How to fill out a lease agreement: A guide for agents
By
Team Jointly
,
Sales & Marketing
For tenant agents and landlord agents, making sure a residential lease agreement is completely and accurately completed is the key to creating a smooth and transparent rental experience. Being thorough and critical when completing the lease agreement and keeping your clients in the loop during the process helps them avoid misunderstandings and ensure their rights and responsibilities are clearly outlined.
This guide provides actionable steps and insights on how agents can confidently draft and assist in filling out lease agreements, guaranteeing accuracy and clarity throughout the process.
Why understanding lease agreements is essential
Lease agreements do more than formalize rental arrangements—they protect the interests of both tenants and landlords by clearly outlining expectations and responsibilities. As an agent, you play a vital role in ensuring this contract is:
Accurate: Reflecting all agreed-upon terms and details.
Comprehensive: Covering every necessary section to avoid ambiguities.
Understandable: Helping tenants grasp the terms and implications.
By offering clear guidance, you minimize potential disputes, enhance client satisfaction, and solidify your role as a trusted advisor.
What is a lease agreement and why does it matter?
A lease agreement is a formal document that establishes the terms and conditions under which you rent a property from a landlord. Standard lease agreements typically include:
Rent: The amount you’ll pay and when it’s due.
Security deposit: If applicable, how much the agreed security deposit is and details of payment and return.
Property description: A complete legal description of the property address and property type.
Lease term: The duration of the rental period (e.g., month-to-month or yearly).
Names of occupants: Full names of every person who will occupy the property.
Tenant and landlord’s duties/maintenance responsibilities: Outlines rules and responsibilities, including who is responsible for repairs and upkeep.
Rules and policies: Details on pets, smoking, subleases, renewals, and other related items.
Signatures of landlords and tenants: Important to ensure acknowledgement and legal protection of all parties involved.
Lease contracts vary from state to state, so it’s important to check state-specific rules and any available templates. Here are some examples of lease agreements in Texas and Arizona.
Importance of completing the lease agreement properly
Errors or missing information can lead to disputes or delays.To avoid this, agents can:
Ensure tenants understand the document thoroughly.
Confirm that all terms accurately reflect the agreement between the landlord and tenant.
Address any concerns or questions before signing.
Key information agents need to collect for lease agreements
To draft a complete and accurate lease agreement, gather the following details from your clients:
Personal and contact information
Tenant’s full name, phone number, and email address. It’s useful to have scans or photocopies of identification cards, such as a Driver’s License or State ID, on hand.
Proof of income or employment
Documents such as pay stubs, tax returns, or employment verification letters.
Details about additional occupants
Names and details of anyone else residing in the property (e.g., family members or roommates).
Emergency contact information
A trusted individual’s name and contact details in case of emergencies.
Having these details ready streamlines the drafting process and ensures the agreement is comprehensive.
How to thoroughly fill out a lease agreement
Review the lease templates and tailor the terms for your client
Start with a standard lease agreement template applicable to your state.
Make sure you know and understand the specific laws of your state.
Tailor the lease agreement terms to reflect the specific property and client situation.
Input client and financial details
Enter your client’s name, contact information, and proof of income.
Verify that all information is complete and correct.
Specify lease terms
Include key details such as:some text
Lease start and end dates.
Monthly rent amount and due dates.
Payment methods (e.g., online portal, check).
Outline rules and policies
Detail critical clauses, such as:
Pet policies: Allowed or prohibited, and any associated fees.
Maintenance responsibilities: Clearly define landlord and tenant roles.
Late payment fees: Terms for missed or late rent payments.
Add details for additional tenants or occupants
Ensure all individuals living in the rental property are listed in the agreement.
Confirm security deposit details
Specify the deposit amount, payment process, and return conditions.
Final review and signing
Carefully review the entire document with your client.
Confirm all sections are completed and free of errors.
Obtain signatures from all parties and provide a signed copy to your client.
Common mistakes to avoid when filling out lease agreements
Rushing through the document
Taking time to review each section thoroughly can prevent costly errors.
Leaving out verbal agreements or addenda
Ensure that any verbal promises (e.g., appliance repairs or utility coverage) are included in writing.
Ignoring key clauses
Highlight and explain sections that could impact clients, such as penalties for late rent or subletting restrictions.
Missing critical information
Double-check that every field is complete, including emergency contacts and additional occupants.
Filling out the lease agreement form can be daunting for your clients, especially first-time renters. Platforms like Jointly can not only help you draft lease agreements quicker and more efficiently, but also give you and your clients peace of mind by providing a secure, easy-to-use software that guides you smoothly through filling out the lease agreement with smart webforms.
Furthermore, if you request applications directly from Jointly when working with a landlord, you’ll experience the benefits of using Jointly such as:
Easy setup of application requirements, including handling application fees
Prospective tenants/their agents can easily draft and submit lease applications and required documentation
Support for unrepresented tenants
On-platform integrated screening with TransUnion
Applications organized into one online space for easy review and approval
Seamless autofilling of information from the lease application to the lease agreement after approval
Verify that the lease agreement is submitted to the landlord or property manager correctly, whether online or in person.
Provide a signed copy to clients
Ensure your client receives a copy signed by both parties for their records.
Prepare your clients for move-in day
Share tips for a smooth transition, such as:
Transferring utilities.
Conducting a move-in inspection and documenting the property’s condition with photos or videos.
How Jointly can help agents simplify the lease agreement process
Real-time guidance through dynamic forms
Smart forms guide agents step by step, ensuring no section is overlooked.
Smart autofilled information
When lease applications are started and approved through Jointly, the information from your application will smoothly roll over to filling out the lease agreement, saving time and effort all while ensuring compliance.
Easy collaboration and document management
Jointly makes communication between agents and clients on both sides seamless and features a hassle-free space to easily work on documents and submit them when ready.
FAQs for agents filling out lease agreements
How can I help my client understand complex lease clauses?
Break down legal or technical terms into simpler language for your client. Offer examples or scenarios to illustrate how specific clauses may apply to your situation.
On Jointly, our webforms are easy to understand, with a step-by-step question-based format that makes filling out lease agreements simple and clear.
Can lease terms be negotiated?
Yes, encourage tenants to discuss terms like rent, pet policies, or maintenance responsibilities before signing. Facilitate discussions between tenants and landlords to negotiate agreeable terms, and make sure to document any changes in writing.
What happens if there’s an error on the lease agreement?
Assist in correcting the issue with the landlord and ensure all changes are documented and agreed upon.
On Jointly, making revisions and editing lease agreements is quick and easy; make edits and send updated versions in minutes.
Conclusion
As an agent, your expertise is invaluable in guiding clients through the lease agreement process. By ensuring accuracy, clarity, and completeness, you protect your clients’ interests while building trust with landlords.
Jointly’s tools streamline the lease agreement process, making it easier for agents to fill out lease agreements and assist their clients. From guided forms to seamless collaboration, Jointly is your partner in creating a hassle-free rental experience.
Ready to simplify lease agreements? Explore Jointly today and discover how it can transform your rental application and management process.
