What is the sublet request form template?
When a tenant needs to be away for a few months, or wants help with the rent by letting a room, many leases require the landlord's consent first. This template gives the landlord what they need to make that decision: whether the whole property or just a room would be sublet, the start and end dates, the reason, whether the tenant is coming back, and the rent the subtenant would pay.
The subtenant's details come next — contact information, current address, occupation, how many people are moving in, pets, how the tenant knows them, and whether they're willing to complete a rental application and reference checks. The tenant signs to confirm they stay responsible for the rent, the lease and any damage.
Each request is saved as a PDF in FileIt with any ID or reference documents attached, giving the landlord a clear record of exactly what they were asked to agree to.
- Best for
- Landlords, letting agents and property managers whose leases require consent to sublet
- Filled in by
- The current tenant
- Time to complete
- About 5–7 minutes
- Includes
- Sublet scope and dates, reason, subtenant details, screening question, uploads, signature
Who uses a sublet request form?
- A tenant going on a six-month work assignment who wants to sublet the whole apartment
- A student on an exchange semester asking to sublet their room
- A tenant who wants to take in a lodger to help with the rent
- A property manager who needs every sublet request in the same format for the owner
- A landlord who wants the subtenant's details before running their own checks
- A housing co-operative with a formal sublet approval process
Questions on this sublet request form
28 questions over 4 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 Your tenancy
- Your name*
- Email*
- Phone*
- Rental property*
- Your lease ends
- Landlord / property manager
2 The sublet
- What would you like to sublet?* The whole property · One room — I'll keep living there · More than one room
- Sublet start date*
- Sublet end date*
- Reason for subletting* Temporary work assignment · Study or exchange programme · Extended travel · Family or caring reasons · Help with rent costs · Other
- Tell us more
- Will you return to the property when the sublet ends?*
- Rent the subtenant will pay you (per month)
- Will it be furnished? Furnished · Part-furnished · Unfurnished
- How to reach you while you're away asked only when it applies
3 The subtenant
- Subtenant's name*
- Subtenant's email*
- Subtenant's phone
- Subtenant's current address
- Subtenant's occupation and employer / school
- Number of people moving in*
- Will the subtenant bring pets?
- What pets?* asked only when it applies
- How do you know the subtenant? Friend or family · Colleague or classmate · Through an advert or platform · Other
- Is the subtenant willing to complete a rental application and reference checks?*
- Subtenant's ID or references
4 Declaration
- Your responsibility*
- Signature*
The sublet request form, page by page
1 Your tenancy
The tenant's name, email and phone, the Rental property, when the lease ends, and the Landlord / property manager.
2 The sublet
What would you like to sublet? — the whole property, one room while the tenant stays, or several rooms. Then the start and end dates, Reason for subletting and more detail, whether the tenant will return, the rent the subtenant will pay, and whether it will be furnished. Subletting the whole property also asks how to reach the tenant while they're away.
3 The subtenant
Subtenant's name, email, phone, current address, occupation and employer or school, Number of people moving in and pets (a yes asks what pets). The tenant says how they know the subtenant and whether the subtenant will complete a rental application and reference checks, and can upload ID or references if asked.
4 Declaration
A reminder that nobody should move in without written consent where it's required, followed by the tenant's confirmation that they remain responsible for the rent, the lease and the subtenant's conduct, and a signature.
Make the template yours
- Replace the declaration with the sublet wording from your own lease
- Add a question about the sublet rent being no more than the tenant's own rent if your policy requires it
- Change the currency on the rent field
- Make the ID and references upload required if you always screen subtenants
- File requests in the property folder so the decision stays with the lease
- Add your consent conditions as a paragraph so tenants know them before applying
Tips for a better sublet request form
- Check what the lease and local law say about subletting before answering
- Screen the subtenant as you would any new occupant if you're asked to consent
- Put your answer and any conditions in writing, including the end date
- Make sure the subtenant has been told the building's rules
- Diary the sublet end date and confirm with the tenant that the subtenant has left
Every response becomes a PDF in your vault
When the tenant signs, FileIt saves a PDF of the request — tenancy, sublet dates and reason, subtenant details, uploads and the signed declaration — in the folder you've chosen, and you're notified by email. The tenant can receive a copy.
You then review the request, screen the subtenant if needed, and reply in writing. FileIt doesn't send the decision or draft a sublease, so keep your answer with this PDF.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Sublet request form: frequently asked questions
Is this sublet request form free?
Yes. It's included in FileIt's Forms app on every plan, and every question can be edited.
Does the form give the tenant permission to sublet?
No. It's a request. The landlord still decides and should reply in writing.
Is a landlord's consent always required to sublet?
It depends on the lease and local law. This template doesn't give legal advice — check both before relying on it.
Can the tenant upload the subtenant's documents?
Yes, up to four files such as ID or references, if you've asked for them.
Does the subtenant need to fill anything in?
Not on this form — the tenant provides the subtenant's details. You can send the subtenant a rental application separately.
Can I use it for a lodger?
Yes. Choose One room — I'll keep living there when asked what's being sublet.