Stop the week-one blame game. The leaky faucet, the scuffed walls, who pays? In Virginia, there’s no gray area when you use the Statement of Tenant Rights and Responsibilities.
Hand it over with the lease, get the acknowledgment, and you lock in clear expectations from day one, protecting your property, your paperwork, and your peace of mind while keeping tenant relationships on track.
No Form, No Enforcement: Exactly When to Provide It
At lease signing: Hand the tenant the Statement of Tenant Rights and Responsibilities at the same time you present the written lease. That’s your baseline for a clean, documented start.
Within 10 business days, provide the tenant with a copy of the signed lease and the signed statement (or note that they declined to sign). Emailing PDFs, plus handing over hard copies, is even better, providing double proof.
Why it matters: If the statement hasn’t been provided, you generally can’t take a lease-violation case to court. In plain English: no form, no enforcement. Keep a simple record of date, how you delivered it, and whether they signed or refused, so you’re fully covered.
Disclosures to Include Up Front
- Who’s in charge? List the owner/manager's name and a mailing address for notices, repairs, and payments.
- Mold check at move-in. If you see visible mold, note it on the move-in report and plan the fix.
- Dollars on Page One (2025 rule). On the first page of the lease, itemize the following: security deposit, monthly rent, due date, and any one-time start-up charges (administration, pet, parking, and keys). If it costs money, put it there.
- If the lender comes calling (for a single-family property). If you receive a default/acceleration/foreclosure notice, notify tenants and applicants in writing within five business days, and keep proof.
Pro tip: Attach a one-page “At-A-Glance” to the front: contact info, emergency maintenance number, and the “Money Due at Start” box.
Move-In Condition Report
Within 5 days of move-in, provide the tenant with a written checklist detailing the unit’s condition, including room-by-room descriptions of fixtures and appliances. The tenant then has 5 days to add any issues in writing. If they don’t, your report stands.
Snap a few date-stamped photos during the walkthrough and file them with the lease; this simple, rock-solid proof stops “it was like that before” disputes.
Move-Out, Inspections, and Deposits
If the tenant wishes to remain, they must do so within 72 hours after returning the keys and entirely vacating the premises. Afterward, send a written deposit statement with itemized deductions.
Security deposits can’t exceed two months’ rent, and you must return any remaining balance, with the itemization, within 45 days of the later of lease end or move-out.
Fredericksburg-Specific Note
Fredericksburg does not change the state-issued form. However, the City requires a Landlord (Business) License for renting property within city limits. Keep your license current and file the signed statement (or your record that the tenant declined to sign) with the lease.
Make Day One Dispute-Proof
Provide the Tenant Rights Form with the written lease, deliver copies within 10 business days, and keep proof. Disclose owner/manager contact and any visible mold; from 2025, put all upfront charges on page one.
Lock in condition with a 5-day move-in checklist (add photos), honor a 72-hour tenant-requested move-out walkthrough, and handle deposits by the book: cap two months, return balance within 45 days with itemization.
In Fredericksburg, keep your Landlord (Business) License current and file the signed acknowledgment with the lease.
Gem Realty Group’s Day-One Dossier bundles everything: the state statement, first-page fee box, 5-day checklist with photo protocol, 72-hour move-out script, and a Fredericksburg license tracker, customized to your portfolio. One setup, zero guesswork, and lease files that are audit-ready from the start. Reach out to us today!
FAQ
What if the tenant refuses to sign the statement?
Record the date you provided it and the refusal; you’ve met the requirement.
Can I add property-specific disclosures?
Yes, so long as they’re lawful and don’t waive tenant rights.
Do I still need the statement if there’s no written lease?
Provide it anyway; state law still governs, and you need it to enforce rights.
How detailed should the move-in report be?
Itemize rooms, fixtures, and appliances and attach clear, date-stamped photos.
What’s the deadline to return the security deposit?
Within 45 days, with an itemized list of any deductions.
Additional Resources
The Cost of Doing It Yourself vs. Hiring a Property Management Company
What is an Accidental Landlord? Advice for Owners in Fredericksburg, VA
