Rental Listing Details Form

What is the rental listing details form template?

A rental listing is only as good as the facts behind it. Agents and property managers lose days chasing owners for the deposit amount, whether the dishwasher still works and if cats are fine. Then a wrong number goes live and the phone rings with the wrong tenants. Asking for the details in a set format before writing the ad avoids most of that.

This two-page form is sent to the owner. The first page describes the place: the owner's contact details, the property address, "Property type", bedrooms and bathrooms (half baths allowed), size, whether it's furnished, and parking. The second page sets the terms: "Monthly rent", "Security deposit", "Available from", "Minimum lease", what's "Included in the rent", and a list of amenities from in-unit laundry to EV charging.

"Pets allowed?" is a required yes or no. Yes opens "Which pets?", a pet deposit or fee, and "Pet rules" for limits like two pets or monthly pet rent, so the ad and the screening match. The owner also says what makes the place stand out, how viewings should work, and uploads up to ten photos. Each set of details is filed as a PDF in your FileIt vault, with the photos attached and ready for the listing.

Who uses a rental listing details form?

• Onboarding a new landlord's property for advertising
• Re-listing a unit when the current tenant gives notice
• Owners listing several units, one form per unit
• Furnished rentals that need the furniture situation stated clearly
• Agreeing the pet policy before the ad goes out
• Collecting owner photos when you can't visit before listing

Questions on this rental listing details form

24 questions over 2 pages · includes file upload, conditional questions, multiple pages.

The rental listing details form, page by page

1 The property

Owner name, email and phone, the property address and "Property type" — apartment, house, townhouse, condo, room in a shared home or other. Bedrooms and bathrooms are required; size in square feet is optional. "Furnished?" offers unfurnished, part furnished or fully furnished, and parking runs from none to a garage.

2 Terms & features

Monthly rent, security deposit and the date the property is available from, then the minimum lease: month to month, six months, twelve months or flexible. "Included in the rent" covers water, trash, heat, electricity and internet. "Amenities" has nine common options plus other. A yes to "Pets allowed?" shows "Which pets?" (at least one), the pet deposit or fee, and the pet rules. Smoking, "What makes it stand out?", "How should viewings work?" and the photos finish the form.

Make the template yours

• Change the size unit to square meters if that's what your market uses
• Add your agency's fee or management terms for the owner to confirm
• Add questions about utilities providers or HOA rules
• Make photos required if you won't list without them
• Send the form to each owner by email so every request is tracked
• File listing details into a folder per property alongside its leases

Tips for a better rental listing details form

• Confirm the rent and deposit with the owner by phone before the ad goes live
• Ask for landscape photos taken in daylight with the lights on
• Use the highlights answer as a starting point, then write the ad in your own voice
• Make sure the pet rules in the ad match what the lease will say
• Check the viewing arrangements if a tenant is still living there

Rental listing details form: frequently asked questions

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Templates are a starting point. Check that the questions and any wording about consent, privacy or terms suit your situation and the rules where you are. Page last reviewed 2026-10-19.