Tenant Information Record

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

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

What is on the sheet

The layout is fixed at a size that fits both A4 and US Letter, so the A4 and Letter files are visually identical and print at full size on either. Rows are set at a height that an adult can actually write a date and a few words into with a pen — most printable tables are built in a word processor and never tested with one.

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.