Tenant Contact and Emergency Sheet

Who this is for

The one page for the tenancy file and the kitchen drawer. It records everyone living at the property with their contacts, the landlord's and agent's numbers, the tradespeople and services to call in an emergency, and where the shut-offs are.

Landlords and agents setting up a tenancy, and tenants who want the numbers in one place before the boiler fails on a Sunday night.

What this helps you track

• Every occupant, their phone and email, and their own emergency contact
• The landlord's and agent's numbers, including one for out of hours
• Which plumber, electrician or locksmith to call, and the account references
• Where the water, gas and electricity can be turned off, and where the meters are

How to use it

1. Fill in the property and the landlord's or agent's details at the top, with an out-of-hours number if there is one.
2. List each tenant and occupant with their contact details and who to ring on their behalf.
3. Enter the services and tradespeople, with account or policy references where they exist.
4. Walk the property once and write down where the stopcock, gas shut-off, fuse box and meters are.
5. Print two copies: one for the tenancy file and one to leave in the property. Update it when a tenant or contractor changes.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Should the tenant fill this in, or the landlord?

Both, usually. The landlord knows the contractors and the shut-offs; the tenant knows their own emergency contacts. The browser version can be filled in together and printed once.

Is it safe to leave in the property?

It contains phone numbers and locations, so treat it like any other personal record: keep it inside, not on the front door, and take it back at the end of the tenancy.

What about the tenancy dates and rent?

Deliberately not here. This sheet is for who and where, so that it can be handed over without disclosing the money side. The rent ledger and the existing tenancy dates record cover the rest.

Can I use it for a house share?

Yes. The occupant table takes several people, each with their own contact and emergency contact, and the services are shared.