A Tenant Information Update Form is a form used by landlords to collect basic information from their tenants to help ensure the landlord has the most up-to-date information on file for each tenant.
Using a Tenant Information Update Form
If a landlord has responsible tenants, hopefully they will proactively provide updates to their landlord. For instance, if a tenant gets a new car they should update the landlord so that the landlord does not tow their car thinking that the car is parked there illegally. However, it’s easy for a tenant to forget to provide these updates on their own.
As a result, a landlord usually has to request updated information periodically. While a landlord can request a tenant fill out this form at any time, there are certain particular times at which a landlord should use this form. Those include:
- A New Lease – Whenever a new lease is signed, the landlord should make sure that they have all the necessary information regarding their tenant(s).
- A New Tenant Moves In – During the length of a lease, a landlord may agree to allow an additional tenant to become part of an existing lease agreement (e.g., a tenant gets married). Or, a tenant may be welcoming a new child into their family. In situations like these, it is a good time for the landlord to request the tenant to update their information by using this form.
- Lease Renewal – When a landlord is deciding to renew a tenant’s lease, it is likely because they have been a reliable tenant. That being said, significant time has likely passed since the landlord has confirmed the tenant’s information, and it is a good time to make sure that there have not been any major changes such as the tenant’s place of employment or pets.
- New Management Company – When a property comes under new management, the new company should make sure they have current information for all of its tenants. The best way to do that is to send out a Tenant Information Update Form to all of their tenants. The new management company may also use this as an opportunity to introduce themselves to the tenants.
- Significant Changes to Rental Agreement – If significant changes are being made through either a lease addendum or amendment then a landlord should probably make sure they have the most up-to-date information before they make these major changes.
Making sure a tenant’s information is current is very beneficial for landlords. This information can be used for a variety of purposes such as:
- Updating parking permits or assigned parking spaces.
- Minimizing liabilities and losses on the property.
- Confirming the tenant is complying with the terms and conditions of the lease agreement.
- Helping a landlord decide on whether or not to renew the tenant’s lease.
What to Include in a Tenant Information Update Form
When preparing this form, a landlord may want to tailor it to the specific information they need. Here is some specific information to request in any Tenant Information Update Form:
- Introductory Notice – This form should include a notice to make clear that this is not a rental application and is solely to provide the landlord with updated tenant information.
- Personal Information – This section is to update information for any tenants that signed the lease agreement.
- Date of Birth
- Social Security Number
- Marital Status
- Driver’s License Number
- Primary Phone
- Secondary Phone
- Occupants – This section is for information on any occupants who did not sign the lease agreement (e.g., children).
- Relationship to Tenant
- Emergency Contact Information – This information is important if the landlord is unable to get a hold of a tenant. This information may be needed to check on the well-being of the tenant or to determine if they have abandoned their rental property.
- Relation to Tenant
- License Plate Number
- Amount of hours the tenant works each week
- Phone (include an extension if applicable)
- Years employed
- Address of the employer
- Current Income
- Source of Income
- A question as to whether the tenant can provide proof of their income
- Tenant’s signature
A signed copy of this form should be provided to the tenant. The landlord should keep a copy of this form with their files and update any documentation with the updated information provided by the tenant.
How to Send the Tenant Information Update Form
The landlord’s only concern is to send this form in a way that is likely to be received by the tenant. The landlord can mail this form to their tenants or provide it to them in person.
Another option is to send it in an email and ensure that it can be filled out electronically. Providing it electronically may increase the chances of the tenant quickly filling out the form and returning the information. In addition, an electronic version of the form will ensure that all the information provided by the tenant is easy to read and store.