Do tenants need to download anything?

No. They open the link in a browser on any phone, tablet or computer and sign there.

Can two tenants sign at the same time?

Yes. Send to both at once, or set an order if you would rather one signs first.

Can I reuse my agreement for the next property?

Yes. Save it as a template with roles for tenant and landlord, then change the details each time.

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Tenancy paperwork, from application to move-in day.

Renting a home out in New Zealand involves a run of documents in a short space of time. Applicants want an answer fast, and you want everything signed before keys change hands. Here is how property managers and private landlords line the paperwork up so nothing waits on a printer.

Stage one: the application

Turn your application form into a template. Use text fields for the applicant's current address, employer and references, a date field for when they want to move, and an upload field so they can attach photo identification or a recent payslip. Mark the fields you cannot do without as required.

Send it to each adult applicant at once, so a couple applying together fill in their own details in parallel instead of passing a form back and forth.

Stage two: the tenancy agreement

Once you have chosen a tenant, prepare the agreement and anything that travels with it, such as house rules, a pets clause, or a list of chattels. Put them in one envelope so the tenant opens one link and reads the pack in order.

Set the signers in order: tenants first, then the landlord or the property manager acting for them. If an owner wants to look over the terms before the tenant sees them, add the owner as an approver at the start.

Initials on each page of house rules.
A tick box for each chattel the tenant confirms is present.
A Yes or No choice where an optional clause applies, such as a pet.
Signature and date for every tenant named on the agreement.

Stage three: the property inspection

On move-in day, walk the property with the tenant and record the condition room by room in your usual report. Afterwards, send the report for signature so both of you have agreed the starting condition. If photos are part of the report, include them in the document before you send it.

Tenants usually read the inspection report on their phone, so keep it in one file with clear page headings. They can decline with a reason if they disagree with an entry, and you will see that note straight away.

Keeping each tenancy in one place

Give every envelope a title with the street address, so all the paperwork for one tenancy is easy to find later. Copy your office inbox in on each one. When the tenancy ends, the move-in report and its audit trail are ready to compare against the final inspection.

Common questions

Do tenants need to download anything?: No. They open the link in a browser on any phone, tablet or computer and sign there.
Can two tenants sign at the same time?: Yes. Send to both at once, or set an order if you would rather one signs first.
Can I reuse my agreement for the next property?: Yes. Save it as a template with roles for tenant and landlord, then change the details each time.