Tenant Contact Sheet: What Information Landlords Should Keep
A pipe bursts while your tenant is at work. A car is blocking the driveway. A neighbor calls about a dog barking in an empty-looking unit. In moments like these, you need the right information fast, not a hunt through old texts and lease files.
Free printable for this guide: Tenant Contact Sheet
A one-page tenant contact sheet keeps everything in one spot. Here's what to put on it and how to keep it safe.
Why a single contact sheet helps
- Emergencies go faster. You can reach the tenant, or someone who can reach them, right away.
- Repairs are easier to schedule. You know the best way and time to contact each tenant.
- You know who's supposed to be there. Listing occupants, vehicles and pets helps you spot problems.
- Handoffs are smoother. If a family member or helper covers for you while you're away, they have what they need.
What to include
Tenant details
- Full names of everyone on the lease
- Phone numbers and email addresses
- Preferred contact method and best times to reach them
- Lease start and end dates
Other occupants
- Names of other adults living in the unit, as listed on the lease
Emergency contact
- A person the tenant chooses, with name, relationship and phone number
- When it's OK to call them (for example, only in an emergency)
Vehicles
- Make, model, color and license plate
- Assigned parking space, if any
Pets
- Type, name and description, as allowed by the lease
If a tenant with a disability asks to keep an animal as an accommodation, that request can fall under the Fair Housing Act's reasonable accommodation rules (24 CFR 100.204), not just your pet policy. Federal guidance on assistance animals changed recently, and state and local rules vary, so check current HUD guidance and your local rules before applying pet fees or limits.
Access and keys
- Number of keys, fobs, remotes and garage openers issued
- Lockbox or gate codes, if you use them
- Any notes on entry permission (always follow your state and city notice rules)
Utilities
- Which utilities the tenant pays and which you pay
- Account holder names, if helpful for move-out
What to leave off
Only collect what you actually need to manage the rental. A contact sheet isn't the place for Social Security numbers, bank details, birth dates or screening results. Keep sensitive application information separate and secure.
Avoid notes about things like a tenant's religion, national origin or health. They aren't needed, and they could raise fair housing concerns. The federal Fair Housing Act prohibits discrimination based on race, color, religion, sex, national origin, familial status and disability, according to HUD.
Keep it safe and up to date
- Store it securely. A locked file or password-protected folder, not a clipboard in your car.
- Update it every year and whenever a tenant tells you about a change. A quick "Has anything changed?" message at lease renewal works well.
- Share only what's needed. If a contractor needs to reach a tenant, give them the phone number, not the whole sheet.
- Dispose of it properly after the tenant moves out and you no longer need it. Shredding paper copies is an easy habit. If any of your files include tenant screening report information, the FTC's Disposal Rule requires you to dispose of it securely, for example by shredding paper or permanently erasing electronic files.
Privacy and data rules vary by state, so check your local rules.
Get the free contact sheet: Our Tenant Contact Sheet keeps tenant, emergency contact, vehicle, pet and access details on one page. Download it free here.
Fill it out on move-in day alongside the Move-In / Move-Out Inspection Checklist, and keep it next to your Maintenance Request Form + Repair Log so you can reach tenants about repairs quickly.
FAQ
Can I require tenants to give an emergency contact?
Many landlords ask for one in the application or lease. Whether you can require it depends on your lease and local rules, so check your local rules. Most tenants are happy to provide one.
How often should I update tenant contact information?
At least once a year, such as at lease renewal, and whenever a tenant tells you about a change.
Should I keep a copy after the tenant moves out?
Keep it only as long as you need it, for example until the deposit is settled. Then store it securely or shred it.
The LandlordPrintables team
This article is general information, not legal advice. Laws vary by state and city, so check your local rules.
Sources: HUD, Fair Housing: Equal Opportunity for All; 24 CFR 100.204, Reasonable accommodations; FTC, Disposing of Consumer Report Information? Rule Tells How.