introduction to use of forms
RHA has prepared forms for use by its members only. The
determination of whether a form is appropriate to a particular legal
situation is legal advice which can only be given by an attorney
familiar with the facts of any particular situation. However, once you
have selected a form, the following comments should assist you in using
it correctly. The forms are divided into categories for different phases
of a tenancy.
RHA forms are intended for RHA Member use
only. Any unauthorized use, publication or distribution is strictly
prohibited.
Tenant
Screening
Lease
Signing
Lease
Signing Addenda
Utilities
During Tenancy
End of Tenancy
For Tenants
Operating Your Rental
Tenant
Screening
Adverse
Action Notice
This notice must be sent to any applicant that you are denying
tenancy or requiring an increased rent, deposit, additional last
month’s rent or requiring a co-signer based on information
received from a consumer report (which may include credit report and any
source that relies on information from a tenant’s rental history
or credit report.
Application for
Tenancy
An application should be collected from all adult residents 18
and over that would like to apply for tenancy. This form provides the
information a landlord/owner needs in order to make an informed decision
on whether or not tenant qualifies for the premise. RHA’s
application also authorizes the landlord/owner to perform a credit
background check. Landlords/owners must have authorization before
running a credit report. You should check the ID of all applicants to
verify identity, and accurate date of birth.
Criteria for Tenant Selection
Guidelines
Effective June 7, 2012, applicants must be shown your criteria
for tenancy. Use this form as a guide to help create your own.
Fair Housing Poster
According to Seattle City Chapter 14.08 a landlord must display
or post the Fair Housing Poster when showing or leasing a unit.
Interpreting WA State
Driver's License Information
Being able to properly interpret the information on an
applicant’s ID is one way to help you verify that the personal
information provided on the application for tenancy does actually belong
to the person who submitted it. Use this form to help decipher whether
or not a WA State ID or Driver’s License number is accurate.
Tenant Screening Best
Practices
Follow these guidelines when screening an applicant to ensure
you are following the law. Be sure to treat every applicant the
same.
Lease Signing
Agreement to Enter Into Lease
& Receipt
This form is used to hold a rental unit for an applicant before
they qualify for the premise. This is also a great form to use to hold
the unit for a period of time between approval and completing all of the
remaining documents. It allows for the held money to be treated as
liquidated damages if the prospective tenant changes their mind prior to
moving in.
Lead Based Paint Disclosure Addendum
(Required for property built before 1978)
Congress passed the Residential Lead-Based Paint Hazard
Reduction Act of 1992, also known as Title X, to protect families from
exposure to lead from paint, dust, and soil. Section 1018 of this law
directed HUD and EPA to require the disclosure of known information on
lead-based paint and lead-based paint hazards before the rental of
housing built before 1978. Required for pre-1978 rentals.
Lead Based Paint Pamphlet (Required for
property built before 1978
According to the Residential Lead-Based Paint Hazard Reduction
Act of 1992, before ratification of a contract for lease landlords must:
Give an EPA-approved information pamphlet on identifying and controlling
lead-based paint hazards ("Protect Your Family From Lead In Your
Home”) for housing built before 1978. Required for pre-1978
rentals.
Mold Handout (Required)
According to RCW 59.18.060 (12), the Landlord must provide
tenants with information approved by the department of health about the
health hazards associated with exposure to indoor mold. Information may
be provided in written format individually to each tenant, or may be
posted in a visible, public location at the dwelling unit property. The
information must detail how tenants can control mold growth in their
dwelling units to minimize the health risks associated with indoor mold.
The information must be provided by the landlord to tenants at the time
the lease or rental agreement is signed.
Notary Signature Form (Lease greater than 1
year)
Use this form if a lease agreement is longer than a 12 month
period or for any other form you need a notary signature on.
Property
Condidion Checklist (Required)
This checklist is used prior to move-in as a means of detailing
the condition of the property. According RCW 59.18.260, no deposit may
be collected by a landlord unless a written checklist or statement
specifically describing the condition and cleanliness of or existing
damages to the premises and furnishings, including, but not limited to
walls, floors, countertops, carpets, drapes, furniture and appliances.
The checklist shall be signed and dated by the landlord and the tenant
and the tenant shall be provided with a copy of the signed
checklist.
Seattle Landlord Tenant Laws
Information for Tenants
City of Seattle only. According to SMC 7.24.070 a copy of a
summary of the Residential Landlord-Tenant Act prepared by the Office of
the Attorney General of the State of Washington shall be attached to
each written rental agreement and be provided to any tenant or
prospective tenant by the landlord when a rental agreement is offered or
modified, whether or not such agreement is for a new or renewal rental
agreement.
Washington State Lease / Rental
Agreement and Security Deposit Receipt (Multi-Family)
This form has been developed for Apartment use only. A
different form should be used for single family homes. Because this is a
“generic” form, property managers are encouraged to create
their own supplementary rules and regulations for each property.
Washington State Lease / Rental
Agreement and Security Deposit Receipt (Single Family)
This form has been developed for properties which satisfy the
definition of single family homes contained in RCW 59.18.030(7). A
different form should be used for property not legally defined as a
single family home (note: duplexes can be either single family or
apartments, depending on how the building is configured). Because this
is a “generic” form, property managers are encouraged to
create their own supplementary rules and regulations for each
property.
Lease Signing Addenda
Bed Bug Addendum
Landlords looking for additional protection in case of bed bug
infestation are advised to use the Bed Bug Addendum. In addition to
clearly spelling out the tenant’s obligations should a bed bug
infestation be suspected, this addendum also serves as certifying the
unit with a clean bill of health prior to tenant move-in. A landlord is
only as protected as the paperwork they’re supplied with and this
form can go a long way towards ensuring you aren’t stuck with a
huge pest control bill due to a problem created after move-in.
Community & Home Owner Association
Addendum
Landlords renting out their condominium or units in a Home
Owners Association should implement use of this form in order to bind
the tenant to the rules of the community in addition to those specified
in the lease agreement.
Crime Free
Lease Addendum
This form is used to inform tenants that criminal activity on
the premises will not be allowed and will be cause for eviction.
Fire Safety and
Protection Devices Notice (Required/Multi-Family)
Already included in RHA Lease/Rental Agreement. This
form discloses to the tenant information regarding fire safety
protections featured at the property. Owners and managers of
multi-family properties are required by State law to make certain
disclosures regarding fire safety at the time a lease is signed. If you
use RHA’s multi-family lease this addendum has already been
incorporated in to the lease and you are covered. However, if you use a
non-RHA lease you will want to provide this form at the time of lease
signing.
Detection Devices Addendum (Required/Single
Family)
Already included in RHA Lease/Rental Agreement. This
form is used primarily for the purpose of emphasizing the tenant’s
obligations toward maintaining the smoke detection device per State law.
This provision is already written in to the lease and is to be initialed
by the tenant, however, owners may choose to use the additional addendum
to ensure the tenant is aware of their obligations or in cases where
RHA’s lease is not being used.
Guarantor Addendum
In cases where an applicant’s credit, rental or
employment history is not sufficient to pass the screening process, the
co-signer addendum can be used as a safety net for the landlord should
they choose to rent to the applicant. The addendum essentially provides
a financial guarantor for the lease should the tenant default on the
payment of rent. Always be sure to screen the co-signer to ensure they
will be able to cover any amounts owed.
Military
Clause Addendum
The Military Clause addendum should only be used in cases where
a tenant is a member of the US military. This form is not mandatory, but
can be useful in serving as a reminder to both parties as to what the
requirement/expectations are of the tenant in cases where they wish to
terminate tenancy due to re-assignment or deployment.
Pet Addendum
This form contains sample rules to use for pets. You may have
different rules you wish to add. It is especially important to identify
all pets by breed, name and weight. RHA’s leases do not allow
pets, so use this addendum if you are allowing pets at your rental.
Note: service animals are not pets as defined in law, however, using
this form without deposits or fees can be a good reminder to the tenant
of the rules regarding noise and waste removal.
Satellite Dish
Addendum
Since you must permit the installation of satellite dishes on
your properties the Satellite Addendum is an absolute must have form.
The addendum allows you to specify where and how the dish may be
installed ensuring damages from installation are minimized or eliminated
(the RHA leases prohibit the installation of satellite dishes without
this form).
Smoke Free
Addendum
For those wishing to establish a good no smoking policy at
their property the use of RHA’s Smoke Free addendum will do just
that. Use of this form allows the landlord to ban smoking in units and
common areas at a minimum, and also allows the option to ban smoking on
the property’s grounds as a whole. Steps to remedy non-compliance
by a tenant are also detailed on this form.
Water Heater Thermostat
Setting Addendum
As mandated by State law, water heater settings are not to
exceed 120 degrees Fahrenheit at the time of move-in by the tenant. The
Water Heater addendum relieves the landlord from liability should the
tenant choose to alter the temperature settings after move-in. In cases
where it is not possible for the tenant to view the settings of the
Water Heater use of this addendum should be avoided.
Utilities
Residential Electric Service
Application (Seattle)
For use in the City of Seattle on electric-only accounts
serviced by Seattle City Light, this form allows landlords to send a
written request that they be copied on any late bill owed by a tenant to
Seattle City Light (RCW 35.21.217 (2)). Should you request to be copied
on a late utility bill, and the utility company fails to notify you of a
late bill owed by the tenant, the utility company can no longer put a
lien against your property for the bill owed.
Residnet Utility Billing Notice
(Seattle)
Use of this form is mandatory in the city of Seattle when an
owner wishes to pro-rate tenant utility bills. The form allows the owner
to specify the methodology used for prorating bills and other general
information. Included with the notice is a copy of SMC 7.25, the
municipal code which requires the rental housing owner to provide this
notice, as well as specifies the allowable manner in which bills may be
pro-rated.
Utility Billing Copy Request (non-Seattle)
This form allows landlords to send a written request that they
be copied on any late bill owed by a tenant to a municipally operated
utility company (RCW 35.21.217 (2)). Should you request to be copied on
a late utility bill, and the utility company fails to notify you of a
late bill owed by the tenant, the utility company can no longer put a
lien against your property for the bill owed.
Utility Billing Invoice
To be used in instances where the tenant pays utility bill
charges directly to the owner/agent. This form serves as a billing
invoice to the tenant listing all utility charges owed, along with other
service fees, and includes a due date for payment to be received by
owner/agent. The bottom half of the form includes a detachable payment
remittance for mailing to the owner/agent.
Utility Billing Invoice
(Seattle/Multi-Family)
To be used in instances where the tenant pays utility bill
charges directly to the owner/agent for a property in the City of
Seattle. This form serves as a billing invoice to the tenant listing all
utility charges owed, along with other service fees, and includes a due
date for payment to be received by owner/agent. Seattle law (SMC 7.25)
prescribes limits on certain service charges, late fee amounts, and
interest on past due bills. This invoice lists those limits for your
reference. The bottom half of the form includes a detachable payment
remittance for mailing to the owner/agent.
During Tenancy
3 Day Notice to Pay Rent or Vacate
This notice is to be used in cases when a tenant defaults in
the payment of rent. Remember not to include on the form any monies due
which are outside the definition of rent (damage charges, unpaid
security deposits, late fees, etc.).
3 Day Notice to Terminate Tenancy
This form is used when the tenant is illegally using the
property (example: drug sales) or is causing very serious damage to the
building, or is otherwise violating the law. Usually, this form is used
only in the most serious cases of tenant misconduct. Judges tend to
closely scrutinize these notices because, unlike the other forms, the
tenant does NOT have an opportunity to cure the violation.
10 Day Notice to Comply with Agreement or
Vacate
This form is used when the tenant breaches the lease in ways
other than failing to pay rent. Examples include unauthorized residents,
unauthorized pets, loud music/parties in violation of quiet hours,
failure to pay security deposits, late fees, etc.
Enter Premises
Notice
Use this form for giving proper notice to a tenant before entering a
tenant’s unit to perform maintenance, inspect the unit, show the
property, etc. Owners and managers are encouraged to review RCW
59.18.150 and SMC 22.202.010 (for properties in the city of Seattle)
before entering a tenant’s home.
How a Notice Becomes an
Eviction
This sheet is a simplified diagram of a typical unlawful
detainer (eviction) case. In order to ensure that notices to tenants are
properly served, pay close attention to the instructions contained on
the second page of this form. This form is attached to all 3-Day and
10-Day notices.
Lease Extension
Addendum
A lease extension means the landlord and tenant agree to extend
the terms of the original lease for up to one additional year. If any
other changes are made to the original lease, they must be specified on
this form.
Rent Increase
Notice
If you are increasing the rent of a month-to-month tenant, this
notice must be received by the tenant at least 30 days prior to the
first date of the rental period the increase is to take effect for.
Note, that for properties in the city of Seattle, increases which exceed
10% cumulatively within a 12 month period of the first increase require
60 days’ notice.
Resident Information
Update
Use this form when you want to retrieve current contact
information from your residents. It provides a place for information on
updated employment, vehicle and phone numbers.
Roommate Addendum
Instances where there is a change of roommates, or an
additional roommate is added, require the use of the Roommate Addendum
(use the Release of Interest form when one roommate is voluntarily
leaving and reassigning any prepaid money to the remaining roommate(s)).
The signing of this addendum does not change the terms of the original
lease unless otherwise specified. All parties to the lease are required
to sign this addendum.
Time Estimate for Repair Notice
A good way to keep your tenant in the loop when making repairs,
the Time Estimate for Repair should be considered a courtesy form. Keep
your tenant happy by letting them know an approximate date a repair will
be completed on and you can avoid having a tenant who retaliates in some
manner against you resulting from a perceived slight of lack of caring
by the landlord.
Transfer in Ownership / Management
Notice
This form should be utilized when the owner or management of a
property changes. The law requires that a tenant be provided with a
contact for the owner or manager of the property.
End of Tenancy
20 Day Notice to
Terminate Tenancy
This form may be issued for a month-to-month tenant at least
twenty days prior to the end of any given monthly rental term or for
term leases which are reverting to month-to-month tenancies. This form
should not be used for properties within the city of Seattle (see
Seattle-specific 20 Days Notice to Terminate Tenancy).
20 Day Notice to
Terminate Tenancy (Seattle)
For properties located within the Seattle city limits, this
form may be issued for a month-to-month tenant at least twenty days
prior to the end of any given monthly rental term or for term leases
which are reverting to month-to-month tenancies. Under Seattle’s
Just Cause Eviction Ordinance, notices to terminate tenancy must specify
one of the reasons set forth in SMC 22.206.160(c), which is reproduced
elsewhere in this book. The six most common “just cause”
reasons are pre-printed on the form. Line 7 provides space for you to
fill in one of the other reasons if applicable to your termination of
tenancy.
Abandonment
Notice
If the tenant has defaulted in payment of rent and it
reasonably appears to you that the tenant has abandoned the premises
(i.e. does not intend to return), this form is mailed by first class
mail to the tenant’s last known address. To protect yourself, you
may wish to obtain proof of mailing of this important document, as well
as post the notice on the door.
Early Termination
Agreement
This form is used when both parties agree to end a lease prior
to the expiration of the terms of the signed rental agreement.
Federal
Fair Debt Collection Practices Act Notice
This form is used when a property management company issues a
three day notice to pay rent or vacate or a ten day notice collecting
fees or fines, or whenever the property management company is going
above and beyond collecting monies from a tenant. You will find this
form already attached to RHA’s 3 day/10 day notices for your
convenience.
Deposit Refund Statement
According to RCW 59.18.270, if you have accepted a refundable
security deposit you are required to mail (first class U.S. mail) a
statement of the deposit together with any refund due to the
tenant’s last known address within 14 days of the tenant vacating
the unit. If the tenant did not leave a forwarding address, the
statement is mailed to the most recent address you have for them. To
protect yourself, you may wish to obtain proof of mailing of this
important document. Many people use estimates if they are unsure of the
amount of any repair, however there is no legal approval of this process
and you should try to get the matter resolved as soon as possible and
send a final revised statement of deposit.
Move-Out
Reminder
Use this form to inform your tenant how you would like the
premises cleaned before they move out.
Storage of Resident's
Personal Property Notice
Use this form when the tenant has left behind personal items
that need to be stored.
For Tenants
Disability
Verification
This form is used in cases where the property owner wishes to
receive doctor verification of a tenant’s disability. The
accommodation required for the disability may be specified, but asking
for disclosure of the specific nature of disability is not legal. This
form is most commonly used for the acceptance of a service or
accommodation animal.
Intent to Vacate
Notice
Submitted by the tenant to the landlord, use of this form
allows the tenant to terminate tenancy at the end of the lease term or
rental period when renting month-to-month. RHA recommends all owners
give this form to their tenants upon move-in so that they can receive a
good written notice for their own records.
Maintenance Request Notice
This form offers your tenant a clear and concise format for
submitting all maintenance requests to the owner/agent. Consider
providing several copies of this form to your tenant at the time of
lease/rental agreement signing to ensure that they are aware of an easy
way to contact the owner/agent when an issue arises at the
property.
Neighborhood Information
This optional information-only form introduces your new tenant
to the proper contacts for important services in the area of the
property, including police, fire, emergency services, and schools
information. Consider using this form as a friendly way to assist your
tenant in familiarizing themselves with their new community.
Permission to Enter
It can often be difficult to find a time for inspecting,
repairing or showing a unit that is amenable to your tenant. While not
required, in certain cases offering the tenant the ability to set a
date/time that they are agreeable to can ease the process of
accomplishing whatever reason it is that you need to enter the unit.
Landlords might consider providing a copy of this form to the tenant
upon move-in.
Resident Complaint Notice
Arguments or problems arising between tenants are a
common problem. When such issues arise it’s helpful to have a
paper record of such occurrences should future action need to be taken
by the landlord to solve the problem. This form allows the tenant to
submit to you in writing details of the incident.
Operating Your Rental
Mold Pamphlet (EPA - English
& Spanish versions)
These information-only pamphlets are an optional add-on to the
State required Mold Handout. This guide provides information for
homeowners and renters on how to clean up residential mold problems and
how to prevent mold growth.
Prevent Carbon Monoxide Poisoning
An informational handout provided by the State Department of
Health, this optional handout provides your tenants with information
regarding carbon monoxide, it's causes, symptoms of CO2 poisoning, and
how to safeguard against CO2 intrusion in to the home.
Record Retention
Use this document to help you track how long you should keep
all of your records and documentation.
Disclaimer: The material on the Rental Housing Association's website
does not constitute legal advice, but rather information for your
general guidance and help. Laws and regulations change and may change
faster than our web pages are updated. There may be other facts which
would result in a different interpretation and different results. If you
need legal advice, consult your attorney.
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Introduction to Use of Forms
