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Must-have rental documents a landlord should have

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Renting out a property comes with its fair share of paperwork. From lease agreements to maintenance requests, these are just some of the many rental documents that you – as a landlord – should have to protect your rights and interests while also complying with relevant laws and regulations. Read on to learn about the essential rental documents every landlord should have to ensure a smooth and stress-free business endeavor.


This form is an effective way to screen potential tenants and reduce the risk of admitting a problematic one into your unit. The applicant is required to write down their personal and financial details such as their name, address, employment status, income, credit score, and rental history in this document. In going through each applicant’s form, the landlord can already make the initial filtering of qualified candidates for tenancy.


Lease agreements define the terms and conditions of a rental agreement between a landlord and a tenant. This contract is crucial as it sets expectations for both parties and prevents disputes down the line.

The rent amount, payment due date, and security deposit amount should all be specified in the lease agreement. It should also include the lease’s duration, any renewal possibilities, and any penalties for breaking the lease early. A lease agreement should also describe landlord and tenant maintenance responsibilities. This includes who’s accountable for repairs and the upkeep of the leased property. Additionally, if you allow pets in your rental, you should have a formal pet policy on file. The pet policy should cover an additional pet deposit, pet rent, cleaning standards, and other pet owner responsibilities, and should be signed by the tenant.


Tenants should receive rent receipts with essential information such as their name, the date of payment, the amount paid, and any outstanding balance. To avoid confusion or disputes about rent payments, make sure the receipt is complete and correct. In addition to serving as proof of payment, rent receipts can also be useful for budgeting and tax purposes.


Rent late notices serve as formal reminders to the renter about rent payments they missed. These should prompt them to take immediate action to rectify the situation.

A well-crafted late rent notice should include important information, including the cost of rent that needs to be paid, the due date, and penalties, such as eviction or legal action. The notice should be provided to the tenant on time and in accordance with any applicable local rules and regulations.


In an eviction notice, tenants are notified that they must vacate the rental property for violating the lease agreement, failure to pay rent, or other legal reasons. The notice typically provides a specific timeframe for the tenant to vacate the rental property, which can vary depending on local laws and the nature of the violation.

These are just some of the documents every landlord should have. If you’re a landlord or planning to invest in La Quinta rental properties, seek the guidance of a trusted La Quinta real estate agent like Kathleen O’Keefe Galigher. With her expertise in La Quinta, CA real estate, she can help you navigate the local housing market and find the right tenants for your property. And if you’re looking to expand your asset portfolio, she can also assist you in locating homes for sale in La Quinta, CA that are ideal for investment purposes. Call Kathleen at 760.567.7822 or leave a message here.