Property · free template

Rental Guest Agreement

Collect guest details, house rules acknowledgement and a signed agreement before a short-term rental check-in.

A ready-to-use real estate & property form for agents, lettings teams and property managers: 15 questions, 3 pages, 3 conditional rules.

Questions: 15
Pages: 3
Layouts: classic · card
Conditional rules: 3
Typical time: 4 min

Preview it in the gallery

Searches this template answers

Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Page 1 of 3 — Guest and stay details

1 question is hidden by conditional logic right now — change an answer above to reveal it.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Rental Guest Agreement is built for agents, lettings teams and property managers who need to pre-qualify enquiries and gather documents up front.

Agents, lettings teams and property managers working in real estate & property.
Teams who need to pre-qualify enquiries and gather documents up front without writing code or paying for a custom build.
Anyone replacing viewings booked with people who were never eligible with one structured record per enquiry.
Respondents are buyers, renters and landlords — the form asks them 15 questions across 3 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of viewings booked with people who were never eligible and turns each submission into a record your team can act on immediately.

10 questions are required, so submissions arrive complete instead of needing a follow-up email.
It collects a verified email address so replies and confirmations land.
It captures a phone number for urgent follow-up.
It records a signature you can keep as proof of agreement.
It pins the request to a specific date.
It captures a numeric value you can filter and sort on.
Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Rental Guest Agreement lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

Features conditional validation: if “Will you be bringing any pets?” is Yes, “Pet type, breed and number” becomes mandatory before the form can be sent.
Features advanced show logic: if “Total number of guests staying (including children)” is 5 or more, the form dynamically exposes “Please list all guest names”. Otherwise that question never appears.
Features advanced show logic: if “Will any vehicles be parked on site?” is Yes, the form dynamically exposes “Vehicle make, model and license plate”. Otherwise that question never appears.
All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Short-term rental hosts need more than a booking confirmation before a guest arrives — they need a signed acknowledgement of house rules and occupancy terms that protects the property. This form collects the lead guest's details and the full expected party size, since occupancy limits are usually written into local permits and insurance policies, and an unreported extra guest or two is one of the most common sources of dispute after checkout. It asks explicitly about pets, parties or events, and smoking, because these are the three house-rule violations that generate the most damage claims and neighbour complaints, and having a guest actively confirm 'no' to each in writing is far stronger than a rule buried in a listing description. A vehicle and parking question helps hosts manage limited driveway or street parking before arrival rather than on the day. The damage deposit and check-in/check-out time sections restate the terms already agreed at booking, but repeating them here — with a signature — creates a clear record the guest actively agreed to, not just something they scrolled past on a booking platform. This is not a lease; it is a short, signed acknowledgement built for stays of days or weeks, not tenancies.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Guest and stay details

Lead guest namerequired
Email addressrequired
Phone number
Total number of guests staying (including children)required
Please list all guest names
Check-in daterequired
Check-out daterequired

Page 2 — House rules and vehicles

Will you be bringing any pets?required
Pet type, breed and number
Will any vehicles be parked on site?
Vehicle make, model and license plate
I understand no parties, events or additional unregistered guests are permittedrequired
I understand this is a non-smoking propertyrequired

Page 3 — Agreement

Agreementrequired
Signaturerequired

15 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Will you be bringing any pets?”

Makes answers required
If “Will you be bringing any pets?” is Yes, “Pet type, breed and number” becomes required before the form can be submitted.

Driven by “Total number of guests staying (including children)”

Reveals questions
If “Total number of guests staying (including children)” is 5 or more, the form reveals “Please list all guest names”.

Driven by “Will any vehicles be parked on site?”

Reveals questions
If “Will any vehicles be parked on site?” is Yes, the form reveals “Vehicle make, model and license plate”.

Set it up step by step

1
Restate occupancy limits explicitly
Don't rely on the booking platform listing alone — having the guest confirm the headcount here creates a clear, signed record.
2
Ask about pets even if your listing says no pets
A direct question catches undisclosed pets before check-in rather than after damage is found.
3
Keep house rules as yes/no acknowledgements
A guest actively checking 'I agree' to no-parties and no-smoking rules is far more enforceable than a rule they never actively confirmed.
4
Get this signed before handing over keys or a door code
Treat it as a check-in gate, not a follow-up email — send it as soon as the booking is confirmed.

Mistakes to avoid

Sending house rules as a PDF attachment nobody reads instead of a form that requires active acknowledgement.
Not asking about pets directly, then discovering one at check-in with no signed acknowledgement on file.
Treating this as a substitute for a lease when housing someone for weeks or months — use a proper tenancy agreement instead.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Send this immediately after booking confirmation and require it to be completed before check-in details or door codes are released.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the rental guest agreement, matched on the words people actually search for.

Privacy & compliance

This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.

Frequently asked questions

Is this the same as the Rental Housing Application Form?

No — that form is for screening long-term tenants before a lease. This one is a short signed agreement for guests booking a stay of days or weeks, with no credit or background screening involved.

Do I need a full lease for a month-long stay instead?

For stays approaching a month or longer, especially where local law treats it as a tenancy, use a proper lease agreement rather than this guest form.

Should I inspect the property before and after each stay?

Many hosts pair this with a Home Inspection Request or a simple internal walkthrough checklist between guests to document condition and support any deposit claims.

What if the guest wants to add someone to the booking later?

Have them resubmit an updated guest list and vehicle details rather than accepting a verbal addition — keep the signed record current.

Is the Rental Guest Agreement template free to use?

Yes. You can preview and test Rental Guest Agreement on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Rental Guest Agreement template ask for?

It asks 15 questions across 3 pages, 10 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Rental Guest Agreement form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this real estate & property form work?

3 conditional rules ship with the template: Features conditional validation: if “Will you be bringing any pets?” is Yes, “Pet type, breed and number” becomes mandatory before the form can be sent. Features advanced show logic: if “Total number of guests staying (including children)” is 5 or more, the form dynamically exposes “Please list all guest names”. Otherwise that question never appears. Features advanced show logic: if “Will any vehicles be parked on site?” is Yes, the form dynamically exposes “Vehicle make, model and license plate”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Rental Guest Agreement form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Rental Guest Agreement form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More forms teams pair with the rental guest agreement.

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