3 Underused Yet Crucial Residential Leasing Forms - FALCORE

Everyone hates the tediousness of filling out forms, getting clients to sign them and having to file them afterwards. However, thorough and detailed documentation is crucial in order to protect both the landlord and tenant through the leasing process.

While it's understandable why some think that tenants will be scared away when presenting them with multiple forms to sign before they even moved in, it is important to explain the reasons behind the signing of each document. These forms put all agreements in writing and eliminate the unpleasant ‘’he said, she said’’ arguments later on, and ensure a proper record of what was agreed upon.

The three forms below are not uncommon; however, they are underused especially by companies with smaller portfolios. These forms should be used regardless if you are leasing out a 200 unit building, an 8-plex or even the upper part of your duplex.

Remember, unless it’s in writing, its one person’s word against the other.

1. Early Move-In Form

It happens quite regularly that tenants request the possibility to access their new unit a couple days (or more) before the start of their lease. This could be due to a number of reasons, but often in the effort to try and alleviate the load on moving day or to install the basics such as blinds and Wi-Fi so it is ready for their arrival.

Given of course that the unit is rent-ready, the landlord may want to start things off on the right foot and give the tenant this possibility. Whether landlords decide to charge a pro-rated rent for the extra days or give it for free, it is important to put this agreement in writing. Often this process is simply agreed upon verbally, which can lead to liabilities on both sides.

Form Key Points

• The date on which the tenant will gain access to the apartment.

• That the tenant agrees to take responsibility for the leased premises as of that date.

• The details of the charged amount, if applicable.

Why is it Important?

• This assures the tenant that the unit will be entirely ready for move-in on that date.

• This protects the tenant from being held responsible for damages to the unit that took place before the early move-in date and vice versa for the landlord. Since the lease agreement does not include the early move-in days, it’s important to have these extra days in writing elsewhere.

• This gives the landlord recourse in the event that the tenant does not pay the agreed early move-in fee.

2. Acknowledgement of Receipt Form

This is the least used form of the three, as the issues it protects against are relatively uncommon.

Form Key Points

• That the tenant read and understood the building’s rules and regulations and they are aware that these rules are subject to change.

• That the tenant agrees to notify the landlord of any changes to their contact information immediately.

• The type of keys they have received and how many copies (building access, apartment access, mailbox key, garage remote, locker access).

• Replacement fees for unreturned keys.

Why is it Important?

• It is important to get them to acknowledge that they are aware that the building rules they signed may change over the course of their lease term. This way, if a new rule was to be implemented, the tenant cannot claim that they don’t need to abide by it since they never signed for it.

• The landlord must always have a way to reach a tenant, whether it be for their safety, to give them information or to ensure they honor their responsibilities (such as paying rent). The contact information point removes the tenant’s excuse that they changed their phone number or email and therefore they didn’t receive any of the landlord's attempts to reach them, as it is their responsibility to inform the landlord of these changes immediately.

• It is important to keep track of how many keys are given out for security purposes, especially in buildings with a high number of units. It also ensures that every tenant gets the keys and the quantities they require, so they don’t come back later claiming they never received them.

• While not a huge expense, replacing keys and access passes can be costly if most of your tenants are not returning them at move out. This lets the resident know from the get-go that they must return them, or they will be charged.

3. Move-In Inspection Form

It is shocking to see landlords let their new tenant move in without inspecting the unit together prior to the key handoff. Move-in inspections get both parties to verify the state of the unit and find its potential deficiencies beforehand.

It is important to remember that landlords and tenants see the apartment with different eyes. One sees a service that they are providing to a client, the other sees the place they will call home for the next year or more.

Form Key Points

• All major inspection points in the unit located in:

• The kitchen

• The bathroom(s)

• The bedroom(s)

• Living room/dining room

• Laundry room

• Balcony

• Other applicable locations

• Signature of both landlord and resident

Why is it Important?

• Locate deficiencies and give the landlord time to fix them prior to move in.

• Ensure that the agreed-upon state of the unit is up to the resident’s standard and that there are no disagreements on how the unit was delivered.

• Clarifies damages that were done before and after moving in and who is responsible for it. While the landlord is almost always responsible to fix maintenance issues in their rental units, if the damage comes from the move that took place or after, the landlord could either charge for these repairs or refuse to fix the damage if it is minor.

To summarize, it is crucial to get all these points in writing to protect both parties and to help avoid arguments later on. Even if both sides are acting in good faith, it is almost impossible to remember every detail of what was agreed upon verbally a few months down the line.

Once again, unless it’s in writing, it is very hard to prove and will likely come down to one person’s word against the other. In the unfortunate circumstance that both parties need to defend their side at the Tribunal Administratif du Logement, the court will ask for these pieces of documentation as proof.

If you would like a free template of these three forms, send us an email at info@falcore.ca and we would be happy to send them your way. If we can be of service in helping you implement these forms as well as optimize your leasing process, it would be our pleasure to bring value in any way we can.

info@falcore.ca

(438) 580 7241