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Residential Rental Disclosure Form

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Residential Rental Disclosure Form

This Residential Rental Disclosure Form provides material information about the property and known conditions that may affect health, safety, habitability, or value. Landlord must disclose facts known to Landlord; Tenant acknowledges receipt and that disclosures are not warranties of future condition. Complete all fields truthfully.

Property Identification

Property Address:

Unit/Apartment Number:    Parcel / APN:

Parties

Lease and Financial Terms

Lease Start Date:    Lease End Date:

Rent Due Date Each Month (day):    Late Fee (if any):

Material Condition Disclosures

1. Lead-Based Paint and Lead Hazards (applicable to dwellings built before 1978):       

2. Mold, Water Intrusion, or Ongoing Moisture Problems:       

3. Asbestos-Containing Materials Present:       

4. Known Structural Defects or Recent Significant Repairs (foundation, roof, load-bearing systems):       

5. Pest Infestation History (termites, rodents, bedbugs, etc.):       

6. Prior Illegal Drug Production (e.g., methamphetamine) on Premises:       

7. Location in Federal, State or Local Flood Zone or Repeated Flooding History:       

8. Outstanding Building or Housing Code Violations Affecting Habitability:       

Safety Devices & Inspection

Smoke Detectors Present:     

Last Tested Date (if known):

Carbon Monoxide Detectors Present:     

Last Tested Date (if known):

Fire Extinguisher Present:     

Utilities, Services and Maintenance

Are there any outstanding or scheduled repairs material to habitability?     

Additional Material Facts

Certifications and Acknowledgments

Landlord Certification: I certify under penalty of perjury that the information provided in this disclosure is true and correct to the best of my knowledge as of the date signed. I understand that false statements may subject me to legal liability under applicable law.

Tenant Acknowledgment: Tenant acknowledges receipt of this disclosure form and understands that disclosures reflect Landlord's current knowledge and are not a warranty of future condition. Tenant should inspect the premises and direct questions to Landlord prior to signing the lease.

Governing Law; Entire Agreement

This Disclosure is governed by the laws of the state where the property is located. This Disclosure, when signed, constitutes the entire statement of disclosed material facts by Landlord to Tenant and supersedes any prior written or oral disclosures concerning the matters stated herein.

Landlord:

By:

Date:

Tenant:

By:

Date:

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What the Residential Rental Disclosure Form Is and when it applies

The Residential Rental Disclosure Form documents material facts a landlord must disclose to a prospective or current tenant about a rental property. Typical topics include known lead-based paint hazards, mold or pest infestations, recent structural or environmental hazards, utility connections, and any special terms affecting habitability. The form is used during application screening and before lease execution to ensure tenants receive required information and to create a written record of disclosures for both parties.

Why accurate disclosure matters for landlords and tenants

Clear, complete disclosures reduce liability, support compliance with federal and state laws, and improve tenant trust by documenting known property conditions and legal notices.

Why accurate disclosure matters for landlords and tenants

Who completes and relies on the Residential Rental Disclosure Form

Use this form to document what was communicated, reduce disputes, and create an auditable record you can store with the lease.

  • Independent landlords and small property owners responsible for rental inventory and tenant screening.
  • Property management companies and leasing teams managing multiple units and standardizing disclosures.
  • Tenants and tenant-screening services that verify property condition and legal notices before signing.

Step-by-step: completing and delivering the disclosure

A concise workflow helps ensure the disclosure is completed, delivered, and retained correctly.

  • 01
    Gather property details: Collect address, contact, and maintenance history before starting.
  • 02
    Complete form fields: Fill each field accurately and attach supporting reports.
  • 03
    Obtain tenant signature: Provide the form before lease signing and capture a dated signature.
  • 04
    Store the record: Save executed copies and attachments to the lease file.

Key elements to include in a professional disclosure form

A complete Residential Rental Disclosure Form is concise but contains several essential sections that protect both landlord and tenant.

Property identification

Clear property address and unit identification to tie the disclosure to the specific rental unit and avoid ambiguity in multi-unit buildings.

Known hazards

Explicitly list material conditions such as lead-based paint, mold, recent water intrusion, pest infestations, structural damage, and any active remediation.

Utilities and services

Identify utility responsibilities and any shared services or special access restrictions affecting habitability or tenant costs.

Legal notices

Include statutorily required language where applicable, such as federal lead disclosure statements or state-specific consumer notices.

Signatures

Provide clearly labeled signature lines for landlord, agent, and each tenant with printed names and date fields for attribution.

Attachments and records

Reference and attach inspection reports, receipts for repairs, or previous disclosures to create a complete evidentiary record.

Required data elements on the form

Address: Full street address
Owner: Owner or manager name
Hazard list: Known property issues
Signatures: All parties' signatures
Effective date: MM/DD/YYYY format
Attachments: Supporting documents

Routing and submission flow for the disclosure

Understand typical routing so each party receives, signs, and retains the disclosure in a controlled sequence.

  • Prepare document: Complete form and add attachments.
  • Send to tenant: Deliver via email, portal, or in-person.
  • Obtain signatures: Collect landlord and tenant signatures.
  • Archive record: Store executed copy with lease documents.

eSigning and eSubmission considerations

Choose a platform that supports verifiable audit trails and secure storage to preserve enforceability and evidentiary value.

  • Authentication: Email, SMS code, or stronger methods
  • Audit trail: Timestamps, IP, and action history
  • Document formats: PDF or DOCX recommended

Configuring an online workflow for the disclosure

Set up fields, signer order, and authentication to match your operational and compliance requirements.

Field Configuration
Signature fields Required for each signer; date auto-fill
Attachments Allow upload of inspection reports
Signer order Landlord first or parallel signing
Authentication level Email, SMS OTP, or KBA

Timing and key delivery moments for disclosures

Deliver disclosures at specific points to satisfy notice obligations and to ensure tenants can make informed decisions.

Before lease signing:

Provide disclosure prior to obtaining tenant signature

At application stage:

Share material disclosures when screening applicants

On material change:

Update tenants promptly if new hazards arise

Upon request:

Provide copy to tenant within a reasonable time

Retention start date:

Effective date on the form begins retention clock

Common mistakes to avoid when preparing disclosures

  • Failing to include exact property identifiers, which leads to disputes over which unit was disclosed.
  • Using ambiguous language about hazards, leaving tenants unclear about scope or remediation plans.
  • Not obtaining dated tenant signatures, preventing proof that disclosure was provided before lease execution.
  • Storing only a paper copy without backed-up electronic records, risking loss or damage.

Potential consequences of incorrect or missing disclosures

Civil liability: Tenant damages and repairs
Administrative fines: Local code enforcement penalties
Lease rescission: Tenant may void agreement
Withheld rent claims: Tenant may seek offsets
Increased insurance costs: Higher premiums or denied claims
Reputational harm: Harder to lease units

Real-world examples of using electronic disclosures

These examples show how online disclosure workflows reduce friction while preserving compliance and recordkeeping.

Martin Properties

A mid-size landlord moved disclosures online to speed leasing and reduce paperwork

  • Reduced turnaround by moving to e-delivery
  • I can process and execute all of these documents online with 100% compliance and built-in security, whether on mobile or working offline, and get forms back efficiently.

Optica Ventures

A small portfolio owner standardized disclosures across units to reduce tenant disputes

  • Templates ensured consistent language
  • The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

eSignature vendor comparison for signing and storing rental disclosures

Compare common eSignature plans and features. signNow appears first; verify individual plan details with each vendor 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, no credit card required Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently asked questions about disclosures and electronic signatures

Answers address common legal, technical, and procedural questions when preparing, delivering, and storing disclosures.


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