# How property managers request a lease from applicants

Source: https://dokutrak.com/requests/property-managers/lease-agreement
Author: Arthur Teboul, DokuTrak
Published: 2026-11-12
Language: en-US

> Ask applicants for their current or most recent lease to confirm rental history: the landlord, the address, the rent and the dates. When you take over a property from an owner, ask for every existing lease with all addenda and amendments, because you inherit those terms, deposits and end dates.

## Why property managers need a lease

For an applicant, the lease backs up the rental history on the application and gives you a landlord to call for a reference. For a new management agreement, the owner’s leases are the rules you now enforce: rent, due date, who pays utilities, pet terms, the security deposit held and when each lease ends. Without them you are managing from the tenant’s memory.

## What exactly to ask for

From an applicant: the signed current lease, all pages, plus any renewal. From an owner hiring you: the fully signed lease for every occupied unit, with addenda, renewals and amendments, and a note of the security deposit each tenant paid.

## What to check when it arrives

- Both landlord and tenant signatures are present and every page is included.
- Rent, dates and address match the application or the owner’s rent roll.
- Addenda for pets, parking or utilities are attached, since they change what you enforce.

## Email to send your client

Subject: The current leases for your property

```text
Hi [Client name],

Thank you for choosing us to manage your property. Before we take over, I need a copy of the current lease for each occupied unit.

Please send the fully signed leases with every page, plus any renewals, addenda and amendments (pets, parking, utilities). If you have a note of the security deposit each tenant paid, please include it too.

Could you send them by [date]? If a lease is missing or was never put in writing, let me know and we will sort it out together.

Thank you,
[Your name]
```

## Ask once. DokuTrak does the chasing.

- Your client uploads from one link, with no account and no password.
- Reminders go out on a schedule, by default 2, 5, 10 and 14 days after the request, until the file arrives.
- With AI review switched on in your workspace (it is off by default), each upload gets a first pass that flags a file that is not a lease, an unreadable or blurry scan or a copy where one of these is missing or cut off: the tenant’s name, the property address. It says so when it is not sure.
- You accept every file or mark it for re-upload, and your client gets the note by email. The AI never accepts a file.

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