Establishing secure connection…Loading editor…Preparing document…

Tenancy Disclosure Form

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

TENANCY DISCLOSURE FORM

RECITALS

WHEREAS: Landlord Name: is the owner or agent of the premises described below; and

WHEREAS: Tenant Name: intends to occupy the premises under a rental agreement and acknowledges receipt of the disclosures set forth herein.

PROPERTY INFORMATION

DISCLOSURE OF KNOWN CONDITIONS

The Landlord discloses the following known conditions affecting the property. For each condition indicated as present, provide a concise description and any corrective measures taken or scheduled.

UTILITIES, POLICIES, AND FEES

Identify which party is responsible for payment of the following utilities and services by indicating Landlord, Tenant, or Shared.

ACKNOWLEDGMENTS AND CERTIFICATIONS

Landlord Certification: The undersigned Landlord certifies, to the best of Landlord's knowledge, that the disclosures above are true and accurate as of the date signed, and that any known material defects affecting habitability or safety have been disclosed.

Tenant Acknowledgment: The undersigned Tenant acknowledges receipt of the disclosures in this Tenancy Disclosure Form and acknowledges opportunity to inspect the premises and to obtain clarification regarding the matters disclosed.

ADDITIONAL DISCLOSURES / REMEDIAL ACTIONS

GOVERNING LAW

This Tenancy Disclosure Form shall be governed by and construed in accordance with the laws of the state in which the premises are located. Any disputes arising under or related to this disclosure shall be subject to the exclusive jurisdiction of the courts located in that state.

ENTIRE AGREEMENT

This form constitutes the entire written disclosure of known conditions by Landlord regarding the identified premises. No oral representations or statements will modify the disclosures contained herein. Any amendment to these disclosures must be made in writing and signed by both parties.

CERTIFICATION OF ACCURACY

By signing below, the parties certify that they have read and understand this Tenancy Disclosure Form, that the information provided is accurate to the best of their knowledge, and that they have received a copy of this form for their records.

Landlord Name:

By:

Date:

Tenant Name:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Tenancy Disclosure Form Is and when it applies

A Tenancy Disclosure Form records material facts and disclosures that a landlord or property manager must provide to a prospective or existing tenant. Typical items include property condition statements, lead-based paint disclosures for older housing, occupancy limits, utility responsibilities, rent and deposit terms, and any known hazards. The form creates a written record to reduce disputes and to document delivery of statutorily required notices. In many jurisdictions a completed disclosure is required before a lease is binding or before a tenant takes possession.

Why a clear Tenancy Disclosure Form matters

A well-prepared Tenancy Disclosure Form reduces legal risk, improves tenant-landlord transparency, and documents the landlord's compliance with disclosure statutes and federal rules.

Why a clear Tenancy Disclosure Form matters

Who typically completes or receives the Tenancy Disclosure Form

The Tenancy Disclosure Form is used by multiple stakeholders involved in rental housing transactions.

  • Landlords and property managers preparing lease offers, maintaining records, and meeting statutory disclosure duties.
  • Prospective and current tenants who must receive, review, and sign disclosures before taking possession.
  • Real estate brokers and leasing agents who deliver disclosures as part of the leasing process and document handoff.

Each party benefits from a clear, signed form that documents what was disclosed, when, and to whom.

Core elements to include in a professional Tenancy Disclosure Form

A complete form groups identifying details, property condition disclosures, financial terms, statutory notices, signature blocks, and any attachments that expand on listed items.

Parties & Property

Names of landlord and tenant plus full property address and unit number. Accurate identification prevents future disputes about which dwelling was covered.

Term and Possession

Start and end dates, move-in date, and any holdover rules. Clear timing reduces disagreement over when obligations begin.

Rent, Fees, Deposits

Monthly rent, payment method, security deposit amount, nonrefundable fees, and due dates. State law often limits deposit amounts and handling.

Condition and Hazards

Known defects, pest infestations, environmental hazards, or safety issues. Include lead-based paint disclosure when applicable.

Statutory Notices

Items required by state or federal law such as lead paint, smoke detector, bedbug or mold notices, and local safety compliance statements.

Signatures and Dates

Signature blocks for landlord and tenant with dates and delivery method recorded. Include space for witness or notary if state law requires it.

Step-by-step: completing the Tenancy Disclosure Form

Follow these four practical steps to fill out, verify, and preserve the disclosure form.

  • 01
    Prepare the draft: Populate parties, address, and term accurately.
  • 02
    Complete required fields: Answer each disclosure item and attach exhibits.
  • 03
    Obtain signatures: Have tenant and landlord sign in person or electronically.
  • 04
    Store copies: Provide tenant copy and retain landlord record.

How electronic completion and delivery typically flow

An electronic workflow reduces physical handling while preserving evidence of delivery and signature.

  • Upload document: Host the disclosure form as a PDF or DOCX in the eSignature platform.
  • Place fields: Add signature, date, and checkboxes for disclosures.
  • Send to signer: Email or secure link delivers the form to the tenant.
  • Capture audit trail: System records IP, timestamp, and authentication evidence.

Typical eSignature workflow settings for tenancy disclosures

Configure these settings to match your compliance and operational needs before sending the form.

Field Configuration
Signer Order Specify landlord or agent first, then tenant
Authentication Email link plus optional SMS or KBA
Reminders and Expiry Set automated reminders and link expiration
Template Use Save standard disclosure as reusable template

Technical requirements for electronic disclosures

Choose a platform that supports PDFs, audit trails, and secure signer authentication before sending forms.

  • File Formats: PDF and DOCX are widely supported
  • Authentication Options: Email, SMS codes, or stronger KBA
  • Integrations: Connectors for CRM or property management systems

Ensure the provider offers tamper-evident signed PDFs and retains a verifiable certificate of completion for each executed disclosure.

Security and compliance controls to look for

Encryption: TLS 1.2/1.3 in transit
Data at rest: AES-256 encryption
Certifications: SOC 2 Type II and ISO 27001
Healthcare: HIPAA BAA available
Audit Trail: Timestamps, IP, action log
Access Controls: Role-based permissions

Common errors when preparing tenancy disclosures

  • Leaving the property address or unit number incomplete, which can make the disclosure ambiguous for multiunit properties.
  • Failing to mark required checkboxes or attach exhibits, creating disputes about whether the disclosure was provided.
  • Using inconsistent names for parties across lease and disclosure, complicating enforcement and identification.
  • Not capturing proof of delivery or signature method, which weakens the landlord's evidence of compliance.

Key legal risks and potential consequences

Voidability: Lease subject to challenge
Monetary Fines: Statutory sanctions possible
Withholding Claims: Tenant may withhold rent
Deposit Disputes: Improper disclosures affect refunds
Liability for Hazards: Landlord may face tort claims
Enforcement Costs: Attorney fees and remediation

Typical timing and delivery expectations

Timing obligations vary by jurisdiction; these entries cover common deadlines and recommended delivery points.

Before Possession:

Deliver disclosures before tenant occupies the unit

At Lease Signing:

Provide signed copy at execution when possible

Lead Paint Rule:

Federal lead disclosure required for pre-1978 housing

Local Notices:

Comply with any municipal disclosure windows

Recordkeeping:

Retain proof of delivery alongside lease records

Key milestones from preparation to retention

A simple milestone sequence clarifies responsibilities and preserves evidence from start to finish.

01

Draft and Review

Creator prepares the disclosure and attaches exhibits

02

Deliver to Tenant

Send via preferred method and record delivery

03

Sign and Date

All parties sign and date the form

04

Store and Retain

Keep executed copy and audit trail for retention period

eSignature vendor pricing and feature snapshot for tenancy disclosures

This vendor snapshot compares starting price and key capabilities relevant to electronic tenancy disclosures with signNow listed first.

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 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

Real-world examples of Tenancy Disclosure usage

Concrete examples show how organizations use signed disclosures to streamline leasing and document compliance.

Tim Martin — Martin Properties

A mid-size property manager standardized disclosures across 150 units to reduce move-in disputes and speed approvals.

  • They used templates and eSign to ensure delivery and signatures.
  • As a result, the manager documented disclosures consistently, reduced tenant questions at move-in, and maintained a reliable audit trail for compliance and landlord records.

John Butler — Fertility Centers of Illinois

A healthcare-affiliated housing program attached privacy addenda to tenancy disclosures to protect medical information.

  • They combined required disclosure language with a HIPAA-focused consent addendum.
  • This approach preserved patient privacy, met healthcare record retention rules, and provided clear evidence of consent when sharing information with service providers.

Practical tips for accurate and efficient completion

Follow these best practices to reduce rework and make disclosures defensible if challenged.

Standardize templates and fields
Create a single authoritative template with mandatory fields and version control to eliminate variation and ensure all disclosures include required language.
Use clear formatting and examples
Provide plain-language explanations and examples for checkbox items so tenants understand the meaning of each disclosure and minimize follow-up questions.
Capture proof of delivery
Retain timestamped evidence of delivery and signature method, including audit trails, to demonstrate compliance if a dispute arises.
Review state-specific requirements
Periodically check state statutes and municipal rules for new disclosure obligations or changes to witness and notarization rules.

Typical signatories and their roles

Landlord / Property Manager

Responsible for preparing and delivering the Tenancy Disclosure Form, ensuring statutory language is included, and retaining proof of delivery and executed copies for the required retention period.

Tenant / Lessee

Receives and reviews disclosures, signs to acknowledge receipt and understanding, and preserves a copy for personal records; tenant signature documents acceptance of disclosed conditions.

Frequently asked questions about the Tenancy Disclosure Form

Answers to common questions about timing, eSignature validity, corrections, and recordkeeping for tenancy disclosures.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.