Landlord Compliance Checklist: From Tenant Screening to Legal Notices

Landlord compliance is a process that begins before a tenant moves in. Each step, from screening an applicant to preparing the lease and documenting the home's condition, helps create a clear record for the tenancy.

Oregon landlords must follow state landlord-tenant requirements, while Eugene landlords may also have local Rental Housing Code requirements.

The rules can vary based on the property and situation, so owners should review the current requirements that apply to their rental.

Campus Connection Property Management helps owners manage rentals in Eugene, Springfield, and Lane County. This checklist provides a practical order for completing the leasing process, whether you manage the property yourself or work with a professional.

1. Create Written Screening Criteria

Before accepting applications, decide what information you will use to evaluate applicants. Your criteria should cover items such as income, rental history, credit information, and other lawful screening factors.

Apply the same written criteria to applicants in the same situation. Avoid changing your standards from one applicant to another.

Oregon law also regulates applicant screening charges and screening procedures. In Eugene, the city's screening charge limit is currently $10 or the amount allowed under state law, whichever is less.

2. Process Applications Consistently

Review applications using the criteria you established, this also helps measure and set your expectations with new tenants.

Verify information such as income, employment, rental history, and credit information when those items are part of your written standards.

Oregon law requires landlords to follow specific rules when evaluating applicants, including restrictions on certain questions and considerations. For example, landlords generally may not ask about immigration or citizenship status.

Eugene also has local rules about processing applications. Make sure your process follows the current city requirements.

3. Document the Screening Decision

Keep a record showing how each application was evaluated. If you deny an application, Oregon law generally requires a written statement explaining the reason within 14 days.

Certain information must be included when applicable.

A clear record can help show that the same process was used for each applicant. Keep applications, screening results, communications, and decision records together in a secure file.

4. Prepare the Lease

Once an applicant is approved, prepare a written rental agreement that clearly explains the terms of the tenancy.

Review the rent, lease term, move-in date, security deposit, utilities, maintenance responsibilities, pet rules, and other important terms.

Make sure the agreement follows Oregon law and does not remove rights provided by state or local requirements.

For Eugene properties, the lease should also be reviewed alongside the city's Rental Housing Code requirements.

5. Provide Required Notices and Disclosures

Before or when the rental agreement is executed, provide all notices and disclosures that apply to the property and tenancy.

These may include required Oregon disclosures, federal lead-based paint information for qualifying older properties, and Eugene's Tenant Education Information. Eugene requires landlords to provide the city-created Tenant Education Information when a rental agreement is executed.

Use current forms and keep proof that required documents were provided.

6. Check the Current Rent-Increase Rules

If you are preparing a lease with future rent increases in mind, review the current Oregon rent-increase rules before including related language.

For 2026, Oregon's maximum annual rent increase for tenancies covered by the applicable statewide limit is 9.5%. Different rules apply to certain housing types, so confirm that the limit applies to your property before relying on it.

Eugene may also have local notice and renter-protection requirements. Use the city's current forms when required.

7. Confirm Insurance Before Move-In

Contact your insurance provider before the tenant receives the keys. Confirm that the property is insured for its use as a rental and that your coverage meets your needs as a landlord.

If you require renters insurance, include that requirement in the lease and follow the lease terms consistently.

Ask for proof of coverage before move-in if your agreement requires it.

Keep insurance information with the property's records so it is easy to access when needed.

8. Handle the Security Deposit Properly

Collect only the deposits and fees permitted under the lease and applicable law. Give the tenant the required information about the deposit and keep accurate records of what was received.

Oregon law allows security deposits subject to specific rules about their use and return. Deposits may generally be used for amounts allowed by law and the rental agreement, such as unpaid rent or damage beyond ordinary wear and tear.

Eugene also has local limits and requirements concerning security deposits. Review the current city rules before setting the deposit amount.

9. Complete the Move-In Condition Documentation

Document the property's condition before the tenant moves in. Photograph or record the home's rooms, surfaces, fixtures, appliances, and other required areas.

Eugene requires landlords to provide move-in condition documentation to the tenant before move-in. The city's requirements include photos or videos and a written description of the property's condition.

Keep copies of the documentation and confirmation that the tenant received it.

10. Set Up Maintenance and Communication

Before move-in, give the tenant clear instructions for requesting maintenance and reporting problems.

Provide a reliable phone number, email address, or online system. Explain which types of issues should be reported immediately and how routine requests should be submitted.

Keep written records of requests, responses, repairs, and communications. Oregon landlords have ongoing duties to maintain rental housing in a habitable condition, so a reliable maintenance process is an important part of compliance.

11. Complete the Move-In File

Before handing over the keys, confirm that your file contains the signed lease, required notices, screening records, insurance information, deposit records, and move-in condition documentation.

Also keep the tenant's current contact information and emergency procedures where appropriate.

For Eugene properties, review the city's current rental housing checklist to confirm that any applicable local forms or notices have been completed.

Conclusion

A successful leasing process follows a clear order. Start with consistent screening, document the decision, prepare the lease, provide required notices, confirm insurance and deposits, and complete the required move-in documentation before the tenant receives the keys.

Keeping each step organized makes it easier to manage the tenancy and respond to questions later.

Campus Connection Property Management can help owners manage the screening, leasing, documentation, maintenance, and other day-to-day responsibilities that come with renting a property in Eugene and the surrounding Lane County area.

Frequently Asked Questions

What Should I Include in My Screening Criteria?

Your written criteria can address lawful factors such as income, rental history, credit information, and other screening standards that apply to your property.

The important point is to establish the criteria before reviewing applications and apply them consistently. Oregon law places specific limits on what landlords may consider or ask about during the application process.

What Happens if I Deny a Rental Application?

If you deny an application after applying your screening or admission criteria, Oregon law generally requires you to provide the applicant with a written statement of one or more reasons within 14 days.

Additional information may be required when a screening report contributed to the decision. Keep a copy of the notice with the application records.

What Documentation Is Required at Move-In in Eugene?

Eugene requires landlords to provide tenants with documentation describing the condition of the rental unit before move-in.

This includes photos or videos and written documentation covering required areas of the property. The city provides additional guidance on what should be documented.

What Notices Do Eugene Landlords Need to Provide?

The required documents depend on the property and tenancy. Eugene requires landlords to provide the city's Tenant Education Information when a rental agreement is executed.

Other local forms may apply to relocation assistance, rent increases, move-out procedures, or other situations. Review the city's current landlord resources before signing a lease.

Can I Send Landlord Notices and Documents Electronically?

Electronic delivery may be allowed for some rental documents and notices when the proper requirements are met. Do not assume that an email or text message is enough for every notice.

Check Oregon and local Eugene requirements for the specific document and make sure the tenant has agreed to electronic communication when required.

Keep copies of the document, the date it was sent, and any confirmation that it was received. When the law requires a specific delivery method, follow that method instead of relying only on electronic communication.