Electronic lease requirements: prepare the right details first

Create a clear file for the property

Preparing a lease starts before anyone enters information into a form. Create a separate file for the unit, recording its city, address, unit number and intended use. If you own several apartments in one building, give each a consistent reference that you can use in messages and records.

This guide is a preparation checklist, not a complete statement of requirements for every case. The information needed can vary with the lease type, the parties and the property. Confirm the requirements before sharing documents.

Check the parties and their representatives

Ejar's residential service lists valid identification, property ownership documents and contact information among its requirements. If someone represents either party, prepare their details and ask which evidence of their authority is appropriate.

Use names exactly as they appear in the relevant documents. Check that each party can receive verification messages personally. Never share account passwords or verification codes: the person authorised to approve the lease should review its details themselves.

• Current details and contact information for the landlord and tenant.
• Representative details, where an agent or organisation is involved.
• Property documents and a clear description of the specific unit.

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Make the financial agreement easy to check

Separate rent from any other agreed amounts. Record the lease duration, start date, instalment count and each due date. If services, a deposit or other amounts are involved, ask how they will be recorded and what each amount covers.

Put the calculations on one page. Does the instalment total match the agreed figure? Does the first payment date make sense alongside the start of occupancy? Resolving a small difference now is easier than explaining it after submission.

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Review the draft before approving it

Read the whole draft, paying attention to the unit description, intended use, maintenance responsibilities, services and handover arrangements. Ask for an explanation of unfamiliar wording. A verbal understanding should not be relied on to explain a written clause that says something different.

Keep a reference copy of the information you approved. Whenever the draft changes, review the new version rather than assuming only one detail was edited.

Keep the first enquiry simple

Start with the city, property type, number of units and whether you need a new lease or a renewal. Once the service scope and document-sharing channel are clear, provide only the requested information. Avoid placing identity copies or bank details in public comments or enquiry forms that do not need them.