Are electronic signatures valid?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization of a lease declaration is not universally required; some jurisdictions or lenders may request notarized acknowledgements. Verify state or lender rules before assuming notarization is necessary.

Who may sign for an entity?

An authorized officer or agent with corporate authority should sign. Attach a corporate resolution or power of attorney when authority is not obvious from public records.

How do I correct a signed declaration?

Do not alter a signed original. Prepare an addendum or corrected declaration signed by the same parties, or attach a signed amendment that references the original document.

What supporting documents are recommended?

Attach the primary lease, any amendments, guaranties, proof of signer authority, and exhibits referenced in the declaration to ensure clarity and reduce disputes.

How long should I keep executed copies?

Retain signed declarations through the lease term plus a recommended minimum of three additional years; follow IRS rules (IRC §6501(a)) and industry-specific rules such as HIPAA where applicable.

Electronic Signature
Templates
Legal
Lease Declaration Form

Lease Declaration Form

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LEASE DECLARATION FORM

This Lease Declaration Form is made as of by and between Landlord Name: ("Landlord") and Tenant Name: ("Tenant").

RECITALS

WHEREAS, Landlord is the owner of the real property and improvements commonly known as (the "Premises"); and

WHEREAS, the parties desire to set forth the essential terms of a lease for the Premises, such lease to commence on for a term of months (the "Lease Term"); and

WHEREAS, the parties intend that this Lease Declaration Form will be incorporated into and form part of the final Lease Agreement and be binding to the extent set forth herein.

NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. PREMISES AND TERM

The Premises subject to this Lease are described as the property at together with the appurtenances, and the Lease Term shall commence on and expire on , unless sooner terminated in accordance with this Lease Declaration.

2. RENT

Tenant shall pay to Landlord base monthly rent in the amount of $ payable in advance on or before the day of each calendar month. All rent shall be payable at the address for Notices set forth in Section 12 or such other place as Landlord shall designate in writing.

If Tenant fails to pay rent when due, Tenant shall pay a late charge equal to $ or of the overdue amount, whichever is greater, and interest on overdue rent at the maximum lawful rate.

3. SECURITY DEPOSIT

Tenant shall deposit with Landlord the sum of $ as a security deposit to secure Tenant's performance of the Lease. Landlord may apply such deposit against unpaid rent, repair of damage beyond ordinary wear and tear, and other Tenant defaults. The deposit shall be returned to Tenant within the time required by law, less any permitted deductions, and accompanied by an itemized statement of deductions.

4. USE, OCCUPANCY AND RULES

The Premises shall be used only for residential purposes and for no other purpose without Landlord's prior written consent. Maximum permitted occupants: persons. Tenant shall comply with reasonable rules and regulations promulgated by Landlord. No commercial activity that alters the residential character of the Premises is permitted.

5. MAINTENANCE, REPAIRS AND ALTERATIONS

Landlord shall be responsible for maintaining structural components, primary plumbing, heating and electrical systems in good repair. Tenant shall keep the Premises clean and sanitary and shall promptly notify Landlord of any condition requiring repair. Tenant shall not make structural alterations or install fixtures without Landlord's prior written consent. Any permitted improvements shall become part of the realty unless otherwise agreed in writing.

6. UTILITIES AND SERVICES

Tenant shall be responsible for payment of the following utilities and services unless otherwise indicated: Electricity Gas Water/Sewer Trash Additional utilities or services:

7. PETS AND SMOKING

Pets permitted: Yes No If yes, additional deposit or restrictions:

8. ASSIGNMENT AND SUBLETTING

Tenant shall not assign this Lease or sublet the Premises without Landlord's prior written consent, which consent shall not be unreasonably withheld. Any assignment or subletting without consent shall constitute a default and give Landlord all remedies available at law or in equity.

9. INSURANCE AND INDEMNITY

Tenant is strongly advised to obtain renter's insurance covering personal property and liability. Tenant shall indemnify and hold Landlord harmless from and against any claims, liabilities, losses or damages arising from Tenant's use of the Premises, except to the extent caused by Landlord's gross negligence or willful misconduct.

10. DEFAULT AND REMEDIES

If Tenant fails to perform any obligation under this Lease and such failure continues after applicable notice and cure periods, Landlord may exercise any remedy provided by law or equity, including termination of the Lease, recovery of possession, damages and collection costs, including reasonable attorneys' fees to the extent permitted by law.

11. ACCESS AND INSPECTION

Landlord or Landlord's agents shall have the right to enter the Premises upon reasonable notice to inspect, make repairs, or show the Premises to prospective tenants or purchasers, except in cases of emergency where no notice is required. Entry shall be at reasonable times and in a manner consistent with applicable law.

12. NOTICES

Landlord Notice Address Tenant Notice Address

All notices shall be in writing and shall be deemed given when delivered personally, sent by nationally recognized overnight courier, or deposited in the United States mail, postage prepaid, certified or registered, addressed to the party at the address set forth above (or such other address as the party may designate by notice).

13. REPRESENTATIONS AND WARRANTIES

Each party represents and warrants to the other that it has full power and authority to enter into this Lease Declaration and to perform its obligations hereunder, and that execution and delivery of this Lease Declaration and performance hereunder have been duly authorized by all necessary action.

14. GOVERNING LAW

This Lease Declaration shall be governed by and construed in accordance with the laws of the state in which the Premises are located, without regard to its conflict of laws principles.

15. ENTIRE AGREEMENT

This Lease Declaration, together with any documents expressly incorporated herein by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements and understandings, whether written or oral.

16. SEVERABILITY

If any provision of this Lease Declaration is held to be invalid, illegal or unenforceable in any respect, the validity, legality and enforceability of the remaining provisions shall not be affected or impaired thereby.

17. AMENDMENTS; WAIVER; COUNTERPARTS

No amendment or waiver of any provision of this Lease Declaration shall be effective unless in writing and signed by both parties. No failure or delay by either party in exercising any right shall operate as a waiver. This Lease Declaration may be executed in counterparts, each of which shall be deemed an original.

18. ADDITIONAL PROVISIONS

Special Provisions / Riders

CERTIFICATION

Each undersigned certifies under penalty of perjury that the information set forth in this Lease Declaration is true and correct to the best of the undersigned's knowledge, that the undersigned has authority to execute this Lease Declaration on behalf of the party for whom the undersigned signs, and that execution of this Lease Declaration is a binding obligation of such party.

Landlord Printed Name:

By:

Date:

Tenant Printed Name:

By:

Date:

What the Lease Declaration Form Is and When it’s Used

A Lease Declaration Form is a written statement that documents the material facts of a leasing relationship for a specific property. It identifies the landlord and tenant, the leased premises, the lease term, rent schedule, and any special conditions such as subletting permissions or assignment restrictions. The form can accompany a lease agreement, support notices or filings, and provide an auditable record of agreed facts for lenders, property managers, or legal proceedings. It is often exchanged during leasing transactions, renewals, or when a third party needs confirmed lease details.

Why a Clear Lease Declaration Matters

A concise Lease Declaration reduces ambiguity about who has rights and responsibilities, supports enforcement, and documents terms for third parties. Using an eSignature platform such as signNow provides secure authentication and a traceable audit trail to help preserve evidentiary value.

Who Typically Prepares and Signs a Lease Declaration

The form is used by parties and professionals who need an authoritative record of lease facts; completion responsibility varies by transaction type.

Landlords and property managers who maintain lease records and provide confirmations to lenders, insurers, or agents.
Tenants or guarantors who must confirm occupancy, rent obligations, or authorizations for subleasing or alterations.
Brokers, attorneys, and escrow officers who prepare, review, or rely on a verified statement about lease terms.

Signatories should confirm authority to sign and retain executed copies; when multiple entities are involved, corporate signer documentation or power of attorney may be required.

Essential Sections to Include in a Professional Lease Declaration

A well-structured Lease Declaration includes standardized sections that make the statement complete, enforceable, and easy to verify by third parties or during audits.

Parties & Contacts

Full legal names, business entities, and contact information for landlord, tenant, and guarantor; include corporate titles for authorized signers and registration numbers if applicable.

Property Description

Street address, unit number, legal description or parcel ID, and commonly used property name to avoid ambiguity during title checks or management tasks.

Term & Key Dates

Lease commencement and expiration dates, any renewal options or notice deadlines, and effective date of the declaration itself for recordkeeping.

Rent & Payments

Base rent, payment frequency, escalation clauses, permitted deductions, and routing/payment instructions when relevant to escrow or collections.

Permissions & Restrictions

Representation about subleasing, assignment, alterations, use restrictions, and any approvals required from the landlord or lender.

Notices & Governing Law

Designated notice addresses, service methods, and the state law that governs interpretation of the declaration and related disputes.

Core Data Elements Required on the Form

Tenant Name: Full legal entity or individual

Landlord Name: Full legal entity or individual

Property Address: Street, city, state, ZIP

Lease Term: Start and end dates

Rent Amount: Monthly or periodic amount

Signature Dates: Date executed by signer

Step-by-Step: Complete, Verify, and Sign the Declaration

Follow these four practical steps to prepare and finalize the Lease Declaration with minimal errors.

01

Gather Documents: Collect lease, amendments, and ID for signers.
02

Populate Fields: Enter names, dates, rent, and property details.
03

Review & Initial: Confirm accuracy; initial any interlineations.
04

Sign & Distribute: Execute signatures and send copies to all parties.

Where to Send or File the Executed Lease Declaration

After execution, route the signed declaration to relevant stakeholders and secure a retained copy for records and compliance.

To All Parties: Send a fully executed copy to landlord, tenant, and guarantor.
Property Manager: Provide a copy to property management or on-site records.
Lender or Escrow: Deliver to lender or escrow when required for financing or closing.
File Copy: Store a certified PDF in your records management system.

Configure an Online Workflow for Lease Declarations

Set up a reusable digital workflow to ensure consistent completion, secure signatures, and automated distribution.

Field	Configuration
Authentication	Email link and optional SMS code for signer verification
Notifications	Automatic sender and signer copies on completion
Conditional Fields	Show sublease or guarantor fields only when checked
Storage	Save signed PDF/A to enterprise cloud or local archive

Technical Options for Sharing and Signing the Form

Choose delivery, authentication, and storage settings that meet transaction needs and regulatory constraints.

Supported Formats: PDF, DOCX, and fillable forms
Integrations: CRM and cloud connectors (Salesforce, NetSuite, Google Workspace)
Authentication: Email link, SMS code, or advanced multi-factor

Use platforms with audit trails, secure transport, and configurable retention to preserve evidentiary quality while meeting industry integrations and storage requirements.

Timing to Expect: Delivery, Notices, and Deposit Rules

Several timing rules commonly affect lease declarations: delivery of the executed form, security deposit return schedules, and notice periods for renewals or termination.

Provide on Request:

Deliver the declaration whenever requested by landlord, lender, or insurer.

Rent Due Dates:

Follow the lease schedule; late fees depend on the contract.

Security Deposit Return:

Typically 14–60 days after tenancy ends; state laws vary

Termination Notice:

Standard notice periods are 30 or 60 days depending on lease terms

Record Delivery:

Retain and supply PDFs immediately after signing to all parties

Key Milestones in the Lease Declaration Process

Track these stages from draft to long-term retention to keep the process auditable and compliant.

01

Drafting

Prepare declaration using lease data and required attachments.

02

Execution

Authorized parties sign and date the document.

03

Distribution

Provide executed copies to all named parties and third parties.

04

Recordkeeping

Store the final PDF with retention metadata for compliance.

Consequences of Errors or Incomplete Declarations

Invalid Signature: May render document unenforceable

Wrong Dates: Can void notice periods or trigger disputes

Missing Authority: Corporate signer without proof may be challenged

TIN Mismatch: Can trigger tax backup withholding

Late Deposit Return: State fines and statutory penalties possible

Insufficient Records: Hampers defense in litigation or audit

Common Preparation Mistakes to Avoid

Entering informal or nickname versions of legal names, which may cause conflicts with corporate records or tax reporting requirements.
Using ambiguous effective dates or failing to specify whether renewal options alter termination dates and obligations under the declaration.
Omitting referenced attachments such as addenda, exhibits, or insurance certificates that the declaration relies on for material statements.
Failing to retain a signed, tamper-evident copy in a secure archive, which can complicate enforcement or forensic review later.

Real-World Examples of Lease Declarations in Use

These examples show how organizations document lease facts and the practical outcomes of using a clear declaration.

Martin Properties — Onboarding

Martin Properties streamlined lease confirmations for new tenants using an online declaration.

The online form captured rent and term details automatically.
The company reported faster document turnaround and clearer audit trails for property managers and reduced queries from lenders about lease terms.

Optica Ventures — Tenant Verification

Optica Ventures used a standard declaration to verify tenant identities for multiple units.

The form centralized contact and term data for portfolio management.
This reduced manual reconciliations, improved record accuracy across properties, and simplified responses to third-party due diligence requests.

eSignature Vendor Comparison for Executing Lease Declarations

Cost and capabilities vary across eSignature vendors. The table below summarizes basic pricing and key features relevant to signing lease declarations; verify vendor details before purchasing.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Lease Declarations

Answers to common issues related to signing, notarization, corrections, authority, and storage for Lease Declarations.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization of a lease declaration is not universally required; some jurisdictions or lenders may request notarized acknowledgements. Verify state or lender rules before assuming notarization is necessary.
Who may sign for an entity?
An authorized officer or agent with corporate authority should sign. Attach a corporate resolution or power of attorney when authority is not obvious from public records.
How do I correct a signed declaration?
Do not alter a signed original. Prepare an addendum or corrected declaration signed by the same parties, or attach a signed amendment that references the original document.
What supporting documents are recommended?
Attach the primary lease, any amendments, guaranties, proof of signer authority, and exhibits referenced in the declaration to ensure clarity and reduce disputes.
How long should I keep executed copies?
Retain signed declarations through the lease term plus a recommended minimum of three additional years; follow IRS rules (IRC §6501(a)) and industry-specific rules such as HIPAA where applicable.

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