Free Tenant Information Sheet
Comprehensive Emergency Contact & Rental Details Form
📋 Works in All 50 States • Instant PDF Generation • Mobile Optimized
📱 Essential Tenant Contact Information
Collect critical information from every tenant at move-in. This comprehensive form captures emergency contacts, vehicle details, occupant information, and employer data—essential for property emergencies, lease enforcement, and tenant communication.
Why landlords need this: When a pipe bursts at 2am, you need to reach your tenant immediately. This form ensures you have multiple contact methods and emergency backup contacts on file.
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Complete Tenant Screening – $39.95Complete Guide to Tenant Information Sheets
What is a Tenant Information Sheet?
A tenant information sheet is a comprehensive form that collects essential contact and personal details from every tenant at move-in. This critical document serves as your primary reference for tenant contact information, emergency situations, property management needs, and lease enforcement throughout the tenancy.
Unlike a rental application (used during the screening process), the tenant information sheet is completed after approval and serves as an ongoing reference document. It captures information that changes over time—like phone numbers, emergency contacts, and vehicles—and should be updated periodically throughout the lease term.
Why Landlords Need Tenant Information Sheets
1. Emergency Contact Information
The primary purpose: When a pipe bursts at 2am, the roof leaks during a storm, or a fire alarm goes off, you need to reach your tenant immediately. Having multiple contact methods ensures you can get in touch during emergencies, even if their primary phone is off or unavailable.
Real-world scenario: A water main breaks in your rental unit while the tenant is traveling. You try their cell phone—no answer. Having emergency contact information allows you to:
- Contact their parent/spouse who can reach them
- Get permission to enter the unit to prevent water damage
- Coordinate repairs without delays that could cost thousands in damage
2. Vehicle Registration for Parking Enforcement
If your property has assigned parking, knowing tenant vehicles is essential for:
- Parking enforcement: Identify unauthorized vehicles in tenant spaces
- Towing coordination: Contact tenants before towing for expired registration or violations
- Security: Know which vehicles belong on the property
- Lease compliance: Verify tenants aren’t exceeding vehicle limits in their lease
3. Occupant Verification
Knowing who actually lives in your rental property is crucial for:
- Lease enforcement: Unauthorized occupants violate most lease agreements
- Occupancy limits: Ensure compliance with local occupancy ordinances and lease terms
- Safety: Know how many people to account for in an emergency evacuation
- Liability: Unauthorized occupants can create insurance and liability issues
4. Employment Information
While not always required, employment information helps with:
- Alternative contact: Reach tenants during business hours if cell phone contact fails
- Payment issues: Verify employment status if rent payments become problematic
- Lease violations: Contact workplace if tenant can’t be reached about serious violations
5. Medical Information for Emergencies
Optional but potentially life-saving, medical information allows you to:
- Alert first responders: Inform paramedics about critical allergies or conditions
- Reasonable accommodations: Understand if tenant has disabilities requiring accommodation
- Emergency planning: Know if tenant needs assistance during evacuations
When to Collect Tenant Information Sheets
At Move-In (Required)
The tenant information sheet should be completed during the move-in process, typically at the lease signing or key handoff. This ensures you have current information from day one of the tenancy.
Best practice: Include the tenant information sheet as part of your move-in packet along with the lease, move-in inspection checklist, and keys/access log. Have tenants complete it before receiving keys to the property.
Annual Updates (Recommended)
Contact information changes frequently. Phone numbers change, vehicles are replaced, emergency contacts move away. Request updated information sheets:
- At lease renewal: Annual update when renewing the lease
- After major life changes: Marriage, divorce, job change, birth of child
- When contact fails: If you can’t reach tenant using current information
What Information to Collect
Essential Information (Always Required):
- Full legal name: Must match lease and government ID
- Property address: Specific unit if multi-unit property
- Primary phone number: Cell phone is preferred for immediate contact
- Email address: For non-urgent communications and documentation
- Emergency contact name, relationship, and phone: Critical for emergencies
Highly Recommended Information:
- Secondary emergency contact: Backup if primary contact unavailable
- Additional occupants: Names and ages of everyone living in unit
- Vehicle information: Make, model, color, license plate for all vehicles
- Pet details: Type, breed, weight if pets are allowed
Optional but Useful Information:
- Employer and work contact: Alternative contact method
- Date of birth: Helpful for identification, age verification
- Medical information: Allergies, conditions for emergency responders (confidential)
- Primary care physician: Who to contact in medical emergency
Legal Considerations & Privacy
Fair Housing Compliance
When collecting tenant information, be aware of fair housing laws:
- Don’t ask about: Race, religion, national origin, familial status beyond what’s disclosed
- Medical information must be optional: Tenants can decline to provide health details
- Disability accommodations: If tenant discloses disability, provide reasonable accommodations
- Treat all tenants equally: Require same information from all tenants
Data Privacy & Security
Tenant information sheets contain sensitive personal data. Landlords must:
- Store securely: Keep forms in locked filing cabinet or encrypted digital storage
- Limit access: Only property managers/landlords should access this information
- Don’t share: Never provide tenant information to third parties without consent
- Dispose properly: Shred or securely delete when no longer needed
- Data breach notification: Some states require notification if tenant data is compromised
State-Specific Privacy Laws
Several states have enhanced privacy protections:
California (CCPA/CPRA)
The California Consumer Privacy Act gives tenants rights over their personal information. Landlords must disclose what information is collected and allow tenants to request copies or deletion after the tenancy ends.
New York
New York landlords must maintain confidentiality of tenant personal information and cannot share data with third parties for marketing purposes.
Illinois (BIPA)
Biometric Information Privacy Act restricts collection of fingerprints, facial recognition, or other biometric data without explicit consent and disclosure.
How to Use Tenant Information Sheets Effectively
1. Digital + Physical Storage
Maintain both digital and physical copies:
- Digital copy: Scan and store in password-protected folder for quick access
- Physical copy: Keep original in tenant file in locked cabinet
- Backup: Store digital copies in secure cloud storage with encryption
- Mobile access: Have digital copies accessible on phone for emergencies
2. Quick Reference Sheet
Create a quick reference document with just the essentials:
- Tenant name, unit, primary phone
- Emergency contact name and phone
- Vehicle license plates
Keep this one-page summary easily accessible for quick lookups without accessing full confidential files.
3. Regular Verification
Verify information remains current:
- Annual check-ins: Ask tenants to confirm information is current
- After failed contact: Update immediately if phone numbers don’t work
- Lease renewal: Require updated form with lease renewal
- Notice of changes: Ask tenants to notify you when information changes
Common Mistakes to Avoid
❌ Not Collecting Information at All
The biggest mistake: Many landlords skip tenant information sheets entirely, relying only on the rental application. When an emergency occurs years into the tenancy, that phone number from the application is often disconnected.
❌ Storing Information Insecurely
Leaving tenant information sheets on your desk, in your car, or in unsecured files creates liability. One data breach could expose you to lawsuits and damages.
❌ Never Updating Information
Collecting information once and never updating it means half your contact information will be wrong after 2-3 years. Phone numbers change, people move, emergency contacts divorce or relocate.
❌ Sharing Information Inappropriately
Never share tenant personal information with vendors, other tenants, or third parties without explicit consent. This violates privacy laws and can create legal liability.
❌ Incomplete Forms
Accepting incomplete tenant information sheets defeats the purpose. Require at minimum: name, property address, phone, email, and one emergency contact. Don’t let tenants skip emergency contact information.
State-Specific Considerations
🗽 New York
- Occupancy disclosure: NYC requires disclosure of all occupants for occupancy certificate compliance
- Emergency contact requirements: Some NYC buildings require emergency contacts for all tenants
- Data privacy: NY landlords must maintain strict confidentiality of tenant information
☀️ California
- CCPA compliance: Inform tenants about data collection and their privacy rights
- Emergency contact best practice: Especially important in earthquake/fire prone areas
- Vehicle registration: Critical for parking enforcement in multi-unit properties
- Occupancy limits: Many CA cities have strict occupancy limits requiring accurate occupant counts
🌴 Florida
- Hurricane preparedness: Emergency contacts critical for hurricane evacuations
- Insurance requirements: Some FL properties require tenant contact info for insurance
- Vehicle information: Important for hurricane parking requirements and evacuations
🤠 Texas
- Emergency contacts: Recommended for tornado/severe weather situations
- Vehicle registration: Many TX properties have parking enforcement needs
- Employment info: Helpful in energy capital where job changes are common
Integration with Property Management
Property Management Software
Most property management software includes tenant information features:
- Digital forms: Tenants complete information sheets online
- Automatic updates: Tenants can update their own information via portal
- Mobile access: Access tenant contacts from anywhere via app
- Emergency alerts: Send emergency notifications to all tenants and contacts
Move-In Packet Integration
Include tenant information sheet in your standard move-in packet along with:
- Signed lease agreement
- Move-in condition report
- Keys and access log
- Property rules and regulations
- Utility transfer instructions
- Tenant information sheet ← You are here
Emergency Preparedness
Tenant information sheets are your first line of defense in property emergencies:
Natural Disasters
- Hurricanes/Floods: Contact all tenants before evacuation orders
- Earthquakes: Reach tenants after major quakes to verify safety
- Fires: Emergency contacts help locate tenants during evacuations
- Severe Weather: Warn tenants of tornado warnings, severe storms
Property Emergencies
- Water leaks: Contact tenant immediately to prevent damage
- Gas leaks: Emergency contacts if tenant can’t be reached
- Break-ins: Notify tenant and get permission for repairs
- Building issues: Alert all tenants to building-wide emergencies
Frequently Asked Questions
Can I require tenants to provide emergency contacts?
Yes, requiring emergency contact information is reasonable and standard practice. However, you cannot discriminate in how you apply this requirement—all tenants must provide the same information.
What if a tenant refuses to provide information?
Basic contact information (name, phone, email, emergency contact) can be required as part of the lease. However, optional information like medical details or employment cannot be mandatory. Include language in your lease requiring tenants to keep contact information current.
How long should I keep tenant information sheets?
Keep tenant information sheets for the duration of the tenancy plus 3-7 years after move-out (varies by state). This protects you in case of future disputes or litigation. After the retention period, securely destroy the documents.
Can I contact a tenant’s employer about rent issues?
Generally no. Contacting a tenant’s workplace about rent payments could violate privacy laws and potentially the Fair Debt Collection Practices Act. Only contact employers if you cannot reach the tenant via any other method and there is a genuine emergency affecting the property.
Should I share tenant information with maintenance workers?
Provide only the minimum necessary information. Maintenance workers need the tenant’s phone number to coordinate repairs, but don’t need access to emergency contacts, employment information, or medical details. Consider providing a work order with just the tenant name and phone number.
What if emergency contacts refuse to talk to me?
Emergency contacts are not obligated to act as go-betweens or help you enforce the lease. They’re only for genuine emergencies where you need to locate the tenant. If emergency contacts won’t help in a true emergency, document your attempts to contact both the tenant and emergency contacts.
Best Practices Checklist
✅ Landlord’s Tenant Information Checklist
- ☐ Collect tenant information sheet at move-in (before handing over keys)
- ☐ Verify all required fields are completed
- ☐ Test contact numbers to ensure they work
- ☐ Store original in locked filing cabinet
- ☐ Scan and save digital copy in encrypted folder
- ☐ Create quick reference sheet with essential contacts only
- ☐ Add information to property management software if applicable
- ☐ Request updated information at annual lease renewal
- ☐ Update information whenever tenant notifies you of changes
- ☐ Test emergency contact procedures annually
Related Landlord Forms
Complete your move-in documentation with these related forms:
- Move-In Condition Report – Document property condition at move-in
- Keys & Access Log – Track keys, remotes, and access codes provided
- Emergency Contact Form – Focused emergency contact information
- Property Rules & Regulations – Property policies and guidelines
- Utility Transfer Letter – Utility company contact information
- Pet Agreement Addendum – If tenant has approved pets
This form is for informational purposes. For legal advice specific to your situation, consult a licensed attorney in your state.
