You found a great tenant. They seem responsible, pay rent on time at their current place, and didn't flinch at the deposit. Now you just need to get the rental agreement sorted. Except... you don't actually have one.
Maybe you've been renting informally with a handshake. Maybe you used a template three years ago and lost it. Or maybe this is your first time renting out a property and you're starting from scratch. Whatever the situation, you're here because you need a solid rental agreement template and preferably one you can sign without meeting up in person.
Good news: this article gives you both. A complete rental agreement template you can actually use, plus a walkthrough for getting it signed online in about five minutes.
Why Every Rental Needs a Written Agreement
Let's get this out of the way first. Even if you're renting to your cousin, your best friend, or that really trustworthy person from work, you need a written rental agreement. Here's why:
Memory is unreliable. Six months from now, neither of you will remember exactly what you agreed on regarding utility payments, the garden maintenance, or who's responsible for fixing the dishwasher. A written rental contract eliminates the "I thought you said..." conversations that ruin relationships.
Verbal agreements are hard to enforce. In most places, verbal rental agreements are technically legal. But try proving what was agreed when things go south. Without a signed document, disputes turn into your word against theirs, and courts have little patience for that.
It protects both sides equally. A good rental agreement isn't just a landlord protection tool. Tenants benefit too. It guarantees your rent amount won't suddenly change, establishes when the landlord can enter the property, and defines exactly what happens with the security deposit.
Banks and insurance companies want to see it. If your tenant needs to set up utilities, register their address, or get renter's insurance, many providers ask for a copy of the lease agreement. Without one, your tenant might hit unnecessary roadblocks.
What Every Rental Agreement Should Include
Here's the essential checklist. Skip any of these and you're asking for trouble down the road.
The Basics
- Full legal names of all landlords and tenants. Not nicknames, not "Dave from the pub." Full names as they appear on ID.
- Property address including unit number, floor, and any specific descriptions (like "including garage space #14").
- Lease start date and end date (or specify it's month-to-month).
- Monthly rent amount in the exact currency, due date, and acceptable payment methods.
- Security deposit amount and the conditions for its return.
The Details That Matter
- Who pays what. Utilities, internet, trash collection, water, heating costs. Spell it out. "Tenant pays all utilities" is fine. Leaving it blank is not.
- Maintenance responsibilities. Who handles minor repairs? What counts as minor? At what euro amount does a repair become the landlord's problem? A common threshold is anything over €100.
- Pet policy. Allowed, not allowed, allowed with a deposit, allowed if under 10kg. Be specific. "No pets" is clear. Saying nothing about pets and then getting upset about the German Shepherd is not.
- Subletting rules. Can the tenant put the place on Airbnb while on vacation? Can they let a friend crash for three months? Define this clearly.
- Entry notice requirements. How much notice do you give before entering the property? 24 hours is standard in most places. Without this written down, you might find yourself in a legal gray area.
The Legal Protections
- Late payment terms. What happens if rent is 5 days late? 30 days late? Is there a late fee? What's the grace period?
- Termination clauses. How much notice does either party need to give? 30 days? 60 days? What are the grounds for early termination?
- Dispute resolution. Will you go to mediation first? Small claims court? Having this agreed upon in advance saves a lot of anger later.
- Governing law. Which jurisdiction's laws apply? This matters especially for cross-border rentals or properties in different states.
Common Mistakes Landlords Make with Rental Agreements
After seeing thousands of contracts go through online signing platforms, certain patterns emerge. Here are the mistakes that cause the most problems:
Mistake 1: Using a Template from the Wrong Country
That rental agreement template you found on a random website? It might be written for Texas law while your property is in Berlin. Rental laws vary dramatically between countries and even between states or provinces. A clause that's perfectly legal in one jurisdiction might be unenforceable or outright illegal in another.
Always verify that your template matches your local laws. When in doubt, have a local real estate attorney review it once. That initial investment saves you thousands in potential disputes.
Mistake 2: Being Vague About the Security Deposit
"Deposit will be returned at the end of the lease" is not enough. Your agreement should specify:
- The exact amount held
- Where the deposit is stored (some jurisdictions require a separate account)
- The timeline for returning the deposit after move-out (usually 14-30 days)
- Specific conditions under which deductions can be made
- The process for documenting property condition at move-in and move-out
Mistake 3: Forgetting About Renewal Terms
The lease ends on August 31st. Your tenant stays. You keep collecting rent. But now you have no idea what the actual terms are. Does the lease auto-renew for another year? Does it convert to month-to-month? At the same rent or an adjusted amount?
State this clearly in the original agreement so both parties know what happens when the lease period ends.
Mistake 4: Not Including a Move-In Checklist
Attach a condition report to your rental agreement. Walk through the property with your tenant on day one, document everything with photos, and have both parties sign it. This single step prevents 90% of deposit disputes.
Without it, good luck proving that scratch on the hardwood floor wasn't there before your tenant moved in.
Mistake 5: Skipping the Signature
This sounds obvious, but it happens more than you'd think. Someone fills out the template, maybe even prints it, and then... it sits on someone's kitchen counter for three weeks. Life gets busy. By the time everyone remembers, the tenant has already moved in and nobody bothers chasing the actual signature.
An unsigned rental agreement is barely worth the paper it's printed on. This is exactly where e-signatures solve the problem. Send a link, the tenant signs on their phone, done.
How to Sign Your Rental Agreement Online
Getting your rental agreement signed shouldn't require a trip across town. Here's how to handle it digitally from start to finish.
Step 1: Prepare Your Agreement
Start with the template below (or your own customized version). Fill in all the specific details for your rental situation: names, address, rent amount, dates, and all the terms you've agreed on verbally.
Save it as a PDF. If you've been working in Word or Google Docs, just export to PDF before uploading.
Step 2: Upload and Set Up Signing
Head to CanUSign and upload your rental agreement PDF. Mark where each party needs to sign. For a standard rental agreement, you'll typically need:
- Landlord signature on the last page
- Tenant signature on the last page
- Both initials on each page (optional but recommended)
- Date fields next to each signature
Step 3: Send for Signature
Enter the tenant's email address. CanUSign sends them a link. No account creation needed on their end. They open it on their phone or computer, review the document, and sign. The whole thing takes about two minutes.
Step 4: Both Parties Get a Copy
Once everyone has signed, both landlord and tenant automatically receive a PDF copy of the fully executed agreement. The document includes a signature certificate with timestamps, so you have proof of exactly when each party signed.
At just €1 per signed contract, it costs less than printing and mailing the agreement would. If you're managing multiple properties, the €15 monthly unlimited plan makes even more sense.
Free Rental Agreement Template
Here's a straightforward rental agreement template you can use as a starting point. Copy it, customize it for your situation, and get it signed.
RESIDENTIAL RENTAL AGREEMENT
Date: [Date]
PARTIES
Landlord: [Full Legal Name], residing at [Landlord Address]
Tenant: [Full Legal Name], residing at [Current Address]
1. PROPERTY
The Landlord agrees to rent to the Tenant the residential property located at:
[Full Property Address, Including Unit Number]
The property is rented for residential purposes only.
2. TERM
This agreement begins on [Start Date] and ends on [End Date].
Upon expiration, this agreement will [automatically renew for a period of ___ months / convert to a month-to-month tenancy / terminate unless renewed in writing].
3. RENT
Monthly rent: [Amount] [Currency]
Due date: The [1st / ___ ] of each month
Payment method: [Bank transfer / Direct debit / Other]
Payment to: [Bank account details or payment instructions]
4. SECURITY DEPOSIT
Deposit amount: [Amount] [Currency]
The deposit will be held in [describe account or method] and returned within [14/21/30] days after the Tenant vacates the property, minus any deductions for damages beyond normal wear and tear. An itemized list of deductions will be provided.
5. UTILITIES AND SERVICES
The Tenant is responsible for: [List: electricity, gas, water, internet, trash, etc.]
The Landlord is responsible for: [List any included utilities]
6. MAINTENANCE AND REPAIRS
The Tenant will maintain the property in good condition and promptly report any needed repairs. Minor repairs up to [Amount] [Currency] are the Tenant's responsibility. All other repairs are the Landlord's responsibility.
7. USE OF PROPERTY
Pets: [Allowed / Not allowed / Allowed with conditions: ___]
Smoking: [Allowed / Not allowed / Outdoor areas only]
Subletting: [Allowed with written consent / Not allowed]
Maximum occupants: [Number]
8. ENTRY BY LANDLORD
The Landlord will provide at least [24/48] hours written notice before entering the property, except in emergencies.
9. TERMINATION
Either party may terminate this agreement by providing [30/60/90] days written notice.
Early termination by the Tenant without proper notice will result in [define consequence, e.g., forfeiture of deposit].
10. LATE PAYMENT
Rent not received within [5/7/10] days of the due date will incur a late fee of [Amount or Percentage]. If rent remains unpaid for [30/60] days, the Landlord may begin eviction proceedings according to local law.
11. CONDITION REPORT
A move-in condition report is attached to this agreement and signed by both parties. This report will be used as the basis for deposit deductions at move-out.
12. GOVERNING LAW
This agreement is governed by the laws of [Country/State/Province].
SIGNATURES
Landlord: _________________________ Date: _____________
Tenant: _________________________ Date: _____________
A note on this template: This covers the fundamentals for most residential rentals. Depending on where your property is located, you might need additional clauses (lead paint disclosure in older US buildings, energy performance certificates in the EU, specific state-mandated addendums). Check your local requirements and add anything that's legally required in your jurisdiction.
Frequently Asked Questions
Is a rental agreement signed online legally binding?
Yes. Electronic signatures are legally recognized in the EU (under eIDAS Regulation), the US (under the ESIGN Act), and most other countries worldwide. A rental agreement signed online carries the same legal weight as one signed with pen and paper. The key requirement is that both parties clearly intend to sign and agree to the terms.
What's the difference between a rental agreement and a lease?
Practically speaking, they're used interchangeably. Technically, a "lease" usually refers to a fixed-term agreement (like 12 months), while a "rental agreement" can also cover month-to-month arrangements. For legal purposes, what matters is the content of the document, not what you call it.
Can I modify the template after both parties have signed?
Any changes after signing require a written amendment that both parties sign. You can't unilaterally change the terms. If you need to adjust the rent, add a pet clause, or change anything else, draft a simple addendum, reference the original agreement, and have everyone sign the amendment.
Do I need a witness or notary for a rental agreement?
In most jurisdictions, no. A rental agreement between landlord and tenant is a standard private contract that doesn't require witnesses or notarization. Some places have exceptions, so check your local rules, but this is rare for residential leases.
How long should I keep a signed rental agreement?
Keep it for the entire duration of the tenancy plus at least 3-5 years after the tenant moves out. Some tax-related reasons may require keeping records even longer. Digital copies don't take up physical space, so there's no real downside to keeping them indefinitely.
What if my tenant refuses to sign digitally?
If your tenant prefers a physical signature, that's their right. But in practice, most people find digital signing much more convenient. With a platform like CanUSign, the tenant doesn't need to create an account or install anything. They just click a link and sign. It's actually easier than printing, signing, scanning, and emailing back.
Wrapping Up
A rental agreement protects your property, your tenant's rights, and your relationship with each other. Using a solid template and getting it properly signed takes less than an hour and prevents months of potential headaches.
Grab the template above, customize it for your situation, upload it to CanUSign, and send it to your tenant for signing. The whole process, from filling out the template to having a fully signed lease agreement in both your inboxes, can be done in a single afternoon.
The €1 it costs to sign the document is probably the best euro you'll spend on your rental property this year.