What to Include in a Rental Agreement

Key Takeaways

• Put rent, deposits, fees, utilities, and other financial obligations in clear language so owners have a consistent reference throughout the tenancy.
• Spell out maintenance, property-use, entry, pet, and move-out responsibilities rather than relying on informal expectations.
• Review the agreement for Virginia-specific requirements and prohibited provisions before asking all parties to sign.
• Keep the signed lease with disclosures, addenda, inspection records, amendments, and other important rental documents for future reference.

A rental agreement should provide clear answers before questions or disagreements arise.

At Keyrenter Alexandria, we understand that clear lease terms help landlords and tenants understand their responsibilities and support a smoother rental experience. 

Written procedures can also help prevent misunderstandings by clearly explaining important rules, costs, maintenance duties, and lease requirements from the start. 

Identify the People, Property, and Lease Term

Start by naming the landlord or authorized property manager and every adult responsible for the lease. Include the complete rental address, unit number, parking space, storage area, and any other spaces included with the rental.

The agreement should also state:

• Lease start and end dates.
• Possession date.
• Whether the lease is fixed-term or periodic.
• Approved occupants.
• Rules for adding occupants.
• Whether subletting or assignment is allowed.

Clear information at the start helps everyone understand who is responsible for the property and how long the agreement will remain in effect.

Put All Financial Terms in One Place

Tenants should be able to easily understand how much they need to pay before moving in and throughout the lease agreement.

List the monthly rent, due date, payment methods, and any applicable grace period. Clearly identify lawful late fees, returned-payment fees, parking charges, utility reimbursements, pet charges, and other costs.

If utilities are shared, explain exactly how the tenant’s portion will be calculated. A specific formula is easier to understand than a general statement about paying part of a bill.

Security deposit rules vary by location. Make sure the lease follows applicable laws regarding deposit limits, storage, deductions, interest, required accounting, and return deadlines.

Explain How the Property May Be Used

Rental rules should reflect the type of property and the community where it is located. A condominium may have homeowners association rules, while a single-family home may include responsibilities for landscaping, irrigation, or trash collection.

Address relevant topics such as smoking, noise, guests, business activities, grills, satellite equipment, balconies, pools, storage, and vehicles. Explain whether tenants need approval to paint, install fixtures, mount televisions, or make other changes.

Avoid unclear terms such as “excessive noise.” If specific quiet hours or community rules apply, include the correct requirements and provide any needed documents.

Divide Maintenance Responsibilities Clearly

The lease should explain which maintenance responsibilities belong to the landlord and which routine tasks belong to the tenant.

Explain how tenants should submit regular maintenance requests and who they should contact during an emergency. Tenants should be encouraged to report leaks, electrical concerns, heating problems, pest activity, broken locks, and other issues as soon as possible.

Tenant responsibilities may include reasonable cleaning, proper appliance use, waste removal, filter replacement, or lawn care when allowed by law and appropriate for the property.

Be specific about each responsibility. For example, if the tenant handles mowing while the landlord handles tree trimming and irrigation repairs, state this clearly.

The lease should not transfer responsibilities to tenants when applicable law places those duties on the landlord.

Establish a Lawful Entry Procedure

Tenants have a right to privacy, while landlords may need reasonable access for repairs, inspections, maintenance, pest treatment, improvements, or property showings.

The lease should explain how notice will be provided and how property visits will be scheduled. Emergency entry should be addressed separately.

Entry laws vary by location, so landlords should use the requirements that apply to their property rather than relying on a standard notice period from another jurisdiction.

Address Pets and Assistance Animals

If pets are allowed, explain rules for approved animals, waste, noise, supervision, outdoor areas, and property care. List any lawful pet fees, deposits, or monthly charges.

Service pets are different from household pets under fair housing requirements. Landlords may need to consider reasonable-accommodation requests, and approved assistance animals generally cannot be subject to standard pet fees or deposits.

Prepare for Lease Violations

The agreement should explain important lease requirements and how notices will be delivered. Common issues may include unpaid rent, unauthorized occupants, prohibited animals, property damage, repeated disturbances, or violations of community rules.

Lease terms should not suggest that a landlord can immediately remove belongings, change locks, shut off utilities, or impose penalties outside the law. Eviction and enforcement procedures must follow applicable legal requirements.

If renters insurance is required, explain the coverage amount and other requirements. Tenants should understand that the landlord’s insurance generally does not cover their personal belongings.

The lease can also explain procedures for major property damage, service interruptions, or situations where the home becomes temporarily unsafe.

Plan for Renewal and Move-Out

Explain what happens when the lease approaches its end. State whether the tenancy ends, becomes periodic, or requires a signed renewal.

Move-out terms should cover:

• Notice requirements.
• Inspection procedures.
• Cleaning expectations.
• Return of keys, remotes, and permits.
• Removal of personal belongings.
• Forwarding address.
• Abandoned property.
• Security deposit accounting.

Landlords should also explain lawful early-termination options without limiting rights protected by landlord tenant law. Certain qualifying service members, for example, may have early-termination rights under federal law.

Include Required Disclosures and Addenda

Required disclosures depend on the property’s age, location, condition, and legal requirements. They may address topics such as environmental hazards, flooding, utilities, smoking, mold, or other local concerns.

Federal law generally requires landlords of most homes built before 1978 to provide specific lead-based paint disclosures, available records, and an approved information pamphlet before the lease is signed.

Use required forms and language when applicable. Make sure every referenced addendum is included and that the documents do not conflict with the main lease.

Review, Sign, and Store the Final Agreement

Before signing, review the lease for blank spaces, unclear fees, conflicting terms, and references to missing documents. All required parties should sign and date the same completed version and receive a copy.

Keep the signed lease with inspection reports, disclosures, amendments, notices, and important communications. A general template can be useful, but it may not address every property type or local requirement.

Working with an experienced property management team can make the leasing process easier. Keyrenter Alexandria can assist rental property owners with leasing procedures, tenant communication, renewals, maintenance coordination, and ongoing property management.

Bottom Line

A clear rental agreement creates a strong foundation for a successful tenancy. When expectations, responsibilities, payments, maintenance procedures, and move-out requirements are clearly documented, landlords and tenants have a reliable reference throughout the lease.

Keyrenter Alexandria helps property owners create organized leasing processes and manage the many responsibilities that come with rental ownership. Contact our team to learn how professional property management can help protect your investment and support a positive resident experience.

Frequently Asked Questions 

What Should Virginia Landlords Know About Security Deposits?

Virginia landlords should pay close attention to both the amount of a security deposit and the way deductions are handled. Under current Virginia law, a security deposit generally cannot exceed two months’ periodic rent. 

Permitted deductions can include certain unpaid rent, damages resulting from tenant noncompliance less reasonable wear and tear, and other amounts allowed by the statute or rental agreement. 

The landlord must provide an itemized written notice of the deposit disposition within 45 days after the tenancy ends or the tenant vacates, whichever occurs later.

Should A Rental Agreement Explain Property Entry Procedures?

Yes. A lease can establish a clear process for communicating about property access, including visits related to maintenance, inspections, repairs, or other permitted purposes. 

Virginia law also addresses how notices may be delivered when electronic notice is provided for in the rental agreement. 

Landlords should not rely on a generic entry provision copied from another state because notice and access requirements can vary by jurisdiction and situation. 

A Virginia-specific lease should be reviewed for compliance with current requirements before it is used for a rental property.

Can Landlords Put Any Rules They Want In A Rental Agreement?

No. Lease terms generally need to comply with applicable law, and some provisions are specifically prohibited or unenforceable. 

Virginia law, for example, restricts rental agreements from requiring tenants to waive certain statutory rights and prohibits several other provisions concerning liability, fees, insurance, and legal remedies. 

This means adding more language does not necessarily make a lease stronger. Landlords should focus on clear, property-appropriate terms and have unusual or legally significant provisions reviewed by a qualified Virginia attorney when necessary.

How Can A Property Manager Help With Rental Agreements?

A property manager can help owners organize the leasing process, prepare rental documentation, communicate with residents, and manage lease-related responsibilities throughout the tenancy. 

Keyrenter Alexandria provides property management services for rental owners, including leasing, tenant communication, renewals, maintenance coordination, and ongoing management. 

For an owner managing several responsibilities alone, professional assistance may help create a more consistent leasing process. Owners should confirm the specific services included in a management arrangement and ensure that lease documents are appropriate for the property and current Virginia requirements.