52 Free Rental Agreement Forms and Templates

A rental agreement form outlines information about the lease, such as payment and residency terms and conditions; otherwise, an application is used to evaluate a tenant’s suitability and eligibility for a lease by having them answer a few questions and fill in their information.

A rental agreement can be referred to as a contract between a person who wishes to lease property (a landlord or lessor) and someone willing to pay rent for its usage (a tenant or lessee), stating the terms and conditions of the lease.

A rental agreement form is a legally binding agreement as long as both parties have signed and a sign of acceptance of the laid-out terms.

Rental Agreement Forms by States

Rental Agreement Forms by Type

Commercial Lease Agreement Template

Condominium Lease Agreement Template

Family Member Lease Agreement Template

Hunting Lease Agreement Template

Lease to Purchase Option Agreement Template

Month-to-Month Lease Agreement Template

Residential Lease Agreement Template

Parking Space Lease Agreement Template

Roommate Lease Agreement Template

Short Term Vacation Lease Agreement Template

Standard Residential Lease Agreement Template

Sublease Agreement Template

Week-to-Week Lease Agreement Template

The Process of Leasing (How it Works)

A rental agreement will usually take effect after the tenant has made payments and occupied the space. It is to remain effective until the agreed-upon end of the lease, or should either party choose to terminate the lease. Therefore, a rental agreement is part and parcel of a lease. Now, how do you go about a lease? There are a few steps a landlord and tenant can follow to actualize a lease.

They include:

A viewing by the tenant 

This is the first step of the process. It is unusual for tenants to agree to rent a space they have not yet seen. Both parties can agree on when to visit the property and determine if it is suitable for their needs and in an acceptable condition. The visit can be coordinated by a real estate agent, property manager, or landlord. The tenant then makes a verbal offer in terms of the monthly rental payment. In other cases, the rent is usually predetermined and declared in the advertisement.

Rental application

If the landlord and the tenant agree on the amount, the landlord can then hand the tenant a rental application to fill out. At this point, the tenant is often required to pay a small fee to cover the costs of viewing the property and running a background check.

Tenant background check 

Background checks are conducted by the landlord to determine some aspects of the tenant, such as credit score, criminal history, and other official public, federal, and state records. As a landlord, you can use the following resources to carry out a background check: the cost for a limited background check is usually $18.95, and for a more detailed background check, it is usually $35 per screening.

One can choose to eliminate certain applications at this point, or where only minor questions remain, opt to call their references or interview them.

Verification of references 

Often, during the application, the tenant is requested to provide references that can be contacted to verify that the information provided is accurate. References could be your employer, former landlord(s), or someone who is not family. References are contacted to verify the information or provide additional information that would convince the landlord that the tenant is suitable for the lease.

Writing the lease

If the tenant satisfies the landlord’s requirements, a rental agreement can be drafted. Both parties meet and discuss the specific terms and conditions in detail. The items to be agreed on include:

• The monthly amount of rent to be paid
• Utilities such as water, electricity, sewage, heating, etc., and who shall cover these costs.
• The move-in date will often be at the tenant’s convenience.
• Security deposit. This is the amount paid to show the tenant’s commitment to lease the property. It is normally determined by the landlord; however, it must not exceed the maximum amount permitted by the state.
• Additional fees such as parking, trash, maintenance, pets, etc
• The lease term. This is the duration the tenant plans to stay at the property; this could be on a month-to-month basis or yearly.

Executing the lease

Once the involved parties have agreed on the terms and conditions, the next step is to implement the agreement. For the rental agreement to be effective, it does not have to be witnessed; however, it is recommended. Both parties can just sign, and the agreement will be valid. This is followed by the following actions:

• By landlord: He or she hands the keys to the property and all common areas to the tenant. This is unless the tenant is to occupy the space at a later date.
• By tenant: He or she pays the security deposit (could be a month’s rent), the 1^st month’s rent, and any other required payments; for example, if the tenant plans to take occupancy before the actual lease start date, they would have to pay rent for the days prior.

Taking occupancy

This is done in two steps: you carry out a move-in inspection, and the other is the actual move-in. The tenant moves around the property or space while listing the pre-existing damages or conditions of parts of the space. They then send a signed copy of the list of damages to the landlord. This is meant to shield the tenant from being wrongfully deducted for damages they are not responsible for. It also helps the landlord compare how the property was before occupancy and after making appropriate deductions from the security deposit.

In some states, such as Arizona, North Dakota, Georgia, New Hampshire, Kansas, Maryland, Washington, Massachusetts, Hawaii, Michigan, Montana, Nevada, Utah, Virginia, and Wisconsin, a move-in inspection checklist is a requirement.

End of the lease

This is the end of the lease term; the landlord and the tenant can decide whether to renew the lease or not. There are distinct situations that are likely to occur at the end of the lease; for example, sometimes the landlord can decide not to renew the lease, yet the tenant wishes to continue occupying the space. Unfortunately, if the landlord does not want to renew or revise the agreement, you as the tenant will have to move out, and the landlord is expected to refund the security deposit minus any deductions permitted under the security deposit returning laws.

The end of the lease can be followed by:

• A renewal letter: This allows renewal of the lease, but in most cases, it is accompanied by changes to the initial agreement, such as increased monthly rent or more maintenance fees.
• A non-renewal letter is issued when one or both parties do not wish to renew or extend the rental agreement.

Lease Terms-Explained 

Beyond the basic terms of the amount of rent and length of the lease term, there are other terms worth knowing. They are often pre-negotiated to avoid the probability of rewriting the entire agreement in the event of an unprecedented event.

Disclosures and Addendum

The rental agreement form should have a section for disclosures and an addendum. These are dependent on your state of residence. For example, in Florida, landlords are required to offer tenants a move-in inspection checklist as a means of reducing lease disputes.

Common Disclosures, notices, and addendum

Below is a list of these documents that one should consider before leasing property:

• Assignment of Lease
• Eviction Forms
• Current Rent Balance Letter
• Lead-Based Paint Disclosure
• Notice to Enter!
• Receipt Tenant
• Rent Increase Letter
• Move-in / Move-out Inspection Checklist.
• Security Deposit Return Letter
• Personal Guarantee (Guaranty)
• Security Deposit Receipt

Late rent violations

Late rent payments can be handled either by imposing a late payment fee, which should be declared in the rental agreement form, or by the landlord issuing a Notice to Comply or Quit, which declares the landlord’s power to terminate the lease if payment is not duly paid.

Other violations

Should the tenant or the landlord violate the house rules or lease terms, respectively? The protesting party can issue a Notice to Comply or Quit, which gives the guilty party time to resolve the issue or be in breach of contract. Some of the violations common with tenants include;

• Loud Music
• Property Damage
• Unauthorized Pets
• Too Many Guests
• Illegal Activity

How to Fill a Rental Agreement Form

The following items should be evident in a standard rental agreement form;

• The Parties- This part identifies the involved parties (tenant and landlord) by name and address. It also includes the date of writing the agreement.
• Lease Type- a statement declaring whether the rental agreement is fixed or on a month-to-month lease. If it is fixed, a start and end date should be given.
• Occupants- expected occupants such as children, roommates, etc., should be listed.
• The Property- The property should be described in detail, such as a two-bedroom end-suite apartment.
• Purpose- The tenant should declare their intended use of the property, e.g., business, residency, sub-letting, etc.
• Furnishings- Provided furniture such as beds, wardrobes, and couches at the time of moving in should be listed. 
• Appliances- Any appliances that the tenant expects to be provided, or the landlord intends to provide should be listed.
• Rent- The rental amount should be declared in the rental agreement form along with the monthly due date.
• Non-Sufficient Funds (NSF Checks)- How to handle NSF checks should be agreed upon, for example, by providing contact information to notify the tenant or applicable fees.
• Late Fee- It is a section that highlights how late payments will be dealt with and should be included, e.g., late payment penalty.
• First Month’s Rent- When the 1^st month’s payment should be paid should be outlined in the form.
• Prepayment of Rent- Some tenants or landlords may prefer a couple of months’ rent to be paid in advance; if this is the case, it should be declared.
• Proration Period- If the tenant plans to occupy the property before the date of moving in, the proration period should be declared and charged appropriately.
• Security Deposit- Where a security deposit is required, payment amount, date, and method should be agreed upon.
• Move-in Inspection- A move-in inspection is a significant step, and where it is required by law, it should be stated.
• Parking- Parking availability and applicable fees should be stated in the form to alert tenants with vehicles.
• Sale of Property- Conditions that would govern the rental agreement should the landlord sell the property to another owner should be addressed. Customarily, the initial agreement would apply or terminate, depending on how both parties agreed.
• Utilities- Available utilities should be outlined, and payment plans should be discussed and agreed upon.
• Early Termination- An agreeable way to deal with early termination should be outlined, and reasons that would prompt early termination can be declared.
• Smoking Policy- The house rules regarding smoking should be addressed and any applicable penalties highlighted.
• Pet Policy- If pets are allowed or unacceptable within the premises, the lease will demonstrate the landlord’s stand on the issue.
• Waterbeds- Where waterbeds are not allowed, efforts to avoid water damage caused by leakage should be declared.  
• Notices- Methods of how notices will be issued and to whom should be outlined to prevent future claims that one party did not receive a notice.
• Agent/Manager- Sometimes, landlords use agents and managers to manage their property. The agent in charge or manager should be identified in the rental agreement form.
• Lead paint- If lead-based paint is used, it is important that it be stated in the agreement that deteriorating lead-based paint from peeling, cracking, chipping, etc., can be hazardous.
• Additional Terms and Conditions- Additional terms and conditions that each party might wish to add to the rental agreement can be added.

Landlord-Tenant Laws

Rental agreements between landlords and tenants are guided by different laws. This ensures both parties are protected under the law and can conduct transactions without exploitation or discrimination. Some of these laws will vary from one state to another, so it is important to familiarize yourself with the applicable laws in your state of residence.

Security Deposit Laws

A security deposit, defined as an amount of money paid in advance as security against the tenant’s non-performance of the rental agreement obligation. It is returned to the tenant in totality if the leased property is returned unscathed at the end of the lease.  Should the tenant cancel the lease or get evicted, the landlord can keep the deposit.

Laws for Landlord’s Access

Sometimes the landlord might need to access the tenant’s premises, and as the tenant holds the right of privacy, the landlord must first issue a notice requesting permission to enter the property. This notice is given through a Right to Entry Form, which can be handed to the tenant, posted, mailed, or placed under the door. As the period of notice is determined by State, below are variant durations per state.

Rent Due Laws 

A grace period is a period during which the lease rules and penalties do not take effect or are withheld. It protects tenants from being penalized or evicted despite being late on a payment. Grace periods will vary from one state to the other.

Late Fees Laws

The maximum/highest amount a landlord can charge a tenant for making late payments is not defined in most states. This is left for both parties (landlord and tenant) to agree on the acceptable late fees within the rental agreement.

Key Takeaways

A lease/rent agreement is a legally binding agreement used to protect landlords’ and tenants’ interests. Its content can vary from one state to the other. It is a significant part of a lease and helps both parties decide if their expectations are met in the lease. It highlights the details such as rental amount, due date, lease term, security deposit, house policies, etc. Some of the terms and conditions are governed by state laws such as late fees laws, security deposit laws, due rent laws, and landlord access laws. Aim to familiarize yourself with the laws before entering into a rental agreement.

About This Article

Authored by:

Terry M. Keller

Legal Contract Writing for Real Estate, Real Estate Law Specialist

Terry M. Keller, Principal and Managing Attorney at Keller Law Offices, is a distinguished expert in real estate law. With foundational experience at the U.S. Attorney’s Office in Tennessee, he founded his firm in Nashville and Chicago, rapidly carving a niche in legal contract writing and real estate legalities. Terry excels in drafting comprehensive real estate contracts and guiding clients through intricate transactions and disputes. His analytical skills, combined with adept negotiation tactics, make him a trusted advisor for a spectrum of real estate stakeholders. Recognized in renowned legal circles, Terry's dedication to client success and legal precision solidifies his reputation as a leading real estate law authority.