Lease Signing: Critical Foundation of Tenancy
The lease signing is your opportunity to set clear expectations, establish professional landlord-tenant relationship, and ensure all legal requirements are met. A thorough, well-organized lease signing prevents 70% of future disputes and protections both parties legally.
Warning: Never hand over keys before collecting all move-in funds (first month rent + security deposit). Accept only certified checks, money orders, or cashier's checks for move-in payments.
Before Lease Signing Day
Pre-Signing Preparation (1 Week Before)
- ☐ Complete tenant screening: Verify all background, credit, references approved
- ☐ Prepare lease agreement: Fill in all tenant names, dates, rent amounts, deposit details
- ☐ Gather required disclosures: Compile all California-mandated disclosure forms
- ☐ Property preparation: Complete all repairs, cleaning, and turnover work
- ☐ Schedule signing appointment: Allow 60-90 minutes for thorough review
- ☐ Send lease for preview: Email copy to tenant 3-5 days early for review
- ☐ Prepare keys: Get all keys, garage openers, access cards ready
- ☐ Create property manual: Compile appliance manuals, emergency contacts, instructions
Required Documents Checklist
Core Lease Documents
- ☐ Residential lease agreement: Fully completed with all terms (2 copies for signatures)
- ☐ Lead-based paint disclosure: Required for pre-1978 properties (federal law)
- ☐ Mold disclosure: California requirements about mold prevention
- ☐ Bedbug disclosure: Information about bedbug history (last 2 years)
- ☐ Smoke detector/carbon monoxide compliance: Statement of compliance
- ☐ Move-in inspection checklist: To be completed within 7 days
- ☐ Security deposit itemization: Statement showing deposit breakdown
California-Specific Required Disclosures
Legal Note: California requires 14+ mandatory disclosures at lease signing. Missing even one creates legal liability and can provide tenants with defenses against eviction. Use a disclosure checklist for every lease.
- ☐ Proposition 65 (chemical) warning: If applicable to property
- ☐ Military ordnance disclosure: If property within 1 mile of former military base
- ☐ Death disclosure: Deaths on property within last 3 years
- ☐ Megan's Law database: Information about sex offender registry access
- ☐ Shared utility arrangements: If tenant pays for utilities serving other units
- ☐ Pest control company info: If regular pest service provided
- ☐ Demolition or renovation notice: If property condemned or scheduled for demolition
- ☐ Flood hazard zone: If property in special flood hazard area
- ☐ Natural hazard disclosure: Fire, earthquake, or other zones
- ☐ Notice of foreclosure: If property in foreclosure proceedings
- ☐ Methamphetamine contamination: If property used as meth lab in past
- ☐ Tenant protection act notice: AB 1482 rent control and just-cause eviction rights
- ☐ Bedbugs information: Prevention and treatment information
- ☐ Water conservation requirements: Notice of water conservation requirements
Optional but Recommended Documents
- ☐ House rules addendum: Specific property rules (noise, parking, common areas)
- ☐ Pet addendum: If pets allowed, detailed pet terms and additional deposit
- ☐ Parking addendum: Assigned spaces, guest parking rules
- ☐ Landscaping/yard care responsibilities: Who maintains what
- ☐ Utilities responsibility chart: Clearly show who pays for each utility
- ☐ Emergency procedures: What to do in various emergency situations
- ☐ Maintenance request procedures: How to request repairs, emergency contacts
- ☐ Renter's insurance requirement: If required, details and coverage minimums
Lease Signing Day Process
Welcome and Orientation (15 minutes)
- ☐ Welcome tenant: Professional, friendly greeting sets positive tone
- ☐ Verify identification: Confirm ID matches application
- ☐ Explain process: Overview of what will be covered during signing
- ☐ Offer beverage: Water, coffee - make comfortable for extended session
Document Review (30-40 minutes)
- ☐ Review lease terms page-by-page: Don't rush - address every section
- ☐ Rent amount and due date: Confirm monthly rent, due date (usually 1st), late fees
- ☐ Lease duration: Start date, end date, renewal process
- ☐ Security deposit: Amount, allowable deductions, return timeline (21 days)
- ☐ Utilities responsibility: Clarify which utilities tenant must set up/pay
- ☐ Maintenance obligations: Tenant vs landlord responsibilities
- ☐ Pet policy: Allowed pets, restrictions, additional fees
- ☐ Occupancy limits: Who can live in property
- ☐ Subletting/guests: Rules about overnight guests and subletting
- ☐ Entry rights: Landlord right to enter (24-hour notice, emergencies)
- ☐ Alterations policy: What changes tenant can/cannot make
- ☐ Termination terms: Move-out notice required (typically 30 days)
- ☐ Late fees and penalties: Grace period, amount, enforcement
- ☐ HOA rules (if applicable): Any HOA restrictions tenant must follow
Answer Questions (10-15 minutes)
- ☐ Invite questions: "What questions do you have about the lease?"
- ☐ Clarify confusion: Address any unclear terms or concerns
- ☐ Provide examples: Use scenarios to illustrate important clauses
- ☐ Note concerns: If tenant has concerns, address or document them
Disclosure Review (10 minutes)
- ☐ Review all disclosures: Go through each required disclosure
- ☐ Explain significance: Why each disclosure matters
- ☐ Emphasize lead paint: If pre-1978, explain hazards and rights
- ☐ Confirm understanding: Ask if questions about any disclosures
Financial Collection
Payment Collection Checklist
- ☐ Collect first month's rent: Full month rent for first month
- ☐ Collect security deposit: Per lease agreement (typically 1-2 months rent)
- ☐ Collect pet deposit (if applicable): Additional deposit for pets
- ☐ Collect any prorated rent: If moving mid-month, prorate first month
- ☐ Verify payment method: Certified check, money order, or cashier's check (no personal checks for move-in)
- ☐ Provide receipts: Written receipt for all funds collected
- ☐ Set up future payments: Explain how rent will be paid monthly (online portal, check, etc.)
Payment Calculation Example
Move-In Cost Example: Roseville 3-bedroom rental ($2,900/month) - Move-in January 15
• Prorated rent (Jan 15-31): $2,900 ÷ 31 × 17 days = $1,590
• Full February rent: $2,900
• Security deposit: $2,900 (1 month)
• Total due at signing: $7,390
Signature Collection
Signing Process
- ☐ All tenants must sign: Every adult occupant signs lease
- ☐ Initial special clauses: Important terms may require initials
- ☐ Date all signatures: Same date for all signatures (lease start date)
- ☐ Landlord signatures: You (and co-owner if applicable) sign all copies
- ☐ Witness if needed: Some leases require witness signatures
- ☐ Sign all addendums: Don't forget pet addendum, house rules, etc.
- ☐ Sign all disclosures: Both parties acknowledge receipt
- ☐ Move-in inspection forms: Sign and schedule completion within 7 days
Provide Copies
- ☐ Complete signed lease copy: Tenant gets fully executed copy
- ☐ All addendums and disclosures: Copies of everything signed
- ☐ Receipt for deposits/rent: Detailed receipt showing all payments
- ☐ Move-in checklist: Blank form to complete
- ☐ Explain retention: Advise tenant to keep in safe place for entire tenancy
Property Orientation and Key Handoff
Property Walkthrough (20-30 minutes)
- ☐ HVAC system: Show thermostat, explain operation, point out air filter location
- ☐ Water heater: Location, temperature setting, shutoff valve
- ☐ Main water shutoff: Critical emergency - show and test
- ☐ Electrical panel: Location, how to reset breakers, labeled circuits
- ☐ Gas shutoff (if applicable): Location and when to use
- ☐ Appliances demonstration: Show how to operate all appliances
- ☐ Garbage disposal: How to use, reset button location
- ☐ Smoke/CO detectors: Location of all units, how to change batteries
- ☐ Windows and locks: Demonstrate operation, security features
- ☐ Garage door opener: How to operate, manual release for power outages
- ☐ Sprinkler system: Controller location, basic operation, schedule
- ☐ Special features: Pool, spa, security system, smart home devices
Provide Property Information
- ☐ Appliance manuals: Binder with all manuals for appliances, systems
- ☐ Emergency contact sheet: Your contact, emergency services, utility companies
- ☐ Utility setup instructions: Who to call, account numbers if applicable
- ☐ Trash/recycling schedule: Pickup days, bin locations, what goes where
- ☐ HOA information (if applicable): Rules, contacts, amenity access
- ☐ Neighborhood info: Nearby shopping, parks, schools
- ☐ Pest control schedule: If regular service, when technician comes
- ☐ HVAC filter replacement: Size needed, where to buy, how often to change
Key and Access Handoff
- ☐ House keys: Provide keys for all exterior doors (typically 2 sets per tenant)
- ☐ Mailbox key: USPS mailbox key
- ☐ Garage opener: Remote(s) for garage door
- ☐ Gate/pool access: Keys or codes for community amenities
- ☐ Security system codes: If applicable, provide codes and instructions
- ☐ Storage unit keys: If assigned storage unit
- ☐ Document key receipt: Have tenant sign form acknowledging receipt of all keys
- ☐ Explain replacement costs: Fee structure if keys are lost
- ☐ Lockout procedure: What to do if locked out (locksmith at tenant expense)
Final Items Before Departure
Confirm Understanding
- ☐ Rent payment process: Confirm tenant knows how to pay rent monthly
- ☐ Maintenance requests: How to submit requests, emergency procedures
- ☐ Contact information: Verify phone/email for communications
- ☐ Entry notice: Remind of 24-hour notice requirement for non-emergency entry
- ☐ Move-in inspection: Schedule time to complete together within 7 days
Set Expectations
- ☐ Communication preference: Establish how you'll communicate (email, text, phone)
- ☐ Response times: Set realistic expectations for non-emergency responses
- ☐ Professional relationship: Friendly but professional boundaries
- ☐ Lease compliance: Emphasize importance of following lease terms
- ☐ Property care: Expectation of reasonable care and cleanliness
Final Documentation
- ☐ File all signed originals: Keep in secure tenant file
- ☐ Update property management software: Enter lease details, move-in date
- ☐ Set rent payment reminders: Calendar first rent due date
- ☐ Schedule move-in inspection: Put on calendar within 7 days
- ☐ Send welcome email: Follow-up email with key information and gratitude
Conclusion
A well-executed lease signing sets the foundation for a successful landlord-tenant relationship. Taking time to thoroughly review documents, answer questions, and orient tenant to property prevents future misunderstandings and demonstrates your professionalism. Download our free lease signing checklist PDF to ensure nothing is missed on move-in day.
