Who must sign the form?

The landlord or authorized agent and the tenant should sign and date the disclosure. If an agent signs for the landlord, include the agent’s printed name and authority to avoid later disputes.

Is an electronic signature valid?

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

When is notarization required?

Notarization is typically not required for rental disclosure forms; verify municipal or state rules if the disclosure will be used in a conveyance or other recorded filing.

How do I correct a signed disclosure?

Prepare an addendum or corrected disclosure signed and dated by both parties; retain both the original and corrected versions with explanatory notes to preserve the audit trail.

Can a disclosure be revoked?

Revocation is uncommon because disclosures document facts at a point in time; to amend, use a signed replacement or addendum. Consult counsel if revocation affects tenant rights or statutory notices.

What if a tenant disputes the disclosure later?

Keep complete records: signed forms, repair invoices, inspection reports, and communications. These documents support defenses against claims for nondisclosure or misrepresentation.

Electronic Signature
Templates
Real estate
Rental Property Disclosure Form

Rental Property Disclosure Form

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

RENTAL PROPERTY DISCLOSURE FORM

This Rental Property Disclosure Form is executed by Landlord: and Tenant: regarding the rental described below. The parties acknowledge that the disclosures below are material to Tenant's decision to lease the property.

Property Identification

Property Address Parcel / APN Number Legal Description Lease Term — Scheduled Move-in Date

Contact Information

Landlord Contact (mailing address and phone) Tenant Contact (mailing address and phone)

Material Condition and Safety Disclosures

For each item below, Landlord shall indicate the known condition or status of the property. The Landlord's responses reflect the Landlord's knowledge at the time of signing and do not constitute a warranty of future condition. Tenant is advised to inspect the premises prior to occupancy.

1. Lead-Based Paint (if property built prior to 1978): Property built prior to 1978? Yes No

Presence of known lead-based paint or lead-based paint hazards: Yes No

If yes, provide details (locations, remediation history)

2. Mold or Water Intrusion: Has the property experienced water intrusion, flooding, or visible mold that required remediation? Yes No

If yes, provide dates, locations, and remediation performed

3. Pest Infestation (termite, rodent, bed bug, etc.): Known current or prior infestation? Yes No

If yes, provide treatment dates and scope

4. Hazardous Substances or Environmental Conditions (asbestos, radon, underground storage tanks, chemical contamination): Known presence? Yes No

If yes, provide nature of hazard and remediation measures

5. Structural or Mechanical Defects (foundation, roof, electrical, plumbing, HVAC): Known defects or pending repairs? Yes No

If yes, list defects, approximate date discovered, and planned repairs

6. Smoke Detectors and Carbon Monoxide Alarms: Installed and in working order? Yes No

If no or if there are known non-working units, describe location and remedy plan

Utilities, Services and Policies

Utilities and Services Responsibility Pet Policy Smoking Policy

Additional Disclosures and Known Issues

Known Material Defects Not Previously Addressed Additional Remarks (other material facts, restrictions, or attachments)

Acknowledgment and Certification

Landlord certifies that, to the best of Landlord's knowledge after reasonable inquiry, the disclosures made herein are true and correct as of the date signed. Landlord further certifies that any material facts known to Landlord that are adverse to the habitability or safety of the premises have been disclosed.

Tenant acknowledges receipt of a copy of this form and acknowledges that Tenant has had the opportunity to inspect the premises and ask questions regarding the disclosures. Tenant's signature below does not waive Tenant's rights to inspect the premises or to assert claims for fraud or negligent misrepresentation if any disclosure is materially false.

Remedies: If any material misrepresentation is proven, the parties' remedies shall be governed by applicable law and the lease agreement. Landlord shall not be relieved of liability for intentional concealment or fraudulent misrepresentation.

Governing Law: This Disclosure shall be interpreted under the laws of the jurisdiction in which the Property is located. Entire Agreement: This form, together with the Lease, constitutes the entire disclosure regarding the items herein and supersedes all prior disclosures pertaining to these matters.

Landlord — Printed Name:

By:

Date:

Tenant — Printed Name:

By:

Date:

What the Rental Property Disclosure Form Is

A Rental Property Disclosure Form is a written statement that a landlord or property manager provides to prospective or current tenants describing known conditions, defects, material facts, and legally required disclosures about a rental unit. It documents items such as lead-based paint status, known habitability issues, environmental hazards, required municipal disclosures, and any lease-specific addenda. The form creates a record of information shared before lease execution or during tenancy, reducing later disputes and supporting compliance with state and federal requirements governing consumer notice and habitability.

Why this form matters for landlords and tenants

Completing a Rental Property Disclosure Form reduces legal risk by documenting what the landlord communicated, helps tenants make informed decisions, and can satisfy statutory notice requirements tied to health, safety, and consumer-protection rules.

Who typically completes or receives this form

Landlords, property managers, leasing agents, and applicants commonly exchange the Rental Property Disclosure Form during screening or lease signing.

Independent landlords and property managers responsible for single-family or multi-family units who must document property condition and legal disclosures.
Leasing agents and property management companies that centralize disclosure delivery as part of lease execution workflows.
Prospective tenants and current occupants who review disclosures to evaluate habitability, safety, or required remediation.

Keeping a signed copy with lease records documents consent and reduces disputes over latent defects or omitted information later.

Core sections to include in a professional disclosure

A complete Rental Property Disclosure Form groups information into clear, labeled sections so tenants and landlords can quickly find material facts and sign where required.

Property Details

Street address, unit number, city, state, and ZIP; identifies the precise premises the disclosure covers and links to the lease agreement as needed.

Occupancy History

Known past issues such as prior infestations, water intrusion, or structural repairs that materially affect habitability or safety for current occupants.

Environmental Hazards

Lead-based paint, asbestos, radon, mold, or other hazards present or previously remediated; include dates and remediation records where applicable.

Legal Notices

Statutory disclosures required by state or local law (for example lead paint for pre-1978 housing) and any municipal energy or safety notices.

Repairs and Maintenance

Recent repairs, ongoing work orders, and access expectations for further maintenance; specify responsible party and timeline for completion.

Signatures and Dates

Signature blocks for landlord/agent and tenant with printed names and dates to confirm receipt and acceptance of disclosed facts.

Required information commonly captured

Property Address: Full street address

Owner / Agent: Name and contact

Tenant Name: Full legal name

Disclosure Date: MM/DD/YYYY

Material Facts: Key issues noted

Signatures: Signed and dated

Step-by-step: completing a Rental Property Disclosure Form

Follow these steps in order to prepare, review, and archive the completed disclosure with the lease.

01

Collect information: Gather property ID, repair history, and required statutory disclosures.
02

Fill fields: Enter dates, names, and material facts accurately in each field.
03

Review with tenant: Provide time to read, ask questions, and confirm understanding.
04

Sign and store: Obtain signatures, date the form, and save a copy in records.

Where to send or file the completed form

After signatures, route copies to the appropriate parties and records locations to ensure compliance and traceability.

Tenant copy: Give signed copy to tenant at or before move-in.
Owner record: Retain original in owner/property file for the lease term.
Property manager: Upload to management software or secure storage.
Local agency: If required, file specific disclosures with municipal agencies.

Typical online workflow settings for disclosures

Configure these settings when creating an electronic disclosure workflow to ensure authentication, delivery, and storage.

Field	Configuration
Signature Field	Required, date-stamp, signer name auto-filled
Authentication	Email link or SMS code for signer verification
Notifications	Automatic email to tenant and owner after signing
Storage	Save signed PDF to document repository

Digital signing and file-format considerations

Use a platform that supports clear audit trails, secure storage, and common document formats for signed disclosures.

File formats: PDF and DOCX supported
Integrations: Works with Google Workspace and Microsoft 365
Security: TLS in transit; AES-256 at rest

Choose a provider that allows downloadable signed PDFs with embedded audit trails and integrates with your property management systems.

Consequences of inaccurate or missing disclosures

Civil Liability: Tenant claims for damages

Statutory Fines: Local penalties may apply

Lease Rescission: Risk of lease voiding

Withholding Claims: Tenant repair-and-deduct disputes

Increased Litigation: Higher legal costs and defense

Reputation Damage: Negative tenant reviews

Common mistakes landlords and managers make

Failing to update disclosures after material repairs or remediation, which creates gaps between condition and paperwork.
Using vague language or incomplete descriptions that make it hard to determine the severity or timing of problems.
Not preserving a signed copy with the tenant’s lease file, leaving no evidence of disclosure delivery or tenant acknowledgement.
Assuming all disclosures require notarization or witness signatures without checking state or local rules.

eSignature vendor comparison for managing Rental Property Disclosure Forms

Compare core pricing and compliance features across providers to match volume, security, and regulatory needs without implying recommendation.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Rental Property Disclosure Forms

Answers to common questions about completion, signing, legal effect, and correcting or revoking disclosures.

Need help? Contact support

Who must sign the form?
The landlord or authorized agent and the tenant should sign and date the disclosure. If an agent signs for the landlord, include the agent’s printed name and authority to avoid later disputes.
Is an electronic signature valid?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is typically not required for rental disclosure forms; verify municipal or state rules if the disclosure will be used in a conveyance or other recorded filing.
How do I correct a signed disclosure?
Prepare an addendum or corrected disclosure signed and dated by both parties; retain both the original and corrected versions with explanatory notes to preserve the audit trail.
Can a disclosure be revoked?
Revocation is uncommon because disclosures document facts at a point in time; to amend, use a signed replacement or addendum. Consult counsel if revocation affects tenant rights or statutory notices.
What if a tenant disputes the disclosure later?
Keep complete records: signed forms, repair invoices, inspection reports, and communications. These documents support defenses against claims for nondisclosure or misrepresentation.

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