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SOP-RE-008: Tenant Lease Representation

Tenant Search, Representation & Under Contract Compliance -- Required Documentation Checklist
SOP: Tenant Lease | 2 Processes | 4 Procedures | 19 Documents
2
Processes
4
Procedures
12
Required Docs
7
If Applicable

Source

Compliance guide from Heather Lopez, KW Memorial -- Lease Compliance / Required Documentation. All form numbers reference Texas REALTORS (TXR), Houston Association of REALTORS (HAR), and Keller Williams Memorial (KWMEM) standard forms.

Document Badges

REQUIRED IF APPLICABLE TXR Form KW/HAR
01

Tenant Search & Representation Setup

Initial engagement documents when representing a tenant seeking a lease
4 docs
▶
1.1 Required Documents -- Tenant Representation Setup Milestone: Rep agreement signed ▶
TXR 2501 -- Information About Brokerage Services (IABS) TXR REQUIRED
Must be provided to prospective tenant at first substantive dialogue. Texas-mandated disclosure of brokerage relationship options.
TXR 1501 -- Buyer/Tenant Representation Agreement TXR REQUIRED
Signed representation agreement establishing broker-tenant relationship. Defines scope, term, compensation, and tenant obligations.
HAR 410 -- Broker Notice to Buyer/Tenant HAR REQUIRED
HAR-required broker notice disclosing material information about the brokerage relationship and services to be provided to the tenant.
TXR 2517 -- Wire Fraud Warning TXR REQUIRED
Mandatory wire fraud advisory. Warns tenant about wire transfer scams and proper verification procedures for any financial transactions.
02

Under Contract -- Tenant Represented

Required documents once a lease is being executed with tenant representation
15 docs
▶
2.1 Required Documents -- Under Contract Milestone: Lease executed ▶
MLS Printout (Updated) HAR REQUIRED
Current MLS listing detail sheet for the leased property. Must be the most recent version reflecting current listing data at time of lease execution.
Tax Record HAR REQUIRED
County tax/appraisal record for the subject property. Verifies ownership, legal description, and tax status. Pull from HAR Matrix Realist or county CAD website.
TXR 2001 -- Residential Lease TXR REQUIRED
Standard Texas residential lease agreement. Primary contract document between landlord and tenant. All terms, rent, deposit, and obligations.
Landlord Model Tenant Selection Criteria KW REQUIRED
Tenant selection criteria provided by the landlord/listing agent. Obtain from listing side and provide to tenant for review before application.
2.2 Carried Forward from Representation Setup Milestone: File complete ▶
TXR 2501 -- IABS (copy in lease file) TXR REQUIRED
Copy of IABS from initial engagement must be included in the lease transaction file for compliance.
TXR 1501 -- Buyer/Tenant Rep Agreement (copy in lease file) TXR REQUIRED
Copy of signed representation agreement must be included in the lease transaction file.
HAR 410 -- Broker Notice (copy in lease file) HAR REQUIRED
Copy of HAR broker notice must be included in the lease transaction file.
TXR 2517 -- Wire Fraud Warning (copy in lease file) TXR REQUIRED
Copy of wire fraud warning must be included in the lease transaction file.
2.3 If Applicable Documents -- Under Contract Milestone: Conditional docs reviewed ▶
KWMEM Model Tenant Selection Criteria KW IF APPLICABLE
If TPJG is also managing the landlord side or if the landlord's criteria references KW Memorial standards. Provides KW-specific screening guidelines.
TXR 2015 -- Flood Disclosure Notice TXR IF APPLICABLE
If not already provided by landlord/listing agent. Ensure tenant receives flood disclosure for the subject property before lease execution.
TXR 2002 -- Agreement Between Brokers TXR IF APPLICABLE
If commission cooperation terms need to be documented separately from the listing agreement. Confirms commission split between brokers.
TXR 2008 -- Lead-Based Paint Disclosure TXR IF APPLICABLE
Required for properties built before 1978. Ensure tenant receives federal lead-based paint disclosure and EPA pamphlet from landlord side.
TXR 2004 -- Animal Agreement TXR IF APPLICABLE
Required if tenant has pets or animals (excluding assistance animals). Defines pet deposit, restrictions, and obligations.
TXR 1409 -- Intermediary Relationship Notice TXR IF APPLICABLE
Required when same brokerage represents both landlord and tenant. Discloses intermediary status and limitations on representation.
Library • Listing SOP • Buyer SOP • Landlord Lease SOP • Client Status
Source: Heather Lopez, KW Memorial -- Lease Compliance / Required Documentation
The Conservator • Tenant Lease SOP • The Property Joes Group