Accurate documentation of details is crucial when a rental property incident arises. It guarantees that all essential information is recorded for property management, potential conflicts, or insurance claims. Here is a simple guide to help you complete the tenant incident report form from Rental Property Screening, LLC.
1. Tenant Identification Section
Write the tenant's full name — first, middle, and last — in the designated fields. If the tenant has used other names, such as a maiden name, include these in the "Maiden/Other Name(s) used" section. List any additional names on the lease and other persons listed as residing at the residence to ensure all involved parties are documented.
2. Address and Contact Information
Fill in the tenant’s current residential address, including city, state, and ZIP code. Provide a contact telephone number. This section also requires sensitive information such as the Social Security Number, Driver's License Number, the state where the license was issued, the year, and the tenant’s date of birth.
3. Company Information (If Applicable)
If the incident involves a company or occurred at a business location, note the name of the company and its location. It helps when the incident involves third-party premises or corporate entities.
4. Detail the Incident
Enter the date of the incident and use the remarks section to describe what happened. Be as specific as possible, noting times, any witnesses, and the nature of the incident.
5. Financial Information
Document any financial details related to the incident. It includes the total monthly rent, maintenance fees, other related costs, money left owing, damages, and any legal fees incurred. This financial snapshot can be essential for budgeting, claims, or legal reviews.
6. Administrative Use
This section is for Rental Property Screening, LLC's use only and involves verification of the information provided on the form. If you are responsible for this part, enter the verification date, the company, the location, and the person who verified the information.
Once filled, submit the form to the appropriate party within your property management or legal team for further action or filing.