Student Lease Agreement Checklist for a New Semester

New year, new semesters, and new leases go hand in hand as interterm ends. New and returning tenants mean that more lease agreements need to be drawn up, which can add stress when dealing with financial obligations, property rules, responsibilities, and dates that must align with academic calendars. But with our checklist to make student renting easier, lease agreements can be a breeze, while you can focus on your tenant turnover process.

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Our checklist has three sections: Key Lease Components, Fair Rules for Both Parties, and Best Legal Practices.

Key Lease Components

While each lease will differentiate based on how many tenants are signed on and the lease length, there are a few sections that should always be a part of your lease agreement. The following are:

• Parties & Property: At the top, the lease should clearly state the landlord, the tenant(s), and the property address to avoid mix-ups.
• Lease Term: Always outline the specific start/end dates that are tied to your tenant’s specific semester or an otherwise previously agreed-upon move-in/move-out date.
• Financials: Clearly outline the rent amount, due dates, late fees, pet fees, security deposit with the listed amount, return conditions, types of deductions, and the utility responsibilities, which are what is covered under the rent and what will be paid separately.
• Roommate Responsibilities: While most students can have a separate roommate agreement drawn up, your lease should address shared expenses, common area upkeep, and individual accountability for damages.
• House/Property Rules: Define all expectations for noise levels during the semester, including finals week. Outline if parties, guests (overnight included), and smoking/drinking are allowed on campus, and if so, with what conditions. Be sure to outline the consequences of breaking these rules, such as a fine or lease termination.
• Maintenance: Discuss the types of emergency and non-emergency maintenance in your lease agreement, alongside the hours if it is not 24/7. Provide a step-by-step process for reporting issues and outline the tenant’s responsibilities for individual maintenance, including knowing the trash day and general property upkeep.
• Subletting: If there is a situation where a student may be studying abroad and wants to sublet their room, you should include a clear policy on what you will allow and not allow if subletting is an option.
• Landlord’s Right to Enter: In most cases, you will have to enter to check fire and carbon monoxide alarms, check the HVAC, and keep an overview of the general upkeep of the property. Be sure to specify the notice requirements for entry, including notices on the door, via email, phone, text communication, and any other individuals who will be accompanying you, such as a maintenance worker.

Fair Rules for Both Parties

With the first draft of the lease agreement complete, review it one more time to ensure it is accessible to your tenants. During the editing process, be sure to:

• Simplify Language: For first-time renters, a lease agreement can have too much jargon that a seasoned renter would understand. To avoid miscommunication, use clear and concise language, avoiding jargon and clearly explaining terms.
• Be Specific: In addition to simplifying, the best practice is to be as specific as possible. Specify the consequences for violating the rules or damaging property.
• Document Everything: While most lease agreements are signed electronically as of now, you should print physical copies of the lease and ensure future communication is in writing to maintain transparency.
• Address Community Rules: While the property rules are up to your discretion, there may be some community rules that your tenants should be aware of, as outside communities may not have the same noise level tolerance or parking rules as student housing does.

Best Legal Practices

While it is always best to consult a lawyer for further guidance, there are a few proactive things you could do to ensure you’re on the right side of the law. Be sure to:

• Comply with Laws: While the lease is between you and your tenants, you should always verify that the lease adheres to your local and state landlord-tenant laws.
• Use State-Specific Templates: Some states have different lease templates that work with their state laws. Use the correct template for your state or obtain a legal review to ensure it’s accurate.
• Provide a Copy: There should always be copies for you and your tenant(s) to have so that there is always a backup if the original is lost.
• Consider Individual Leases: While all your tenants could sign on to one lease, individual leases mean each student is responsible only for their portion of the rent and deposit, which prevents another student’s non-payment from affecting others.

With your lease agreement polished and ready to be sent over, you can rest assured that you can start the new semester on the right foot and continuously use this checklist to streamline the lease agreement process for future tenants.