ezLandlordForms
By ezLandlord, Inc
ezLandlordForms typical implementation process:
Account creation: Sign up for a free or pro account on the ezLandlordForms website, providing your landlord or property manager profile information.
Property and unit setup: Enter property and unit details into the platform, establishing the foundation for lease and tenant management.
Form selection and customization: Choose from the library of forms, leases, and templates; use the Lease Builder Wizard to customize state-specific and property-specific documentation with guided prompts and legal compliance tips.
Tenant screening (optional): Initiate tenant screening by sending online applications, and review credit, criminal, and eviction reports from within the platform.
Digital signatures: Send leases and other documents for e-signature using the built-in ezSign tool, allowing both parties to sign electronically on any device.
Document storage: Automatically store signed documents and property management forms securely in the cloud using ezCloudStorage for easy retrieval.
Rent collection setup (optional): Enable ezRentPayments to set up online rent payments, allowing tenants to pay via the platform and automate deposits to your bank account.
ezLandlordForms is highly customizable to fit the unique needs of individual landlords, property managers, and varying property portfolios:
State-specific customization: The Lease Builder Wizard helps users create documents that comply with local and state laws, adapting each lease to the regulations relevant to the property’s jurisdiction.
Custom lease clauses: Users can insert custom terms, clauses, and special instructions into lease agreements, addendums, and notices, ensuring precise coverage for unusual or business-specific requirements.
Property and unit management: The system accommodates multiple properties and units, letting landlords customize forms and documentation for each address or rental type.
Addendums and document combinations: Over 400 forms and addendums are available, which can be mixed and matched to fit lease terms, local obligations, or unique tenant relationships.
Branding and landlord details: Documents auto-populate with landlord name, company, contact information, and property specifics, providing a professional and branded experience.
Tenant screening flexibility: Landlords can request a full range of screening reports (credit, criminal, eviction) or select specific checks as needed for risk-based decision-making.
Clause libraries and favorites: Frequently used clauses and terms can be saved as “favorites” and recalled for quick insertion into future leases or documents.
Automated reminders and alerts: The platform allows customization of notification settings, including rent due alerts, lease expiration reminders, and maintenance request management.
Payment options: Landlords can choose whether to enable online rent payments, security deposit tracking, and pro-rated rent calculations.
E-signature workflow: ezSign lets users decide who signs first, signature sequence, and notification triggers, adapting e-signature flows to individual transaction preferences.
ezLandlordForms provides extensive training and support for new users to ensure smooth onboarding and ongoing use:
Step-by-step Lease Builder Wizard: Guides users through lease creation with user-friendly prompts, compliance tips, and instant previews.
Extensive help center: Access to a comprehensive support center featuring frequently asked questions, troubleshooting guides, state law overviews, landlord articles, and best practice resources.
Educational resources: Includes instructional videos, live and recorded webinars, and “New Landlord” guide articles that cover the full landlord lifecycle, including property management, leasing, tenant screening, and more.
Live chat and email support: Immediate assistance available from knowledgeable staff during business hours for both technical and legal document queries.
Community forum: Enables peer-to-peer discussion, advice, and shared experiences among landlords.
Built-in compliance guidance: Prompts and state-specific tips ensure legal compliance throughout the lease building and document process.
ezLandlordForms implements multiple security and privacy measures to protect user and tenant data:
256-bit encryption: All personal and financial information is protected using strong 256-bit encryption, both during storage and transmission, ensuring confidential data is safeguarded from unauthorized access.
Secure document management: Cloud-stored documents, leases, and sensitive forms are protected with technical and physical security protocols.
Third-party screening partnerships: Tenant screening reports and payment processes are handled in partnership with trusted third-party vendors, who also adhere to high security and privacy standards.
Privacy policy and data management: Personal data is collected, stored, and shared only with user consent or as required by law. Users can update, export, or request deletion of their personal information at any time.
Access controls and authentication: Only authorized users with legitimate purposes can access account dashboards or tenant files, and sensitive actions can be limited to designated roles.
ezLandlordForms releases updates on a regular basis to keep forms, legal compliance, and platform features current with changing landlord-tenant laws and user needs. Updates are managed centrally by the platform’s development team and pushed seamlessly to all users through the cloud, meaning landlords always access the most up-to-date leases, forms, and compliance prompts without manual downloads or installations. When legal changes or new compliance requirements arise in a specific state, relevant forms are reviewed and revised promptly. Users are notified of major updates and new resources through on-site announcements and, at times, email communications. This approach ensures continuous legal accuracy and software reliability for both free and paid users.
ezLandlordForms’ policy states that users retain ownership and control of their personal, property, and lease data:
Data ownership: All information entered by landlords, property managers, or tenants—including personal details, lease agreements, payment history, and documents—belongs to the user, not the platform. ezLandlordForms only uses this data to provide and improve services, and does not claim ownership.
Data portability: Users can download, print, or export leases, forms, and other stored documents at any time from their account dashboard. This capability is available whether the user is on a free or paid plan, facilitating migration to new systems or offline backup.
Data access and deletion: Landlords and tenants can request to view, correct, or permanently delete their personal data. Upon account closure, ezLandlordForms will honor requests to remove user information and stored documents, in accordance with privacy regulations and the company’s retention policy.
No third-party sale: Personal data is not sold to marketers or unrelated third parties; sharing only occurs with trusted subprocessors (e.g., payment or screening partners) as necessary to deliver specific features.
ezLandlordForms provides flexible options for scaling up or down as organizational needs change:
Upgrade/downgrade at any time: Users can move between free and paid plans, or switch among the available paid tiers (such as Pro or Premium) whenever their rental portfolio expands or contracts.
Add or remove properties: Landlords can increase or decrease the number of managed properties or units in their account without penalty, paying only for the features or form access that matches their needs.
Pro-rated billing adjustments: Upgrades or downgrades in the middle of a billing cycle are handled with pro-rated charges or credits applied to the next payment period, ensuring fair pricing.
Continuous access to documents: All previously created leases, forms, and tenant data remain accessible—even after downgrading to a free plan—ensuring business continuity and historical record retention.
No penalties for scaling down: There are no exit or downgrade fees; users can reduce their subscription level or number of features at any time, with changes taking effect on the next renewal.
ezLandlordForms offers clear terms and conditions for contract renewal and cancellation:
Subscription auto-renewal: Paid memberships (Pro or Premium) typically auto-renew at the end of each billing cycle (monthly or yearly) unless the user cancels the subscription before the next billing date.
Cancellation policy: Users can cancel their subscription at any time from their account dashboard or by contacting support, and cancellation will take effect at the end of the current paid period—access continues until then.
No refunds for partial periods: Payments already made for the subscription period are generally non-refundable, but users retain feature access until their current term expires.
Account and document access: After cancellation or downgrading to a free account, users can continue to access all free features; previously generated forms and documents typically remain available for download, unless the user requests permanent deletion.
Data deletion and removal: Upon account closure, users can request deletion of their stored data and documents, which ezLandlordForms will process in accordance with privacy policies and applicable law.
Upgrade and downgrade flexibility: Users can upgrade or downgrade between free and paid plans at any time, with pro-rated charges or adjustments applied to the next billing cycle.
ezLandlordForms aligns its platform with key compliance standards relevant to landlord-tenant operations and digital security:
State and local landlord-tenant law: The Lease Builder Wizard customizes leases and documentation to comply with state-specific and local legal requirements for residential rentals, including security deposit rules, required disclosures, eviction notices, and fair housing statements.
Federal privacy regulations: The platform follows U.S. federal data privacy requirements for handling personal information, such as the Fair Credit Reporting Act (FCRA) for tenant screening, Gramm-Leach-Bliley Act, and other applicable privacy and anti-discrimination statutes.
Electronic signature law: All e-signatures through ezSign comply with the U.S. ESIGN Act, guaranteeing legal validity and enforceability of digital contracts.
Secure payment compliance: Payment processes and tenant screening services are delivered via third-party partners who are PCI DSS compliant, securing financial data and protecting user payments.
Fair credit and background screening: Tenant screening features meet the requirements of the FCRA, ensuring users access and handle background, credit, and eviction information lawfully and ethically.
