GM of San Diego

Content Writer, Stacker

Find out what documentation you need as a landlord to ensure you’re on top of cash flow, ready for tax time, and protected if a lease agreement is breached.

Having These 9 Home-Rental Documents at Hand Will Make You A Much Better Landlord

Staying on top of your rental cash flow, your accounting, your income tax and your legal obligations, all comes down to one thing: paperwork. While there are more interesting ways to spend your time, getting your documentation in order will go a long way in making your life easier. Good recordkeeping can also safeguard your rights if a lease is violated or eviction becomes necessary. 

To get prepared and get on with your day, Belong has put together a list of 9 important documents you’ll need to keep on hand — as well as what you need to dispose of to avoid violating privacy laws. 

The first document you’ll need is an application form to vet people that want to rent your home. If you use management services this will be taken care of, but if you’re going it alone it’s a good idea to hire an attorney. This will ensure your documents collect required information without infringing on any laws around discrimination, security deposits or rental fees. 

You can also access free rental application forms by state on eforms. 

The right documentation is essential when screening tenants legally, as defined by the Department of Housing and Urban Development. 

Tenant screening involves holding very sensitive information about a person, which could place them at risk of identity theft in the wrong hands. For this reason, most people prefer to use tenant screening services or a property management company to handle this documentation. 

If you’re taking a DIY approach, you need a screening checklist. Every question on your list must apply to every applicant. From social security numbers and credit score requirements to references. This standard will help to avoid illegal bias and discrimination.

Rental history and any evictions or loss of security deposits

References from previous landlords or property managers

Landlords are subject to The Fair Credit Reporting Act (FCRA) which gives applicants the right to access a copy of any screening reports and dispute inaccurate information. You must provide this documentation if requested. When you are no longer using the information, you can’t simply throw it in the trash. All personal documentation must be disposed of in accordance with FTC rules. 

Another important document you’ll need to have on hand if self-screening is known as an ‘adverse action letter’. If you need to deny an application based on poor credit scores or a consumer report, they need to be notified via an adverse action letter. This letter must include:

The name, address and phone number of the consumer reporting agency that supplied the credit report

Notice of the consumer's right to a free copy of their report from the reporting agency if they ask for it within 60 days

Notice of the right to dispute the accuracy or completeness of any information provided by the credit reporting agency

The consumer’s credit score, if a score was used

This notice is required by the FCRA and will provide information about why they were denied so they can dispute the information or take action to correct it if need be. You can learn more about this requirement on the FTC website. 

A lease agreement is a document that companies like Belong and property managers have on hand that abide by all federal and state landlord-tenant laws when it comes to signing on a resident to live in your home.

A typical lease agreement will last for 12 months, so you should keep this document for the duration of the tenancy and have any renewal papers prepared for people who wish to continue living in the home. 

Most states have rules around rental increases, security deposits, occupancy limits, property maintenance, late fees and more. Some states have specific clauses around bed bugs and lead paint, which may also need to be in the agreement. 

Like a rental application form, it’s a good idea to seek professional advice if you’re creating a lease for the first time. If you have a pet policy in place, you’ll also need a record of this agreement. 

One of the most important records to keep is how much rent has been paid and when. 

As soon as your home becomes a long-term rental, set up a separate bank account to receive rent payments. Next, decide how you’re going to track income and expenses. To do this, create a spreadsheet or use accounting or property management software to create a rental ledger. 

You’ll need records of how much rent has been paid and when for:

Tax submissions and calculating your tax rates for rental income

Providing receipts if tenants want them 

If you’re ever forced to evict a tenant on the grounds of non-payment, you will be required to prove the loss of income, so dates are important. Keep track of when rent is received, including partial payments, late payment and/or any fines collected (if any). 

Keeping financial statements of all outgoing expenses is essential for all rental homeowners, regardless of how the home is managed. You’ll need to keep your own accounting records, because you’ll have expenses that don’t flow through a management company, such as mortgage payments. 

Expense documentation you should keep and record includes:

Interest paid to a lender toward a mortgage on your rental property

Any federal and state taxes paid on the rental property such as property tax

The cost of insurance policies, such as property insurance and liability insurance

The cost of essential repairs and maintenance to the home

The purchase price of your home, to calculate depreciation at tax time

The cost of any home improvements and/or appliances, to calculate depreciation at tax time

Professional services for managing the home, such as Belong or a property management company

Travel and mileage expenses relating to renting out the home, such as property inspections, showing potential residents or maintenance requirements

Any home office expenses relevant to managing the rental property

Any casualty losses incurred, such as damage or theft not covered by insurance

From lease agreements to screening, taxes and privacy laws, good recordkeeping can make you a better landlord and safeguard your rights if something goes wrong.

Record Keeping For Landlords: 9 Documents You Need For a Rental Home

Documentation and Guaranteed Rent at Your Fingertips

Avoid sticky situations and mortgage fraud with 5 essential steps to renting out a mortgaged home.

Can I Rent out a Home with a Mortgage? 5 Important Steps

There are some very lucky homeowners who locked in interest rates back at record-lows. If that's you, you'll think twice before giving that up! This common scenario is creating a new wave of ‘accidental landlords’, who have decided to rent out their home while living somewhere else. 

But can you rent out a home with a mortgage? This question could be more important than you realize. Most lenders have rules and criteria around renting a home they have financed. So before you hand over any keys, this guide will look at five steps you need to take to legally rent out a home with a mortgage.

When you applied for a mortgage, you would have to account for the intended use of the home. It’s likely you told your bank you intended to live there and the interest rate/lending criteria was set on this basis.

It may seem innocent enough to change your mind, but stating on an application that you intend to live in a home that you are buying as an investment property is considered mortgage loan fraud. This is why the first step in your research process is to read over the fine print of your mortgage and check the restrictions on the type of loan you have. 

Most lenders will allow you to rent out a home once you have lived there for 12 months or more — but it’s important to check your own contracts and conditions before proceeding. While you’re checking the fine print, make sure your HOA doesn’t restrict rentals. 

Step 2: Notify your bank or lending institution

This leads us to step 2: Be forthcoming with your lender about your intentions to rent out the home. This will immediately clear up any possible misunderstandings about your mortgage agreement. The lender may need to discuss or alter the terms of your agreement to allow you to rent out the home. 

This also gives you the opportunity to discuss your circumstances. For example, some loan programs such as a USDA, VA, or FHA loan restrict renting out a home within the first year, but may be able to waive this if you need to move for work. 

Step 3: Conduct an accurate rental cash flow analysis

Once you know that you can legally rent out your home, it’s time to do the math.

Your rental cash flow won’t be your rental income minus the mortgage repayments. There’s a lot of expenses, management and maintenance costs you’ll need to take into account. You may be able to claim your mortgage interest on tax, but you’ll also have to pay income tax on any earnings. You’ll also need to account for vacancies, capital gains tax, and depreciation. 

It’s always wise to discuss your financial situation with an accountant to understand your gross operating expenses and the tax implications of renting out your home. 

Read More: How To Do An Accurate Rental Property Cash Flow Analysis

If you have homeowners insurance, it’s time to make a switch. Homeowners insurance only covers owner-occupiers, so you will need dedicated landlords insurance for a long-term rental. Expect to pay an average of 15-20% more for a landlord insurance policy than you would for standard homeowners insurance. While more expensive, the right policy can protect your asset, provide liability coverage and even cover loss of rental income. 

If your home is looked after by BelongPRO, we offer dedicated insurance for rental homes right in the Belong app. You can even choose to deduct monthly repayments from your rental income to simplify your cash flow. 

Read More: What Type of Insurance Should I Get For My Rental Property?

The final step in turning your mortgaged home into a long-term rental is to decide how you want to manage the home. Belong regularly encounters homeowners who feel like they “got it wrong” the first time, or took on more than they bargained for. 

As a company who works with homeowners who are looking for a better alternative to self-managing a rental or are ditching property management, we hear a lot of gripes! Things like “I didn’t realize I would be taking on another part-time job”, or “It became really hard to chase rent when my tenant stopped paying”.

One of Belong’s specialties is working with homeowners that find themselves on the rental market unexpectedly or are taking the challenge of rental home management on for the first time. We offer financial security and peace of mind for homeowners with guaranteed rent, 24/7 support (to you and your residents) and a range of innovative services not available with traditional property management. 

Read More: What Should I Know Before Renting Out My House For The First Time?

Turn your home into a rental, without the worry

Belong looks after rental homes, but we’re no old-school property management company.  Think of us more as a technology company with a human heart. Where long-term renting meets hospitality.

Learn more about BelongPRO and see why thousands of US homeowners are ditching outdated Property Management in San Francisco, San Diego, Los Angeles, Austin, Tampa, Jacksonville, Salt Lake City, Seattle, Spokane, Concord, Berkeley, Orlando and many more.

Can you rent out a home with a mortgage? Not without a plan. Avoid sticky situations and mortgage fraud with 5 essential steps to renting out a mortgaged home.

Financial Security Made Simple for Rental Homeowners

Is it worth investing in environmentally-friendly upgrades in a rental home? Discover cost-effective ways to improve energy efficiency and attract more renters

7 Cost-Effective Ways To Make Your Rental Home Sustainable in 2024

Imagine you can choose between two similar houses. One has energy efficient upgrades, the other untouched — which would you choose? It’s safe to assume that renters are making the same decisions when looking for a place to call home. 

You don’t need to be an eco-warrior to know that running an energy efficient home makes sense. The energy use in our home has a big impact on our utility bills, but it’s also the top contributor for our individual carbon footprint. Home energy accounts for almost a third (32%) of the average American’s carbon footprint. 

For the millions of Americans who rent, reducing this carbon footprint is easier said than done. Most sustainability measures target homeowners, leaving renters to put up with emission-heavy homes. In 2024, it’s important for homeowners to invest in sustainability measures for their houses. This will help your investment to stand out and attract conscientious residents. 

Is it worth investing in sustainable options for a rental home?

Rental property owners want to know there will be a return on any investment made in the home. It’s important not to overspend and eat into your cash flow when modernizing a home. So what is the value in going green? Are environmentally-friendly rentals worth the time and cost?

Here are a few benefits homeowners might expect from investing in sustainability for their rental home:

Energy-efficient rentals cost less to run which makes them more attractive to applicants — reducing vacancies and attracting more rent than a non-efficient home

Research suggests that 61% of renters would pay more each month in rent for an eco-friendly apartment, which likely applies to single-family homes which cost more to run

Well-insulated homes have less issues with damaging mold growth

Sustainable housing aligns with the values of modern Millennial and Gen Z renters 

Sustainable rentals will have the upper-hand on competing homes, potentially increasing the rent value and decreasing vacancy rates

Lower overheads for any homeowners who include utilities in the rent

Sustainability measures in residential houses reduce carbon emissions (for the home we’re all responsible for, our planet!)

7 cost-effective ways to make your rental home environmentally-friendly

Before you jump in, do your homework. Decide what your sustainability goals are and set a budget. This will help you determine the most cost efficient way to modify your rental home. 

To get you started, here are seven ways to reduce the carbon footprint of your rental home without forking out on big ticket items such as solar panels and heat pumps. 

1. Improve the insulation of your rental home

Energy Star recommends sealing and insulation as the most cost-effective way to improve energy efficiency in a home. The US Environmental Protection Agency (EPA) estimates an average saving of 15% on heating and cooling costs (or an average of 11% on total energy costs) by air sealing homes and adding insulation.

Sealing and insulation measures could include:

Adding insulation to the ceiling/attic/walls of your rental home

Installing weather stripping on doors and caulking around windows

Apply window film to reduce cold air and condensation build up (also reduces mold!)

2. Upgrade to energy efficient lighting and appliances in a rental home

Old lighting and appliances can chew up a lot of energy. Switching to energy efficient LED bulbs will improve the energy use and lifespan of the bulbs in your home. 

When it comes time to refurbish or replace appliances in the home such as ovens, fridges and stove tops, even water heaters — look for energy ratings and appliances that will last a long time to serve residents for years to come. Check Energy Star for the government-backed standard for rating of new appliances. 

3. Install smart home devices that can monitor and improve energy use in your rental property

Smart home tech is not just for homeowners anymore, with plenty of affordable options on the market that can benefit renters and deliver energy savings. A rent.com survey showed that if renters could choose one smart home device, a smart thermostat would be it. Smart thermostats have the potential to save energy and utility costs for residents and are fairly inexpensive as far as devices go. 

Some new thermostats such as the Google Nest also offer HVAC monitoring, alerting homeowners when filters need changing or there’s a repair issue to address. This could go a long way in reducing maintenance costs in the long run, by allowing you to repair simple problems before they become costly headaches. 

4. Promote water conservation with your residents

Water conservation is crucial in regions prone to drought. You can help residents reduce water wastage in your rental home by ensuring fixtures are low-flow and leaks are addressed promptly. 

Installing aerators on faucets and modern low-flow showerheads to reduce water flow without compromising water pressure

Upgrading old toilets with dual-flush models that can use less water

Regularly inspect the plumbing fixtures and pipes for leaks that can waste water without your residents realizing

Opt for drought-tolerant plants in any garden areas and consider smart sprinkler systems that can control water use and switch off during wet seasons

5. Educate residents about your local waste management services

Part of the property taxes you pay will typically go toward waste management services, collecting garbage and recycling. For the bins in your rental home, it’s a good idea to clearly label bins so they are used appropriately to separate landfill and recycling. 

Some cities will also have organic collections, such as special bins for garden trimmings, food scraps (like vegetable peelings) and food-soiled paper products. Some states and counties like California and Sacramento have laws in place that govern organic waste collection and recycling in multifamily buildings. 

Not all localities will offer organic collections, however your single-family home may have space for a compost bin which will allow residents to compost their own food scraps and organic waste. 

If your property has a bulk waste collection date, you can also communicate this to residents to allow them to safely dispose of their unwanted furniture or appliances. 

6. Provide sustainability tips in your welcome pack

When providing a welcome pack to new residents, include some tips on how to run your rental home in an environmentally friendly way. This could include information like:

Rent checks are risky, but online rent collection has its own challenges. Discover the most secure way to collect rent from tenants and protect your finances.

Collecting Rent Safely: The Dos and Don'ts of Online Rent Payments

There are countless ways you can accept rental payments these days — but not without risk. So what is the best form of payment for rent? 

The safest way to collect rent is using a secure online payment system. Accepting rental payments by check or cash is the highest risk. It’s hard to track and less secure than systems that use encryption and comply with data protection laws. 

Of course, not all online payment systems are equal either. In this guide, we’ll cover the dos and don’t of online rent collection to protect you and your residents. 

What is the most secure way to collect rent online from tenants?

Without question, the most secure way to collect rent online is to use a payment solution that has been purpose-built for rent collection. These platforms track payments specific to your rental home, keeping a succinct ledger of funds paid without risk of payments going astray. 

This isn’t the case for popular peer-to-peer online payment apps like PayPal, Venmo, Zelle, and Cash App. While simple and user-friendly, they aren’t designed for landlords or rent collection. This leaves homeowners open to disputes and rent payment fraud. 

If you use the Belong app to collect rent, you’ll get a secure payment system made for homeowners. But you won't need to use it to chase unpaid rent, because the Belong team handles it all for you and even provides guaranteed rent. That means rental income is paid on time, every time, regardless of when your residents pay. If they miss a payment, Belong will keep your cash flow running smoothly while we do the legwork of getting residents back on track. 

Discover Belong PRO: The best alternative to property management in California, Florida, Texas, Utah, Georgia, North Carolina, South Carolina and Washington State - with more to come. 

Is it safe to use PayPal, Venmo or Zelle to accept rent payments?

Yes and no. On the one hand, these apps do make secure payments easy and avoid the need for you to give out your bank account information. But these apps support personal transactions such as ebay sales or splitting a restaurant bill with your buddies. As a rental payment solution, homeowners should take caution. 

For starters, rent payments are too high to qualify for free transactions. You’ll need a business account as these are not personal payments. Look out for fees and charges you may not have budgeted for in your cash flow analysis.  

Then there is the issue of payment disputes. Your tenants will be able to request a refund at any time, causing the payment to get stuck in limbo while PayPal or Venmo decides who it belongs to. They often side with the ‘buyer’, offering landlords little protection against forced refunds. 

The lack of tracking and transparency can also be a problem for tenancy agreements. With no credit bureau reporting, there is no incentive for residents to pay on time. And if you need to undergo eviction proceedings, receiving partial payment in one of these apps could work against you. In many states, proceedings stop when a payment is accepted, even if it’s less than the amount owed. 

In summary, risks when using a P2P payment platform for rent collection include:

Unexpected fees and requirements to maintain a business account

The risk of disputed funds and chargebacks

The need for manual record keeping and documentation

Less flexibility for tenant payment terms

No way to charge late fees or report payments to credit bureau 

Forces the homeowner to chase up late payments

Could slow down or block eviction proceedings, even when rent is owed

How safe is the Belong app for collecting rent?

Very! Belong takes safety and security seriously. All banking information connected to the Belong app is secured and fully encrypted by our payment partner, Plaid. Plaid is certified in internationally-recognized security standards, like ISO 27001, ISO 27701, and is SSAE18 SOC 2 compliant.

Our goal is to provide financial security to homeowners. This is why we guarantee rent and offer flexible payment options for the essentials such as landlords insurance and even repairs. By splitting the cost of expenses over your lease, you can stay cash flow positive on your own terms. 

Belong also gives residents the flexibility to choose payment terms that suit their needs. We even reward them for every on-time payment and offer credit bureau reporting to keep them on track. 

See why thousands of US homeowners are ditching outdated Property Management in San Francisco, San Diego, Austin, Los Angeles, Tampa, Jacksonville, Concord, Berkeley, Orlando, Houston and more.

Collecting rent safely: The dos and don'ts

Regardless of how you choose to collect rent payments from residents, here is a quick look at the ‘dos and don’ts’ to protect yourself as a homeowner. 

Prioritize the privacy and security of your residents



Familiarize yourself with local regulations around data collection



Use a secure payment gateway that uses encryption to process payments



If you need to accept a check, consider using electronic check processing for more reliable payment



Offer the option for tenants to set up automatic payments



Be flexible about the frequency of payments to reduce to risk of nonpayment



Be very clear with incoming tenants and communicate your payment processes 
clearly in the lease agreement, including due dates, amounts and instructions 



Keep records of payments including transaction amounts, dates and confirmation receipts — either through a payment app or manually 

What NOT to do when collecting rent online

Don’t accept cash payments as they are insecure and hard to track



Avoid relying on paper checks as they can bounce or be delayed



Avoid sharing your personal information financial information like bank account details



Don’t ignore tenant concerns about payment methods or frequency



Don’t assume your tenants know how to use your preferred payment method, provide step-by-step instructions if necessary 



Don’t assume that all P2P payment vendors are free or that they will side with you if a tenant reverses payment



Don’t forget about tax time — document all payments, income and expenses 

Belong partners with homeowners to offer financial security with guaranteed rent, hassle-free management services, and residents that love your home like its own. For rental ownership without the hard work, BelongPRO is a full service, end-to-end home management solution for rental properties. Learn more about BelongPRO here.

Disclaimer: We prefer to refer to members in our network as homeowners and residents, not landlords and tenants, since we’re on a mission to upend and redefine the traditional landlord-tenant relationship. That said, there’s a big difference between residential ‘homeowners’ and ‘landlords’ when it comes to legal and finance matters, so in some instances we have had to stick to the old term for owners of rental homes. This article is designed to support your research on rent collection and online payment solutions and should not replace advice tailored to your personal financial situation.  

Melanie Kershaw

Mel Kershaw is a Content Lead at Belong. With an extensive background working with technology companies including Eventbrite and Yelp, she’s always looking for ways to create educational and informative articles that simplifies tech and solves problems for her audience.

Brett Jaffe

Belong

Jane Allison Gunn

Andrea Vale

Lucas Hanft

Brett Jaffe

Belong

Jane Allison Gunn

Andrea Vale

Lucas Hanft