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Templates / Private landlords

Tenant papers, safety certificates and move-out forms, from one link.

Tenants send half a reference, engineers forget the certificate and the inventory lives in a drawer. Docsroom asks each person once, gives them their own link and nudges whoever has not replied.

8 templates78 requestsWritten for private landlords

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Eight templates for private landlords

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

Tenant starter checklistfor new tenants · once they say yes to the home12 requests12 requests
Tenant starter checklistGrace Bennett · 8 Alder Road9 of 12 back
  • About you
  • FormApplicant details8 questionsAssigned to GBGrace Bennett, applicantFrom Andrewin 2 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to GBGrace Bennett, applicantFrom Andrewin 2 daysComplete
  • QuestionRight to Rent share codenine charactersAssigned to GBGrace Bennett, applicantFrom Andrewin 2 daysReady to check
  • ApprovalReferencing consentread and approveAssigned to GBGrace Bennett, applicantFrom Andrewin 3 daysReady to check
  • Money and references
  • UploadProof of incomepayslips or statementsAssigned to GBGrace Bennett, applicantFrom Andrewin 3 daysComplete
  • QuestionEmployer contactwho can confirm your jobAssigned to GBGrace Bennett, applicantFrom Andrewin 4 daysAwaiting reply
  • QuestionCurrent landlord or agentname, phone and emailAssigned to GBGrace Bennett, applicantFrom Andrewin 4 daysReminder sent
  • Your household
  • QuestionWho will live therenames, children’s agesAssigned to GBGrace Bennett, applicantFrom Andrewin 3 daysComplete
  • QuestionPetsyes or no, then detailsAssigned to GBGrace Bennett, applicantFrom Andrewin 4 daysReady to check
  • Going ahead
  • QuestionGuarantor, if you have onename and emailAssigned to GBGrace Bennett, applicantFrom Andrewin 4 daysReady to check
  • ApprovalHolding deposit termsread and approveAssigned to GBGrace Bennett, applicantFrom Andrewin 5 daysComplete
  • DecisionPreferred move-in datepick the best weekAssigned to GBGrace Bennett, applicantFrom Andrewin 5 daysAwaiting reply
Handyman starter checklistfor handymen and small trades · before their first job10 requests10 requests
Handyman starter checklistTomasz Kowalski · handyman8 of 10 back
  • About you
  • FormYour details6 questionsAssigned to TKTomasz Kowalski, handymanFrom Andrewin 2 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to TKTomasz Kowalski, handymanFrom Andrewin 2 daysComplete
  • QuestionAreas and days you coverwhere you work, and whenAssigned to TKTomasz Kowalski, handymanFrom Andrewin 3 daysReady to check
  • Cover and skills
  • QuestionWhat jobs you take onand what you do notAssigned to TKTomasz Kowalski, handymanFrom Andrewin 3 daysReady to check
  • UploadPublic liability insurancecurrent certificateAssigned to TKTomasz Kowalski, handymanFrom Andrewin 4 daysComplete
  • UploadTrade qualificationif you have oneAssigned to TKTomasz Kowalski, handymanFrom Andrewin 5 daysAwaiting reply
  • Working in my homes
  • TableYour rateshourly and call-outAssigned to TKTomasz Kowalski, handymanFrom Andrewin 5 daysReminder sent
  • FormBank details for payment4 questionsAssigned to TKTomasz Kowalski, handymanFrom Andrewin 5 daysComplete
  • ApprovalKeys and tenant privacyread and approveAssigned to TKTomasz Kowalski, handymanFrom Andrewin 6 daysReady to check
  • ApprovalWorking termsread and approveAssigned to TKTomasz Kowalski, handymanFrom Andrewin 6 daysReady to check
Yearly tenancy reviewfor tenants, once a year · two months before the anniversary9 requests9 requests
Yearly tenancy reviewSarah Kirby · 12 Cedar Avenue7 of 9 back
  • Your plans
  • DecisionStay or leavecarry on, or plan to leaveAssigned to SKSarah Kirby, tenantFrom Andrewin 3 daysComplete
  • QuestionWho lives there nowany change, with datesAssigned to SKSarah Kirby, tenantFrom Andrewin 3 daysComplete
  • QuestionRepairs you would likeanything I should fixAssigned to SKSarah Kirby, tenantFrom Andrewin 4 daysReady to check
  • The year ahead
  • ApprovalRent review letterread and approveAssigned to SKSarah Kirby, tenantFrom Andrewin 5 daysReady to check
  • DecisionProperty visitpick a day and timeAssigned to SKSarah Kirby, tenantFrom Andrewin 5 daysComplete
  • QuestionSmoke and CO alarms testedyes or no, then detailsAssigned to SKSarah Kirby, tenantFrom Andrewin 6 daysAwaiting reply
  • Papers to update
  • QuestionRight to Rent share codeonly if a time limit endsAssigned to SKSarah Kirby, tenantFrom Andrewin 7 daysReminder sent
  • UploadContents insurancethe renewed policyAssigned to SKSarah Kirby, tenantFrom Andrewin 7 daysComplete
  • QuestionContact details changedphone or emailAssigned to SKSarah Kirby, tenantFrom Andrewin 7 daysReady to check
Tenancy move-in packfor tenants about to move in · in the week before the keys10 requests10 requests
Tenancy move-in packGethin Howells · 3 Bramley Close8 of 10 back
  • Before you arrive
  • ApprovalTenancy agreementread and approveAssigned to GHGethin Howells, tenantFrom Andrewin 3 daysComplete
  • ApprovalHow to Rent guideread and approveAssigned to GHGethin Howells, tenantFrom Andrewin 3 daysComplete
  • ApprovalSafety and energy certificatescopies for you to keepAssigned to GHGethin Howells, tenantFrom Andrewin 3 daysReady to check
  • QuestionEmergency contactname and numberAssigned to GHGethin Howells, tenantFrom Andrewin 3 daysReady to check
  • UploadContents insuranceif you have itAssigned to GHGethin Howells, tenantFrom Andrewin 5 daysComplete
  • Setting up
  • QuestionEnergy and water supplierswho you have set upAssigned to GHGethin Howells, tenantFrom Andrewin 5 daysAwaiting reply
  • QuestionCouncil tax set upyes or not yetAssigned to GHGethin Howells, tenantFrom Andrewin 5 daysReminder sent
  • Keys and safety
  • DecisionKey handoverpick a timeAssigned to GHGethin Howells, tenantFrom Andrewin 5 daysComplete
  • ApprovalAppliance and boiler guideread and approveAssigned to GHGethin Howells, tenantFrom Andrewin 5 daysReady to check
  • UploadMeter readingsa photo of each meterAssigned to GHGethin Howells, tenantFrom Andrewin 6 days2 files sent
Inventory and deposit packfor tenants in their first week · within a week of moving in8 requests8 requests
Inventory and deposit packGethin Howells · 3 Bramley Close6 of 8 back
  • Keys and alarms
  • TableKeys and fobs receiveditem and how manyAssigned to GHGethin Howells, tenantFrom Andrewin 2 daysComplete
  • QuestionSmoke and CO alarms testedyes or no, then detailsAssigned to GHGethin Howells, tenantFrom Andrewin 3 daysComplete
  • The deposit and rent
  • QuestionWho paid the deposityou or someone elseAssigned to GHGethin Howells, tenantFrom Andrewin 3 daysReady to check
  • DecisionRent daypick a day that suits youAssigned to GHGethin Howells, tenantFrom Andrewin 4 daysReady to check
  • ApprovalWhere your deposit is heldread and approveAssigned to GHGethin Howells, tenantFrom Andrewin 5 daysComplete
  • The inventory
  • ApprovalCheck-in inventoryread and approveAssigned to GHGethin Howells, tenantFrom Andrewin 7 daysAwaiting reply
  • QuestionInventory commentsanything missing or wornAssigned to GHGethin Howells, tenantFrom Andrewin 7 daysReminder sent
  • UploadPhotos of anything wornmarks, chips or stainsAssigned to GHGethin Howells, tenantFrom Andrewin 7 daysComplete
Safety and energy certificatesfor engineers and assessors · before each certificate runs out9 requests9 requests
Safety and energy certificates8 Alder Road · yearly checks7 of 9 back
  • Gas
  • UploadGas safety recordsigned and datedAssigned to MAMick Ashworth, gas engineerFrom Andrewin 7 daysComplete
  • UploadGas Safe registration cardfront and backAssigned to MAMick Ashworth, gas engineerFrom Andrewin 7 daysComplete
  • QuestionFaults or advice noticesanything you foundAssigned to MAMick Ashworth, gas engineerFrom Andrewin 7 daysReady to check
  • QuestionNext check duea dateAssigned to MAMick Ashworth, gas engineerFrom Andrewin 7 daysReady to check
  • Electrical
  • UploadElectrical safety reportthe EICRAssigned to SWSam Whitfield, electricianFrom Andrewin 10 daysComplete
  • QuestionAnything marked urgentyes or no, then detailsAssigned to SWSam Whitfield, electricianFrom Andrewin 10 daysAwaiting reply
  • UploadElectrician registrationNICEIC or NAPIT cardAssigned to SWSam Whitfield, electricianFrom Andrewin 10 daysReminder sent
  • Energy
  • UploadEnergy certificatethe EPCAssigned to DPDawn Piper, energy assessorFrom Andrewin 14 daysComplete
  • QuestionRecommended improvementsas listed on the EPCAssigned to DPDawn Piper, energy assessorFrom Andrewin 14 daysReady to check
Contractor job packfor tradespeople on a repair · before the work starts9 requests9 requests
Contractor job packBoiler repair · 8 Alder Road7 of 9 back
  • Before the work
  • UploadQuote for the jobwith what it coversAssigned to CBColin Baker, plumberFrom Andrewin 2 daysComplete
  • UploadPublic liability insurancecurrent certificateAssigned to CBColin Baker, plumberFrom Andrewin 3 daysComplete
  • UploadTrade registrationGas Safe or NICEIC cardAssigned to CBColin Baker, plumberFrom Andrewin 3 days1 file sent
  • ApprovalJob termsread and approveAssigned to CBColin Baker, plumberFrom Andrewin 3 daysReady to check
  • DecisionStart daypick a day that suitsAssigned to CBColin Baker, plumberFrom Andrewin 4 daysComplete
  • When it is done
  • UploadPhotos before and aftera quick set is fineAssigned to CBColin Baker, plumberFrom Andrewin 7 daysAwaiting reply
  • UploadCertificate for the workif the job needs oneAssigned to CBColin Baker, plumberFrom Andrewin 7 daysReminder sent
  • QuestionOther problems foundso I can decideAssigned to CBColin Baker, plumberFrom Andrewin 7 daysComplete
  • UploadInvoicewith the job addressAssigned to CBColin Baker, plumberFrom Andrewin 8 days1 file sent
End of tenancy packfor tenants moving out · once they give notice11 requests11 requests
End of tenancy packKelly Fisher · 21 Beacon Street9 of 11 back
  • Your notice
  • FormNotice and leaving date4 questionsAssigned to KFKelly Fisher, tenantFrom Andrewin 2 daysComplete
  • QuestionNew address for postfor post and your depositAssigned to KFKelly Fisher, tenantFrom Andrewin 3 daysComplete
  • DecisionCheck-out appointmentpick a day and timeAssigned to KFKelly Fisher, tenantFrom Andrewin 4 daysReady to check
  • Leaving the home
  • QuestionRepairs you know abouttell me before I lookAssigned to KFKelly Fisher, tenantFrom Andrewin 6 daysReady to check
  • ApprovalCleaning checklistread and approveAssigned to KFKelly Fisher, tenantFrom Andrewin 8 daysComplete
  • QuestionBills and council tax toldyes or not yetAssigned to KFKelly Fisher, tenantFrom Andrewin 8 daysAwaiting reply
  • UploadClosing meter readingsa photo of each meterAssigned to KFKelly Fisher, tenantFrom Andrewin 10 daysReminder sent
  • QuestionKeys handed backhow many, and where leftAssigned to KFKelly Fisher, tenantFrom Andrewin 10 daysComplete
  • UploadPhotos of the empty homea quick set is fineAssigned to KFKelly Fisher, tenantFrom Andrewin 10 days1 file sent
  • The deposit
  • FormWhere to send your deposit4 questionsAssigned to KFKelly Fisher, tenantFrom Andrewin 12 daysReady to check
  • DecisionReply to the check-out reportagree or raise a queryAssigned to KFKelly Fisher, tenantFrom Andrewin 14 daysComplete

Written for private landlords. 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

Applicants send everything from one link

Applicants send ID, payslips and their last landlord’s details from one link, so you are not chasing across texts.

Every certificate on one list

Gas, electrical and energy certificates come from the engineers, chased until each one is in, and dated the day it arrives.

A record you can look back on

The inventory approval, the deposit details and the move-in papers sit with the date each came in, ready when you need them.

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