Describe the property and the tenant records you need. Makeform turns your brief into an online tenant information form with organized contact, household, employment, vehicle, pet, and emergency-contact sections that residents can complete from any device.
Send tenant records to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a complete example, adapt it to your property, or send it into the Makeform builder. The structure shown here is an example rather than a live AI result.
Audience
Property managers onboarding approved residents
Format
Sectioned form with household and emergency details
Prompt size
507 chars
Example form structure
Sectioned form with household and emergency details
Tenant name and contact details
Unit number and lease start date
Other household occupants
Emergency contact outside the unit
Do you have a vehicle or pet?
Suggested routing tags
New move-ins
Details incomplete
Record updates
Ask for a preferred contact method and a separate emergency contact. They answer different operational questions and should not be combined into one field.
Step 1
Collect
contact, household, and emergency details
Step 2
Route
send the response to the right property record
Step 3
Review
spot missing or conflicting information
Step 4
Update
invite tenants to report future changes
Why use one intake form
Move-in emails and handwritten notes scatter essential details across inboxes. A structured tenant information form gives every property the same clear record while letting irrelevant questions stay hidden.
Required contact, occupant, and emergency fields arrive in the same format for every tenant, so a manager can review the record without decoding notes or chasing separate messages.
Conditional logic can reveal vehicle fields after a tenant selects parking, show pet questions after a yes response, and skip employment details for residents when they do not apply.
Responses can reach a shared inbox or spreadsheet with the property and unit attached, giving leasing and maintenance teams a practical record instead of another unfiled attachment.
Built for rental operations
Start with the closest workflow, then adjust field wording, required settings, and routing for the way your portfolio is managed.
Collect the operational details that are often missing from an application: preferred contact channel, all occupants, parking, pets, emergency contacts, and key permissions.
Use property and unit dropdowns, consistent household sections, and tags that help a central team route each response to the correct building manager.
Ask each roommate for a separate response while preserving shared unit context, making individual phone and emergency details easier to find when they are needed.
Let existing tenants identify what changed and reveal only the corresponding detail sections, reducing the effort of refreshing a complete record.
Tenant intake workflow
Define the information your team actually uses, generate the tenant information form, and connect each response to an operating workflow that has a clear owner.
Tell Makeform whether this is for a new move-in, an individual roommate, or an annual update. Name the property types, unit identifiers, and people who will use the responses.
Mark essential contact and emergency fields required, separate household members into repeatable entries, and add conditional branches for vehicles, parking, pets, employment, or guarantors.
Publish the form as a link or embed it in your move-in page. Tell tenants why the information is requested, who reviews it, and when they should submit an update.
Send submissions to the responsible property inbox or a Google Sheet. Use property and unit fields for sorting, then reuse a shorter change form when records need refreshing.
Form vs email vs application
A tenant information form supports ongoing property operations after a resident relationship is established. It should not be confused with screening questions or a lease document.
Field guide
Use six focused sections so tenants understand each request and property staff can scan the result. Keep each field tied to a real administrative purpose.
Tenant and contact
Collect the name the tenant uses, a personal email address, a mobile number, and a preferred contact method. Pair those details with property and unit fields so an exported response still makes sense outside the form inbox.
Household
Use repeatable or clearly grouped entries for additional occupants. Ask only for details your management workflow needs. A structured relationship or occupant-type field is easier to review than a comma-separated list.
Employment
If the management team uses employment information for post-approval contact or record maintenance, collect employer name, job title, work phone, and start date in separate fields. Make nonessential questions optional and explain their purpose.
Emergency contact
An emergency contact should be distinct from the tenant's own contact fields and, when possible, someone outside the unit. Capture their relationship and preferred number so staff know who they are contacting rather than seeing an unexplained name.
Vehicles, parking, and pets
Begin with yes-or-no or selection questions, then branch into the matching details. This keeps the initial form short while giving parking and property teams the structured information they use for permits, vehicle identification, or resident pet records.
Review and updates
Explain how the information supports property operations, provide a final review point, and ask the tenant to confirm the details are current as of the submission date. A confirmation records what was submitted; it does not replace your lease or policies.
Related tools
Use dedicated forms for applications, verification, property condition, maintenance, and move-out tasks instead of forcing every stage into one oversized intake.
Collect prospective renter details in a dedicated pre-approval workflow separate from the ongoing tenant record.
Open toolCreate a focused verification request when your process needs confirmation from a relevant contact.
Open toolDocument room-by-room condition and photos as a separate move-in record tied to the property and unit.
Open toolRoute repair descriptions, access preferences, urgency, and photos to the team responsible for maintenance.
Open toolGive departing residents an organized checklist for dates, keys, forwarding details, and final property tasks.
Open toolCapture a resident concern with dates, location, description, attachments, and a preferred follow-up method.
Open toolFAQ
Practical answers for landlords and property managers building a consistent resident-information workflow.
A tenant information form is an organized record of a current or approved resident's practical details, such as contact information, unit, household occupants, employment contact, emergency contact, vehicles, parking, pets, and communication preferences. Landlords and property managers commonly use it during move-in or to refresh existing records. It is different from a lease and can also be kept separate from the rental application used before approval.
Start with tenant name, email, phone, preferred contact method, property, unit, and move-in date. Add structured sections for other occupants, employer and work phone when relevant, an emergency contact outside the unit, vehicles and parking, and pet details. Include a final confirmation that the information is current. Avoid collecting a sensitive identifier simply because another template includes it; every question should support a clear property-management task.
A rental application is generally completed by a prospective tenant before an approval decision and may support a screening process. A tenant information form is better suited to move-in administration and ongoing resident records after approval. Keeping the workflows separate makes the purpose clearer to residents and prevents operational questions about parking, emergency contacts, or key pickup from cluttering the application.
Yes. Use repeatable occupant entries or a clearly grouped section for each person. For adult roommates who need their own contact and emergency records, invite each person to submit a separate form and include the shared property and unit fields on every response. Conditional logic can ask whether there are additional occupants before revealing the relevant section, keeping the form shorter for single-occupant homes.
Yes. Create a shorter update version that asks which categories changed: contact, employment, occupants, emergency contact, vehicle, parking, pet, or communication preference. Show only the matching detail sections. Property and unit fields should remain at the start so staff can route the update correctly, and a submission-date confirmation helps distinguish the newest response from earlier records.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect tenant information without a response cap. The paid tier removes the Makeform badge. You can still tailor the fields, use conditional questions, share the published link, and maintain separate forms for move-in records and later updates on the free offering.
Responses arrive in the Makeform inbox and can also be sent into workflows such as Google Sheets, Slack, or Zapier. Include structured property and unit questions rather than burying those values in a long text response; that makes submissions easier to filter and route. Decide who owns review, how incomplete details are followed up, and which system your team treats as the current resident record.
State the administrative purpose, identify the property or management team requesting the details, and explain how tenants can report future changes. Label required and optional fields clearly. If you request employment, vehicle, pet, or access-related information, give enough context for the resident to understand why it belongs in the workflow. Review the finished form against the policies and requirements that apply to your own rental operation.
Turn scattered move-in details into one usable record.
