommodation

Lease Execution and Payment

Send the lease for e-signature

Collect first month's rent and prorated balance

Log the security deposit per state rules

Collect the renter's insurance certificate

Make-Ready Verification

Walk the make-ready punch list

Test smoke and CO detectors

Rekey the unit and log the new code

Move-In Inspection

Walk the unit with the tenant

Photograph each room with date stamps

Capture the tenant's signature on the inspection form

Move-In Day Handoff

Confirm utilities are in the tenant's name

Issue keys, fobs, and access codes

Deliver the welcome packet and emergency contacts

Post-Move-In Follow-Up

File all documents in the tenant folder

Update the rent roll in the PMS

Schedule the 30-day post-move-in check-in

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Tenant Move-Out Checklist

Notice Intake & Calendar Setup

Log the tenant's notice to vacate

Verify notice meets the lease requirement

Send the short-notice charge letter

Calendar the deposit refund deadline

Send the move-out instructions letter

Update the rent roll in AppFolio or Buildium

Marketing & Re-Listing

Pull comps and set the asking rent

Schedule pre-listing photos

Publish the listing to syndication channels

Coordinate showings with the current tenant

Move-Out Inspection

Schedule the move-out walk-through

Request the tenant's forwarding address

Conduct the move-out inspection

Collect keys, fobs, and garage remotes

Confirm utility transfer back to owner

Make-Ready & Vendor Coordination

Build the make-ready punch list

Verify each vendor's COI is current

Dispatch repairs through the work-order system

Test smoke and CO detectors

Rekey or change locks on the unit

Deposit Accounting & File Retention

Itemize tenant charges against the deposit

Cut the deposit refund check

Pursue the balance owed

File all move-out docs in the property system

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Tenant Onboarding Checklist

Lease Execution and Disclosures

Confirm the building's pre-1978 status

Attach the lead-based paint disclosure

Add state-specific disclosures to the packet

Send the lease packet for e-sign

Funds and Insurance

Collect first month's rent and security deposit

Confirm whether the tenant has an assistance animal

Verify renters insurance binder

Unit Readiness and Move-In Inspection

Test smoke and CO detectors

Rekey or change the locks

Walk the unit with the tenant on move-in day

Hand over keys, fobs, and remotes

Account Setup and Utilities

Activate the tenant portal account

Confirm utility transfer to the tenant

Walk through rent due dates and late fees

Welcome and Maintenance Orientation

Deliver the welcome packet

Walk through the maintenance request process

Review tenant upkeep responsibilities

File Setup and 30-Day Follow-Up

File documents in the tenant folder

Update the rent roll and vacancy metrics

Run the 30-day post-move-in check-in

Open the work order from the check-in

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Tenant Screening Checklist

Applicant Intake

Confirm the application is complete and signed

Verify the applicant's government-issued photo ID

Collect the screening fee and FCRA disclosure

Rental History Verification

Contact the two most recent landlords

Verify on-time rent payment history

Check public records for prior eviction filings

Income & Employment Verification

Collect recent pay stubs and W-2

Verify employment with the employer's HR line

Apply the 3x rent income standard

Credit Screening

Run the credit pull through SmartMove

Review credit for bankruptcies and collections

Compile the credit summary for the file

Background Screening

Run criminal background per HUD nexus guidance

Search the state sex offender registry

Compile the screening report packet

Decision & Notice

Apply the written screening criteria uniformly

Record the screening decision

Send the FCRA adverse action notice

Send the conditional approval offer letter

Issue the approval and lease offer

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Tenant Screening Checklist

Initial Contact and Pre-Screening

Capture the prospect's contact information

Run uniform pre-screening questions

Schedule the property showing

Application Intake

Send the rental application packet

Verify the application is complete

Collect the application fee

Credit and Background Screening

Pull the credit report

Run the criminal background check

Check the eviction record

Income Verification

Collect pay stubs or proof of income

Verify employment directly with the employer

Calculate rent-to-income ratio

Rental History Review

Contact prior landlords for two years

Confirm payment history and lease fulfillment

Document reason for leaving the prior unit

Decision and Notification

Score the application against published criteria

Render the leasing decision

Send the FCRA adverse action notice

Issue the lease offer or hold

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