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Oakland Rental Housing Forms

Instructions: 

  1. Download the California (Statewide) Guide first.
    This is your baseline reference and applies to all rental properties in California.
  2. Download the City-Specific Guide (if available).
    If your property is located in this city, you will need this guide in addition to the California guide. It highlights sections that differ from statewide guidance. If you do not see a city-specific guide linked here, please reach out to us at membership@ebrha.com with any questions you have.
  3. Expand a section below to find the forms you need and learn more.
    Each section provides general information about that stage of the rental process.
  4. Always check the City Guide for specific instructions before taking action.
    If you are preparing to use a form, serve a notice, or make a change, review the guide(s) first.


Fair Housing Practices

Providing housing means treating people fairly and consistently. Clear standards and respectful communication help avoid misunderstandings and complaints. Applying the same rules to everyone protects you and builds trust with residents. Fair housing starts before a lease is signed and continues throughout the tenancy.

This generally includes:

  • Treating all applicants and residents the same way

  • Using clear and consistent standards

  • Communicating respectfully and professionally

  • Avoiding personal preferences or assumptions

  • Keeping basic records of decisions and conversations

If you are advertising, screening, or making housing decisions, review the guidance before taking action.

Optional forms section (if applicable):

Ready to screen or communicate with applicants?
These forms support fair and consistent housing practices:

Preparing a Vacancy

A well-prepared unit makes the entire tenancy smoother. Taking care of repairs, cleaning, and basic presentation helps attract good applicants and reduces problems after move-in. Clear expectations upfront save time, money, and frustration later. Preparation benefits both you and your future tenant.


This generally includes:

  • Cleaning the unit and common areas
  • Completing repairs and routine maintenance
  • Reviewing normal wear and tear versus damage
  • Communicating with the prior resident, if applicable
  • Understanding the local market, including rent and amenities


If you are getting ready to rent a unit, review the recommended steps before proceeding.

Optional forms section:


Ready to prepare or market your unit?
These forms may help during the vacancy process:

Screening Applicants

Using the same screening process for everyone helps keep things fair and organized. Clear criteria and good communication reduce confusion and complaints from applicants. Keeping proper records shows professionalism and care. Thoughtful screening protects your property while respecting applicants.

This generally includes:

  • Using the same screening criteria for all applicants
  • Collecting complete applications
  • Communicating next steps clearly
  • Keeping records of screening decisions
  • Handling approvals and denials professionally

Before screening or denying an applicant, review the guidance for your area.

Optional forms section:


Ready to screen an applicant?
These forms support the screening process:

How to Serve a Notice

Notices should be clear, timely, and well documented. Proper delivery helps make sure important information is received and understood. Taking care with notices can prevent problems later. Keeping good records protects everyone involved.


This generally includes:

  • Preparing clear written notices
  • Delivering notices properly
  • Keeping copies for your records
  • Documenting when and how notices were delivered
  • Staying organized throughout the process

If you need to serve a notice, review the step-by-step guidance first.


Optional forms section:


Ready to serve a notice?
Here is a library of commonly used notices:

Signing a New Lease Agreement

The lease sets expectations for both you and your tenant. Taking time to review the terms and explain house rules helps avoid confusion later. A clear and complete lease builds trust from the start. Careful move-in paperwork makes management easier.


This generally includes:

  • Reviewing lease terms before move-in
  • Explaining house rules and expectations
  • Providing all required paperwork at the start
  • Answering tenant questions
  • Keeping signed copies for your records


Before signing or issuing a lease, review the guidance to confirm you are using the right documents.

Optional forms section:


Ready to sign a new lease?
These forms and addenda are commonly used at move-in:

Changing or Updating a Lease Agreement

Sometimes lease terms need to change. Putting updates in writing helps avoid misunderstandings and keeps everyone on the same page. Clear communication and proper paperwork show professionalism. Updating agreements the right way helps protect the tenancy.

This generally includes:

  • Putting all changes in writing
  • Clearly explaining updates to the tenant
  • Getting signatures when needed
  • Keeping updated copies on file
  • Making sure everyone understands the changes

If you need to change lease terms or add occupants, review the guidance before proceeding.

Optional forms section:

Ready to update a lease?
These forms are used to document changes:

Increasing Rent

Rent changes can be difficult conversations. Clear notice and good communication help maintain trust and reduce disputes. Planning ahead and staying consistent makes the process smoother. How you handle the increase matters as much as the amount.


This generally includes:

  • Planning ahead
  • Communicating changes clearly
  • Using written notices
  • Being consistent in how increases are handled
  • Keeping records of all rent communications


Before issuing any rent notice, review the guidance that applies to your situation.


Optional forms section:


Ready to increase rent?
These are the forms commonly used for rent changes:

Entering a Unit for Maintenance or Repairs

Entering a unit requires care and respect for the tenant’s space. Clear notice and reasonable scheduling help maintain trust. Professional conduct and good communication reduce conflict. Keeping records supports accountability for both sides.


This generally includes:

  • Giving notice ahead of time
  • Scheduling entry during reasonable hours
  • Explaining the reason for entry
  • Respecting the tenant’s space
  • Documenting the visit and any work done


If you plan to enter a unit, review the recommended practices first.


Optional forms section:


Ready to enter a unit?
These forms support entry and maintenance tracking:

Serving Operational Notices

Operational notices help address everyday issues and keep records up to date. Using standard notices makes communication clear and consistent. Handling issues early helps avoid bigger problems later. Organized paperwork supports long-term management.


This generally includes:

  • Using written notices for day-to-day issues
  • Communicating expectations clearly
  • Addressing concerns early when possible
  • Keeping copies for your records
  • Staying consistent in how issues are handled


Before using an operational notice, review the guidance to confirm the correct process.


Optional forms section:


Ready to address a day-to-day issue?
These notices are commonly used for operations:

Terminating a Tenancy

Ending a tenancy should be handled carefully and respectfully. Clear communication and proper documentation help reduce stress and conflict. A thoughtful approach protects both you and the tenant. Preparation helps avoid costly mistakes.


This generally includes:

  • Communicating clearly and respectfully
  • Using written documentation
  • Planning the transition carefully
  • Keeping detailed records
  • Preparing for move-out


If you are considering ending a tenancy, review the step-by-step guidance before moving forward.


Optional forms section:


Ready to end a tenancy?
These forms are commonly used during tenancy termination:

The Move-Out Process

Move-out is the final step of the tenancy. Clear inspections, good documentation, and timely communication help prevent disputes. Handling move-outs properly protects your credibility and saves time later. A consistent process benefits everyone.


This generally includes:

  • Inspecting the unit and documenting condition
  • Comparing move-in and move-out condition
  • Communicating next steps with the tenant
  • Completing paperwork in a timely manner
  • Keeping records after move-out


Before completing a move-out or handling deposits, review the guidance to make sure all steps are covered.


Optional forms section:


Ready to complete a move-out?
These forms support the move-out process:

Related: Master Index of Forms