Room Rental Agreement: What to Put In Writing

A room rental agreement should put the key terms in writing: who the parties are, the room and shared spaces, the rent and due date, the deposit, the length of the stay, the house rules and how the tenancy ends. Written terms protect you and the tenant, because both sides can point to the same page when a question comes up. Have a Virginia attorney review your final form.

This is general information, not legal advice. It is not a template to sign.

Key takeaways

• Put every term that matters in writing, and give the tenant a signed copy.
• Be specific: dates, dollar amounts and who does what.
• Separate the agreement (rent and tenancy) from house rules (daily life), and refer to each from the other.
• Use the same agreement and the same screening for every tenant.
• Attach the move-in report so the room's condition is part of the record.

Why put a room rental agreement in writing?

A verbal deal is hard to prove. Months later, each person remembers the due date, the deposit or the guest rule a little differently. A written agreement settles those questions with a page both people signed.

For a shared home, it also sets expectations for the people who live there. A tenant who has read and signed the same terms as everyone else is less likely to feel singled out. If you want the bigger picture of renting rooms in your home, start with how to rent rooms in your house on CoRent.

What belongs in a room rental agreement?

Work through this list and fill in each item for your home. Delete what does not apply.

1. Parties. Your name and the tenant's name.
2. The room. Which room, and which shared spaces the tenant may use. Keep the street address off public listings, and add it to the signed copy.
3. Term. The start date, the end date or a month-to-month note, and how either side gives notice.
4. Rent. The amount, the due date, how it is paid and what happens if it is late.
5. Deposit. The amount, what it covers and when it is returned.
6. Utilities. Whether they are included or shared, and how the share is paid.
7. Furniture. What is in the room and what the tenant brings.
8. House rules. Quiet hours, guests, cleaning and shared spaces.
9. Access. When and how you may enter the room.
10. Move-out. Notice, condition, keys and the final walk-through.

Each item should be a sentence or two. Short and specific is better than long and vague.

How do rent and the deposit read in writing?

State the rent as a dollar amount, the due date as a day of the month and the payment methods you accept. If a late fee applies, say the amount, and check Virginia's limits first. See how to price a room for rent for setting the rent.

For the deposit, read Virginia Code section 55.1-1226. It covers how much a landlord can collect and when it must be returned. Your agreement should match the law.

On CoRent, renters can pay weekly or monthly, by card or bank account, and a processing fee shown at checkout applies to each rent payment. It is waived when a full month is paid by bank account. Your agreement should say how often rent is due so that it matches the arrangement. Our post on weekly versus monthly room rent explains the choice.

What does a clear clause look like? A worked example

Here is an illustrative example with made-up numbers, showing how to turn a vague line into a specific one.

Vague: "Rent is due early in the month, and the deposit is about one month."

Specific: "Rent is $650, due on the 1st of each month. The security deposit is $650. The term starts on January 1 and ends on December 31."

The arithmetic is simple. Twelve payments of $650 equal $7,800 in rent over the term. On CoRent, the 5% platform fee on rent collected would be $390, so the host keeps $7,410. The deposit is separate and is not part of that rent.

Run the same check on your own numbers, and make sure the dates in the agreement and the dates on your calendar are the same.

What about house rules, utilities and access?

Put daily-life rules in a separate house-rules page and reference it in the agreement. Our guide on house rules for a shared home shows what to include.

On utilities, say whether they are in the rent or shared. Hosts on CoRent can let tenants share utilities, paid in the app on top of rent. Describe how the share is set and when it is due.

On access, Virginia has rules on landlord entry, so ask an attorney how to word that clause. Record any notice you promise to give.

What are the risks, and when does this not apply?

• Unlawful terms. A clause that conflicts with Virginia law may not be enforceable. Have an attorney check the form.
• Fair housing. Do not write terms or rules that treat tenants differently because of a protected class. The HUD fair housing page has the basics.
• Inconsistency. Using different terms for different tenants invites disputes.
• Gaps. If the agreement is silent on something, the law may fill it in, and not in your favor.
• Special arrangements. If a school, agency or program is involved, read its paperwork carefully, because it may come with its own rules.

Keep the signed agreement, the move-in report and the photos together. Our move-in checklist for landlords shows how to build that file.

FAQ

Does a room rental need a written agreement?

It is a good idea even when the law does not make you do it, because it proves what you both agreed. Virginia has rules that affect many tenancies, so ask an attorney whether your arrangement needs specific terms or notices.

Can I download a template and use it?

A template can be a starting point, but it may not match Virginia law or your home. Use it to draft, then have a Virginia attorney review it before you use it with a tenant. Do not copy clauses you do not understand.

Should house rules be in the agreement?

You can attach them or refer to them from the agreement. Keeping them on a separate page makes them easier to update and easier for tenants to read. Make sure every tenant gets the same version, and ask an attorney how to tie them to the agreement.

What if I want to change a term later?

Make the change in writing, signed by both sides, and keep a copy. Do not change terms by text alone or by surprise. Virginia has rules on notice for some changes, so check them before you rely on a new term.

Ready to rent your room?

Write your terms in plain language, check them with an attorney and give every tenant the same signed copy. Hosts list free on CoRent and keep 95% of rent after the 5% platform fee on rent collected. Create your free host account to begin, or see how fees work.