Tenant records checklist for landlords

Good records protect both the landlord and the tenant. Here is a simple checklist of what to keep for every tenant.

At move-in

• Tenant's full name, phone number and a permanent address.
• A copy of the rent agreement, signed by both sides.
• Copies of an identity proof, as the law and local police rules in your area require.
• The security deposit amount and how you received it.
• The monthly rent and the date it is due.
• The electricity meter reading on the day the tenant moves in.
• Photos of the condition of the room or flat.

Every month

• The meter reading and the units used.
• The rent received, the date and the mode of payment.
• A receipt given to the tenant.

At move-out

• The final meter reading and the final bill.
• Any deductions from the deposit, with the reason.
• A note that the deposit was returned.

Keep it in one place

A notebook works for one tenant but becomes hard with several. The RentCure tenant management app keeps rent, payments and readings together. It is free for up to 3 tenants.

This checklist is general information, not legal advice. Check the rules in your state and city.