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Templates / Housing associations

Tenant sign-up, contractor checks and safety papers, from one link.

Tenants forget their ID, contractors forget their insurance and safety certificates go astray, so officers keep chasing. Docsroom asks once, gives each person their own link and shows who has not replied.

8 templates80 requestsWritten for housing associations

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Eight templates for housing associations

Open a template to see every request in the order it is asked, and watch it written in and answered.

New tenant starter checklistfor new tenants · before the sign-up appointment11 requests11 requests
New tenant starter checklistKelly Norris · Oak Court, flat 49 of 11 back
  • Sign-up and household
  • DecisionSign-up appointmentpick a day and timeAssigned to KNKelly Norris, new tenantFrom TraceytomorrowComplete
  • FormYour details8 questionsAssigned to KNKelly Norris, new tenantFrom Traceyin 2 daysComplete
  • TableWho will live with youname and date of birthAssigned to KNKelly Norris, new tenantFrom Traceyin 2 daysReady to check
  • QuestionNational Insurance numberone lineAssigned to KNKelly Norris, new tenantFrom Traceyin 3 daysReady to check
  • QuestionEmergency contactname and numberAssigned to KNKelly Norris, new tenantFrom Traceyin 3 daysComplete
  • QuestionSupport you may needanything that would helpAssigned to KNKelly Norris, new tenantFrom Traceyin 3 daysAwaiting reply
  • Proof and income
  • UploadPhoto IDpassport or licenceAssigned to KNKelly Norris, new tenantFrom Traceyin 3 daysReminder sent
  • UploadProof of incomepayslip or benefit letterAssigned to KNKelly Norris, new tenantFrom Traceyin 4 daysComplete
  • DecisionHow you will pay rentdirect debit or benefitsAssigned to KNKelly Norris, new tenantFrom Traceyin 4 daysReady to check
  • Your new home
  • ApprovalTenancy agreementread before sign-upAssigned to KNKelly Norris, new tenantFrom Traceyin 5 daysReady to check
  • ApprovalTenant handbookread and approveAssigned to KNKelly Norris, new tenantFrom Traceyin 5 daysComplete
Staff starter checklistfor new housing staff · before their first day12 requests12 requests
Staff starter checklistMarcus Reed · housing officer9 of 12 back
  • Right to work
  • QuestionRight to work share codenine charactersAssigned to MRMarcus Reed, housing officerFrom Traceyin 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to MRMarcus Reed, housing officerFrom Traceyin 3 daysComplete
  • UploadProof of addresslast three monthsAssigned to MRMarcus Reed, housing officerFrom Traceyin 4 days1 file sent
  • Pay and contract
  • FormBank and tax details6 questionsAssigned to MRMarcus Reed, housing officerFrom Traceyin 4 daysReady to check
  • QuestionNational Insurance numberone lineAssigned to MRMarcus Reed, housing officerFrom Traceyin 4 daysComplete
  • ApprovalEmployment contractread and approveAssigned to MRMarcus Reed, housing officerFrom Traceyin 5 daysAwaiting reply
  • ApprovalCode of conductread and approveAssigned to MRMarcus Reed, housing officerFrom Traceyin 6 daysReminder sent
  • Checks and safety
  • TableTwo refereesname and contact detailsAssigned to MRMarcus Reed, housing officerFrom Traceyin 5 daysComplete
  • QuestionDBS certificatenumber and issue dateAssigned to MRMarcus Reed, housing officerFrom Traceyin 6 daysReady to check
  • QuestionEmergency contactname and numberAssigned to MRMarcus Reed, housing officerFrom Traceyin 6 daysReady to check
  • UploadDriving licenceif you drive for workAssigned to MRMarcus Reed, housing officerFrom Traceyin 7 daysComplete
  • ApprovalLone working policyread and approveAssigned to MRMarcus Reed, housing officerFrom Traceyin 7 daysAwaiting reply
Contractor onboarding packfor new contractors · before they join our approved list11 requests11 requests
Contractor onboarding packFairway Heating Services · gas work9 of 11 back
  • The company
  • FormCompany details8 questionsAssigned to DADean Ashby, directorFrom Traceyin 3 daysComplete
  • UploadLatest accountslast full yearAssigned to DADean Ashby, directorFrom Traceyin 4 daysComplete
  • UploadPublic liability insurancecurrent certificateAssigned to DADean Ashby, directorFrom Traceyin 4 days1 file sent
  • UploadEmployers’ liabilityif you have staffAssigned to DADean Ashby, directorFrom Traceyin 4 days2 files sent
  • Trade and safety
  • UploadTrade registrationGas Safe, NICEIC or NAPITAssigned to DADean Ashby, directorFrom Traceyin 5 daysComplete
  • UploadSafety scheme certificateCHAS or SafeContractorAssigned to DADean Ashby, directorFrom Traceyin 5 daysAwaiting reply
  • UploadHealth and safety policydated this yearAssigned to DADean Ashby, directorFrom Traceyin 6 daysReminder sent
  • UploadSample RAMSrisk and method statementsAssigned to DADean Ashby, directorFrom Traceyin 6 daysComplete
  • Working in our homes
  • TableOperatives who visit homesname, role and DBS dateAssigned to DADean Ashby, directorFrom Traceyin 7 daysReady to check
  • ApprovalContractor code of conductread and approveAssigned to DADean Ashby, directorFrom Traceyin 8 daysReady to check
  • ApprovalData protection termsread and approveAssigned to DADean Ashby, directorFrom Traceyin 8 daysComplete
Building safety certificatesfor each block or scheme · before each certificate expires11 requests11 requests
Building safety certificatesOak Court · 24 flats9 of 11 back
  • Gas and electric
  • UploadGas safety recordcommunal boilersAssigned to ITIan Turner, compliance officerFrom Traceyin 5 daysComplete
  • UploadElectrical condition reportEICR for communal areasAssigned to ITIan Turner, compliance officerFrom Traceyin 5 daysComplete
  • UploadEmergency lighting testlatest certificateAssigned to ITIan Turner, compliance officerFrom Traceyin 6 days1 file sent
  • Fire, water and the building
  • UploadFire risk assessmentlatest full reportAssigned to ITIan Turner, compliance officerFrom Traceyin 7 days2 files sent
  • UploadFire door inspectionlatest reportAssigned to ITIan Turner, compliance officerFrom Traceyin 7 daysComplete
  • UploadFire alarm servicelatest visitAssigned to ITIan Turner, compliance officerFrom Traceyin 7 daysAwaiting reply
  • UploadLegionella risk assessmentwater systemsAssigned to ITIan Turner, compliance officerFrom Traceyin 8 daysReminder sent
  • UploadLift inspection reportif the block has a liftAssigned to ITIan Turner, compliance officerFrom Traceyin 8 daysComplete
  • UploadAsbestos registerlatest versionAssigned to ITIan Turner, compliance officerFrom Traceyin 9 days1 file sent
  • Follow up
  • TableActions from the reportsissue, owner and dateAssigned to ITIan Turner, compliance officerFrom Traceyin 10 daysReady to check
  • ApprovalBlock pack approvalread and approveAssigned to ITIan Turner, compliance officerFrom Traceyin 12 daysComplete
Yearly gas safety visitfor tenants due a visit · eight weeks before it is due8 requests8 requests
Yearly gas safety visitBev Hartley · 14 Elm Road6 of 8 back
  • Booking the visit
  • DecisionBest time for the visitmorning or afternoonAssigned to BHBev Hartley, tenantFrom Traceyin 2 daysComplete
  • DecisionHow we get inyou, a neighbour or a keyAssigned to BHBev Hartley, tenantFrom Traceyin 2 daysComplete
  • QuestionMobile for the engineerused only on the dayAssigned to BHBev Hartley, tenantFrom Traceyin 3 daysReady to check
  • Your home
  • QuestionAnyone who needs extra helpso we can plan the visitAssigned to BHBev Hartley, tenantFrom Traceyin 3 daysReady to check
  • QuestionYour own gas appliancescooker, fire or boilerAssigned to BHBev Hartley, tenantFrom Traceyin 4 daysComplete
  • QuestionSmoke and CO alarmsworking, yes or noAssigned to BHBev Hartley, tenantFrom Traceyin 4 daysAwaiting reply
  • Access
  • ApprovalAccess noticeread and approveAssigned to BHBev Hartley, tenantFrom Traceyin 5 daysReminder sent
  • DecisionReminder bytext, email or letterAssigned to BHBev Hartley, tenantFrom Traceyin 6 daysComplete
Resident consultation packfor residents and leaseholders · when the notice is sent9 requests9 requests
Resident consultation packOak Court · new windows7 of 9 back
  • The proposal
  • ApprovalPlans and costsconfirm you have read themAssigned to YCYvonne Clarke, residentFrom Traceyin 5 daysComplete
  • DecisionYour view on the plansupport, object or unsureAssigned to YCYvonne Clarke, residentFrom Traceyin 10 daysComplete
  • QuestionYour commentsin your own wordsAssigned to YCYvonne Clarke, residentFrom Traceyin 10 daysReady to check
  • Your ideas
  • UploadPhotos of the problemdamp, leaks or damageAssigned to YCYvonne Clarke, residentFrom Traceyin 10 days2 files sent
  • QuestionConcerns about the worksnoise, access or safetyAssigned to YCYvonne Clarke, residentFrom Traceyin 14 daysComplete
  • QuestionSuggest a contractorfor leaseholdersAssigned to YCYvonne Clarke, residentFrom Traceyin 14 daysAwaiting reply
  • During the works
  • FormAccess during the works5 questionsAssigned to YCYvonne Clarke, residentFrom Traceyin 18 daysReminder sent
  • DecisionBest time for workersmornings or afternoonsAssigned to YCYvonne Clarke, residentFrom Traceyin 18 daysComplete
  • ApprovalPrivacy noticeread and approveAssigned to YCYvonne Clarke, residentFrom Traceyin 21 daysReady to check
Yearly household updatefor current tenants · each year, near the tenancy date8 requests8 requests
Yearly household updateHarpreet Kaur · 3 bed house6 of 8 back
  • Your household
  • FormHousehold update6 questionsAssigned to HKHarpreet Kaur, tenantFrom Traceyin 3 daysComplete
  • TablePeople living at homename and date of birthAssigned to HKHarpreet Kaur, tenantFrom Traceyin 3 daysComplete
  • QuestionEmergency contactname and numberAssigned to HKHarpreet Kaur, tenantFrom Traceyin 3 daysReady to check
  • QuestionSupport needsanything that has changedAssigned to HKHarpreet Kaur, tenantFrom Traceyin 4 daysReady to check
  • Income and contact
  • QuestionChange in work or benefitsyes or no, then detailsAssigned to HKHarpreet Kaur, tenantFrom Traceyin 5 daysComplete
  • DecisionHow we contact youtext, email or letterAssigned to HKHarpreet Kaur, tenantFrom Traceyin 6 daysAwaiting reply
  • Your home
  • QuestionRepairs still neededanything not yet fixedAssigned to HKHarpreet Kaur, tenantFrom Traceyin 6 daysReminder sent
  • ApprovalPrivacy noticeread and approveAssigned to HKHarpreet Kaur, tenantFrom Traceyin 7 daysComplete
Ending a tenancy packfor tenants moving out · four weeks before they leave10 requests10 requests
Ending a tenancy packKofi Mensah · ending in June8 of 10 back
  • Leaving
  • FormForwarding details5 questionsAssigned to KMKofi Mensah, tenantFrom Traceyin 2 daysComplete
  • QuestionReason for leavingone lineAssigned to KMKofi Mensah, tenantFrom Traceyin 3 daysComplete
  • DecisionPre-leaving visitpick a day to look roundAssigned to KMKofi Mensah, tenantFrom Traceyin 3 daysReady to check
  • DecisionReturning your keysin person or by postAssigned to KMKofi Mensah, tenantFrom Traceyin 4 daysReady to check
  • Your home and handback
  • UploadPhotos of each roombefore you hand backAssigned to KMKofi Mensah, tenantFrom Traceyin 5 daysComplete
  • UploadFinal meter readingsa photo of each meterAssigned to KMKofi Mensah, tenantFrom Traceyin 6 daysAwaiting reply
  • QuestionRepairs or damageanything we should knowAssigned to KMKofi Mensah, tenantFrom Traceyin 6 daysReminder sent
  • QuestionBelongings left behindyes or no, then detailsAssigned to KMKofi Mensah, tenantFrom Traceyin 7 daysComplete
  • QuestionSuppliers toldgas, electric and waterAssigned to KMKofi Mensah, tenantFrom Traceyin 7 daysReady to check
  • ApprovalHandback checklistread and approveAssigned to KMKofi Mensah, tenantFrom Traceyin 8 daysReady to check

Written for housing associations. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

One link for each tenant and contractor

Tenants, contractors and new staff open their own link, with no account or password, and answer from a phone.

Safety certificates in one list

Gas, electrical, fire, water and lift certificates for each block arrive together, each with the date it came in, instead of sitting in one person’s inbox.

Reminders instead of phone tag

Docsroom chases tenants and contractors who have not replied until each one is in, so housing officers spend less time ringing round.

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