Rental property · RP-08

Tenant Information Record

A free printable tenant record — contact details, who else lives there, an emergency contact, vehicle and where the referencing documents are kept.

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2 pages. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.

Print it and write on it

A4 57 kB US Letter 57 kB

Fill it in type and save

A4 88 kB US Letter 88 kB

The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.

What this sheet is for

Have the details you need in an emergency, rather than discovering the only phone number you hold is the one that is not answering.

Who it is for

Landlords and letting agents keeping a file per tenancy.

How to use it

One sheet per tenancy, filled in at the start.
List everyone living at the property, not only the people on the agreement.
Take an emergency contact. It is the field people skip and then need.
Record where the referencing and identity documents are filed, not the documents themselves.
Review it if anything changes, and destroy it when the tenancy is long over.

What is on the sheet

2 pages, in this order:

Page 1

Printed under the title: Who the tenant is, how to reach them, and who to ring if something happens and they cannot be reached.

Personal data — hold it carefully. This sheet holds another person's personal details. Keep it somewhere secure, do not pass it around, and destroy it when there is no longer a reason to hold it — data protection law applies to a sheet of paper exactly as it does to a database. This is a record sheet, not a legal document and not legal advice. What a tenancy requires — notice periods, deposit protection, the certificates that must be held and how long records must be kept — depends entirely on where the property is. Establish those locally and keep this alongside them.

Write-on lines: Property · Tenancy from · Reference

The tenant

Write-on lines: Full name · Date of birth · Phone · Email · Previous address

Others living at the property

Table, 5 rows: Name · Relationship to tenant · Age if under 18 · On the agreement

Page 2

If we cannot reach them

Write-on lines: Emergency contact · Relationship · Phone

Other details worth having

Write-on lines: Vehicle and registration · Pets agreed · Employer or income source · Referencing completed on · Right to rent checked · Where the documents are kept

Ruled lines: Notes

Questions

Is this a legal document?

No, and it is not legal advice. It is a record sheet. What a tenancy legally requires — notice periods, how a deposit must be held, which certificates must be in place and how long records must be kept — depends entirely on where the property is, and it changes. Nothing of that kind is printed here. Establish what applies to you locally and keep this alongside it.

Is it safe to keep this on paper?

It holds another person's personal details, so it needs to be kept securely and destroyed when there is no longer a reason to hold it. Data protection law applies to a sheet of paper exactly as it does to a database. Do not record identity document numbers here — record where they are filed.