Can the form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signature shows signer intent, consent to transact electronically, attribution, and reliable record retention.

Is notarization or witnesses required?

Not typically for standard declarations, but some jurisdictions or agencies may require notarization or witnesses if the form is used as an affidavit. Check state rules and the collecting organization's policy before assuming notarization is optional.

What happens if information is false?

False statements can lead to civil remedies, contract rescission, denial of application, or other penalties. Organizations should include clear consequences and follow fair-process and local law when acting on disclosures.

How should I update a submitted declaration?

Submit a corrected declaration clearly dated and signed; retain both original and corrected versions with an audit note explaining the change. Follow organization policy for amendments.

Who must sign the form?

The individual making the declaration should sign. For minors or legally incapable persons, use a guardian or legally authorized representative and document authority to sign.

How long must signed forms be kept?

Retention depends on applicable law and program rules. Follow federal baselines (e.g., IRS rules) and industry-specific periods such as HIPAA's six-year rule for health records when relevant.

Electronic Signature
Templates
Miscellaneous
Crime Free Declaration Form

Crime Free Declaration Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CRIME FREE DECLARATION FORM

WHEREAS, the parties desire to maintain a safe, crime-free environment at the premises described below and to reduce criminal activity that threatens the health, safety and welfare of residents and the community; and

WHEREAS, the Declarant (hereinafter "Declarant") seeks residency or continued residency at the subject premises and agrees to the terms of this Crime Free Declaration as a condition of occupancy or continued occupancy; and

WHEREAS, the Property Representative (hereinafter "Owner/Manager") administers rules and enforcement measures designed to deter criminal activity and to apply reasonable remedial measures for violations of this Declaration.

PARTIES & PROPERTY

Declarant (Resident/Applicant) - Full Legal Name Declarant Address

Unit/Identifier: Phone:

Property / Program Operator Property Address

RECITALS AND DECLARATION

By signing this Declaration, Declarant affirms and certifies under penalty of law that the statements made herein are true and complete to the best of Declarant's knowledge. Declarant acknowledges that material misrepresentation or omission may result in denial of tenancy, eviction, or other lawful remedies.

Criminal History:

I have never been convicted of, nor pleaded guilty or nolo contendere to, any felony or offense involving violence, controlled substances, weapons, or sexual misconduct.

I have been convicted of, or pleaded guilty or nolo contendere to, criminal offense(s). If checked, provide details below.

Prior Conviction Details (if applicable)

SCOPE OF OBLIGATIONS (SCOPE OF WORK)

Declarant agrees to comply with and observe all reasonable rules, safety measures and program requirements implemented by Owner/Manager to prevent criminal activity and to promptly report criminal behavior, suspicious activity, and threats to public safety to law enforcement and Owner/Manager.

Specific Obligations / Scope

PAYMENT TERMS

Where applicable, Declarant shall pay fees associated with participation in crime prevention programs or security measures as a condition of occupancy. Failure to pay such fees when due constitutes a default under this Declaration and any related occupancy agreement.

Amount (if applicable) Payment Schedule / Terms Late Fee

TERM AND TERMINATION

This Declaration is effective for the term of Declarant's occupancy at the premises unless terminated earlier in accordance with the terms herein or by operation of law.

Term Start Date: Term End Date:

Notice Period for Termination

CONFIDENTIALITY

The parties acknowledge that certain information related to criminal incidents, safety plans, and law enforcement referrals may be sensitive. Except as required by law, Declarant and Owner/Manager agree not to disclose confidential information obtained through the administration of this program to third parties without prior written consent.

Confidentiality Exceptions / Notes

GOVERNING LAW

This Declaration shall be governed by and construed in accordance with the laws of the state specified below. The parties submit to the exclusive jurisdiction of the state and federal courts located in that state for resolution of disputes arising under this Declaration.

Governing State

ENTIRE AGREEMENT

This Declaration, together with any incorporated program rules or rider attached hereto, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior agreements and understandings, whether written or oral. Any amendment to this Declaration must be in writing and signed by both parties.

ACKNOWLEDGEMENTS

I acknowledge that false statements or omissions in this Declaration may result in denial of tenancy, eviction, civil liability, or criminal prosecution to the extent permitted by law.

I acknowledge that reasonable investigations, including criminal background checks and contact with law enforcement, may be conducted in connection with this Declaration.

NOTICES

Notice Address for Declarant Notice Address for Owner/Manager

Declarant

Printed Name:

By:

Date:

Owner / Property Representative

Printed Name:

By:

Date:

What the Crime Free Declaration Form Is and when it's used

The Crime Free Declaration Form is a written statement used to confirm an individual's criminal history status for landlords, property managers, employers, or program administrators. It typically asks the signer to declare whether they have been convicted of, pled guilty to, or admitted to certain crimes, and to disclose relevant dates and jurisdictions. The document can be used during application screening, lease execution, program enrollment, or regulatory reporting. When executed correctly it becomes part of the applicant's record and supports screening decisions, compliance checks, and recordkeeping requirements.

Why this form matters for screening and compliance

A Crime Free Declaration Form standardizes disclosure of criminal history, supports consistent decision-making, and creates a written record for compliance and audit trails.

Who commonly completes or collects this form

Use this form where a clear written declaration reduces uncertainty, supports consistent adjudication, and preserves a dated record of the applicant's statement.

Property managers and landlords performing tenant screening, including applicants for rental housing and people signing new leases.
Employers and hiring managers who need a candidate declaration for roles with safety or fiduciary responsibilities.
Program administrators for housing assistance, volunteer programs, or licensing bodies that require criminal-history disclosure.

Step-by-step: filling out and finalizing the form

Complete, verify, sign, and route the form in the sequence below to create a compliant record.

01

Complete fields: Enter all required fields and attach supporting documentation where requested.
02

Verify accuracy: Confirm names, dates, and jurisdiction details before signing.
03

Sign the form: Apply handwritten or compliant electronic signature meeting ESIGN/UETA tests.
04

Route and retain: Send to the collecting organization and store per retention rules.

Essential sections to include on a professional Crime Free Declaration Form

A professional template groups identity, declaration, detail, signature, verification, and consent sections to reduce ambiguity and support legal defensibility.

Identity

Full legal name, date of birth, current address, and contact details for clear identification of the declarant.

Declaration Statement

A concise affirmative statement the signer checks to confirm whether convictions exist, with plain-language definitions of terms used.

Disclosure Details

Fields for offense description, jurisdiction, case or docket number, and conviction or disposition dates where applicable.

Consent and Authorization

Language authorizing background checks, record sharing with third parties, and specifying any limits on use.

Signature and Date

A signature block for handwritten or electronic signature and a date field formatted MM/DD/YYYY.

Verification Notes

Space for reviewer initials, verification method, and a short audit trail entry for decisions.

Required data elements to capture on the form

Full name: Full name as on ID

Date of birth: MM/DD/YYYY

Address: Street, city, state, ZIP

Declaration choice: No convictions or disclosed convictions

Disclosure details: Offense, jurisdiction, date

Signature data: Signer name, date, and authentication method

Common preparation errors to avoid

Leaving the disclosure section vague or incomplete, which prevents accurate background matching and may lead to requests for re-submission.
Mismatched names or dates compared to government ID, which increases verification time and risks invalidating the record.
Failing to obtain clear consent for background checks or to record the authentication method, undermining chain-of-custody and auditability.
Using informal signature methods without an audit trail; this can undermine enforceability if intent or attribution is disputed.

Potential risks and consequences of incorrect or false declarations

False statement: Civil liability or contract rescission

Omitted disclosure: Application denial or revocation

Incorrect signature: Invalidated document

Noncompliance: Regulatory fines where applicable

Privacy breach: HIPAA or data-protection exposure

Retain issues: Failure to meet retention requirements

Where to submit and how routing typically works

Submission paths vary by organization; common routes are listed below to align processing with screening workflows.

To landlord: Attach to application package for tenant screening.
To employer: Include with new-hire onboarding records and background consent.
To program admin: File with eligibility documentation for assistance programs.
To legal counsel: Send when attorney review or notarization is required.

Digital workflow settings to configure before e-submission

Set these configurations to ensure secure, auditable collection and minimize signer friction during electronic completion.

Signers and roles	Define primary signer and reviewer roles
Authentication method	Email, SMS code, or advanced KBA
Required fields	Mark name, DOB, and signature as mandatory
Attachment rules	Allow or require supporting documents
Audit trail	Enable action logging and timestamps

Digital signing considerations and platform integrations

Use a vendor that provides audit logs, consent records, and optional notarization or witness support for higher-assurance workflows.

Integrations: Salesforce, NetSuite, Google Workspace
File formats: PDF, DOCX, and printable records
Security: TLS 1.2/1.3 and AES-256 encryption

Timing considerations and typical deadlines

Timing depends on the collecting organization's process; plan submissions to align with application and onboarding milestones.

Application submission:

Provide the form when applying for housing, employment, or program enrollment

Pre-occupancy:

For tenancy, collect and verify before lease execution or move-in

Periodic updates:

Request updates when circumstances change or during annual renewals

Post-conviction disclosure:

Follow organizational policy for reporting new convictions; timelines may vary

Record retention deadline:

Retain as specified in retention policy and applicable statutes

Key processing milestones for a completed declaration

A typical processing sequence moving from receipt to final retention looks like this.

01

Receipt and Intake

Organization logs the received form and assigns a tracking ID.

02

Verification

Background checks or document checks are run and results recorded.

03

Decision

Screening decision documented and communicated to the applicant.

04

Retention

Signed form archived according to retention policy and legal requirements.

Real-world examples of how organizations apply the form

These examples show practical uses of the declaration in property management and compliance workflows.

Martin Properties

Tim Martin implemented an online declaration to replace paper intake forms

Reduced turnaround time for tenant screening by enabling immediate submission and verification
As a result, application processing became auditable, avoided lost paperwork, and improved responsiveness to prospective tenants.

Optica Ventures

Optica Ventures centralized declarations in a digital folder for each applicant

Integration with background-check vendors automated verification
This reduced manual entry, created consistent records, and supported faster, documented leasing decisions.

eSignature vendor pricing and capability snapshot relevant to this form

A concise vendor comparison for common eSignature needs when collecting Crime Free Declaration Forms; signNow is listed first per vendor comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about the Crime Free Declaration Form

Answers to common practical and legal questions when preparing, signing, or storing the form.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signature shows signer intent, consent to transact electronically, attribution, and reliable record retention.
Is notarization or witnesses required?
Not typically for standard declarations, but some jurisdictions or agencies may require notarization or witnesses if the form is used as an affidavit. Check state rules and the collecting organization's policy before assuming notarization is optional.
What happens if information is false?
False statements can lead to civil remedies, contract rescission, denial of application, or other penalties. Organizations should include clear consequences and follow fair-process and local law when acting on disclosures.
How should I update a submitted declaration?
Submit a corrected declaration clearly dated and signed; retain both original and corrected versions with an audit note explaining the change. Follow organization policy for amendments.
Who must sign the form?
The individual making the declaration should sign. For minors or legally incapable persons, use a guardian or legally authorized representative and document authority to sign.
How long must signed forms be kept?
Retention depends on applicable law and program rules. Follow federal baselines (e.g., IRS rules) and industry-specific periods such as HIPAA's six-year rule for health records when relevant.

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