Forms and spreadsheets for independent landlords
Self-managing landlords need two systems: paperwork that holds up when a tenant disputes something, and books that make tax time a copy-paste. The paperwork side is the application, the lease, the move-in inspection, the notices and the deposit itemization. The books side is rent, expenses and Schedule E.
Below is both. The forms pack covers the tenancy from application to deposit refund; the spreadsheet tracks rent and expenses per property and totals them into Schedule E lines.
Templates
Word & PDFLandlord & Property Management Forms Pack
Fourteen documents that take an independent landlord from application to deposit refund with a paper trail at every step.
Excel & Google SheetsRental Property Income & Expense Tracker
Every door, every dollar, one file. Tax time on one page.
Paperwork checklist: landlords
| Document | Why you need it | Template |
|---|---|---|
| Rental application | Consistent screening for every adult applicant, with authorization and fair-housing text. | Landlord Forms Pack · $24 |
| Residential lease agreement | Rent, deposit, maintenance split, entry, pets, default and move-out terms. | Landlord Forms Pack · $24 |
| Move-in / move-out inspection | The evidence behind every security deposit deduction. | Landlord Forms Pack · $24 |
| Landlord notices | Late rent, pay or quit, violation, entry, rent increase and non-renewal. | Landlord Forms Pack · $24 |
| Security deposit itemization | Itemized deductions within your state's deadline. | Landlord Forms Pack · $24 |
| Rent and expense records + Schedule E | Who paid, what it cost, and the totals your tax return needs. | Rental Tracker · $22 |
Guides
- Rental application form: what to ask every applicant
What a rental application form should include: applicant, residence and income history, background questions, screening authorization and fair-housing wording.
- Move-in and move-out inspection checklist for landlords
How to do a move-in and move-out inspection that holds up: room-by-room checklist, condition codes, photos, normal wear vs damage and deposit deductions.
- Late rent notice and notice to pay rent or quit
When to send a late rent notice versus a notice to pay rent or quit, what each must include, delivery methods and sample wording for landlords.
- Rental property spreadsheet: income, expenses and Schedule E in one place
How to track rental income and expenses in a spreadsheet: tabs to set up, categories that match Schedule E, rent roll, NOI and cash-on-cash return.
Questions
Are free state lease forms good enough?
Some states and bar associations publish free leases, and they are a fine starting point. The pack adds what a free lease usually lacks: the application, inspection, six notices, deposit itemization and a pet addendum, all in one matching set.
Do I still need a spreadsheet if I use rental software?
Not if the software does what you need. Landlords with up to about ten units often prefer a spreadsheet because there is no bank link, no subscription and the Schedule E totals are visible.
Are the notices valid in every state?
Notice periods and wording are set by state and city law, so they are placeholders. Check your state's statute before serving any notice. Not legal advice.